BPM-SAPS4HANA-601-06 V01 Accounts Receivable Elgi

Business Requirement Specification BRS-SAPS4HANA-601_06
09 OCT 2017 Page 1 of 59

PROJECT :
BUSINESS PROCESS USER

MANUAL
ACCOUNT RECEIVABLE (FI-AR)
System: SAP S/4 HANA
Prepared By:
Ashok kumar
SAP Business Analyst, FI
Mesprosoft Pvt. Ltd., Bangalore

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PROJECT :
DOCUMENT Control
Version File Name Author Reviewed By Date
V_01 BPM-SAPS4/HANA-601_01 AKR

09 -Oct- 2017
Document Related Reference

BRS Process Flow Roles
BRS-SAPS4/HANA-601_01 PF-SAPS4/HANA-601-06
09 OCT 2017 Page 3 of 59

PROJECT :
TABLE OF CONTENTS
1. LEGEND......................................................................................................................... 5
1. PURPOSE....................................................................................................................... 5
2. PREREQUITES..............................................................................................................6
2.1. MASTER DATA.......................................................................................................................... 6
2.2. ROLES....................................................................................................................................... 6
3. BUSINESS PROCESSES...............................................................................................6
3.1. CREATING A BP- CUSTOMER MASTER RECORD.................................................................6
3.2. CREATING A ONTIME ACCOUNT FOR BP- CUSTOMER.......................................................6
3.3. POSTING A DOWN PAYMENT REQUEST...............................................................................6
3.4. POSTING A DOWN PAYMENT MANUALLY TO CUSTOMER...................................................9
3.5. POSTING INCOMING PAYMENT FROM CUSTOMER MANUALLY.......................................12
3.6. PARK THE CUSTOMER CREDIT MEMO................................................................................17
3.7. POST THE PARKED CUSTOMER CREDIT MEMO................................................................20
3.8. DISPLAYING BALANCES (CUSTOMER)................................................................................22
4. SALES ORDER WITH DOWN PAYMENT PROCESS..................................................23
4.1. CREATE SALES ORDER........................................................................................................ 23
4.2. CUSTOMER DOWN PAYMENT RECEVIED...........................................................................26
4.3. ADVANCE RECEVIED FROM CUSTOMER BALANCE DISPLAY..........................................29
4.4. CREATE DELEIVERY FOR BILLING......................................................................................30
4.5. CREATE BILLING DOCUMENT.............................................................................................. 32
4.6. CUSTOMER BALANCE DISPLAY...........................................................................................35
4.7. CLEAR CUSTOMER DOWN PAYMENT AGAINST THE INVOICE.........................................36
4.8. CUSTOMER BALANCE DISPLAY...........................................................................................38
4.9. CUSTOMER BALANCE RECEVIED.......................................................................................39
4.10. DISPLAYING AND CHANGING CUSTOMER LINE ITEMS.................................................42
5. PURPOSE – TRANSFER POSTING WITH CLEARING...............................................42
6. PREREQUISITES......................................................................................................... 43
6.1. MASTER DATA........................................................................................................................ 43
6.2. ROLES..................................................................................................................................... 43
7. BUSINESS PROCESSES.............................................................................................44
7.1. TRANSFER POSTING WITH CLEARING...............................................................................44
7.2. CUSTOMER LEDGER VIEWS BEFORE INVOCIE CLEARING..............................................54
7.3. CUSTOMER LEDGER VIEWS AFTER INVOCIE CLEARING.................................................54
8. PURPOSE – BANK GUARANTEE...............................................................................55
9. PREREQUISITES......................................................................................................... 55
9.1. MASTER DATA........................................................................................................................ 55
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PROJECT :
9.2. ROLES..................................................................................................................................... 55
10. BUSINESS PROCESSES.........................................................................................55
10.1. SALES ORDER CREATION................................................................................................ 55
10.2. POST GOODS ISSUE......................................................................................................... 56
10.3. POSTING COMMERCIAL BILLING DOCUMENT...............................................................56
10.4. ISSUE BANK GUARANTEE TO CUSTOMER.....................................................................56
10.5. CLEAR BANK GUARANTEE ISSUED TO CUSTOMER......................................................58
1. LEGEND
ICONS EXPLANATION
09 OCT 2017 Page 5 of 59

PROJECT :
Create (F5)
Change (F6)
Display (F7)
Copy (Shift+F9)
Delimit (Shift+F1)
Delete (Shift+F2)
Overview (Shift+F8)
Cancel (F12)
Save (Ctrl+S)
Back (F3)
Exit (Shift+F3)
Cancel screen (F12)
1. PURPOSE
This scenario deals with posting accounting data for customers in Accounts Receivable.
From there, the data is sorted by customer and made available to other areas such as the
Sales and Distribution system. When you post data in Accounts Receivable, the system
creates a document and passes the data entered to the general ledger. General ledger
(Profit and Loss) accounts and customer accounts are then updated according to the
transaction concerned (receivable, down payment, credit memo and so on) customer
payment activities. All business transactions are posted to and managed by means of
accounts and for this a customer master records are created. One time Customers are used
for avoiding building up of huge master data volume.
Business Process Accounts Receivable focuses on the following activities:
 Post down payment request

 Post down payment manually
 Post customer invoice
 Post a credit note with invoice reference
 Posting Payments Using the Payment Program
 Posting Manual Payment
 Automatic Clearing of open items in customer accounts
 Manual Clearing of open items in customer accounts
 One-Time-Accounts Postings
General Business Processes: In this document, you can find some transactions, which cover
the following general business processes
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PROJECT :
 Displaying an accounting document.
 Displaying and Changing Line Items
 Displaying Balances
 Reversing a Document
 Reversing a Document – Individual Reversal
 Reversing a Document – Mass Reversal
2. PREREQUITES
2.1. MASTER DATA

You have entered the master data required to go through the procedures of this scenario. Ensure
that the following scenario-specific master data exists before you test this scenario:
Master Data Value Selection Comment
BP-Customer * All Please ref to BPM-

SAPS4/HANA-401_01
2.2. ROLES
The roles in this Business Process Procedure should be assigned to the user or users
testing this scenario.
3. BUSINESS PROCESSES
3.1. CREATING A BP- CUSTOMER MASTER RECORD

Please ref to BPM-SAPS4/HANA-401_01
3.2. CREATING A ONTIME ACCOUNT FOR BP- CUSTOMER

Business partners who have a business transaction with you only once are called one-time
customers. You do not have to create a master record for one-time because you do not need
this master record after the business transaction, and it uses space. You create collective
master records for one-time customers and one-time vendors. Please ref to BPM-
SAPS4/HANA-401_01
3.3. POSTING A DOWN PAYMENT REQUEST
Down payment requests are noted items that do not affect the balance sheet. They can be
taken into consideration in account analysis, the dunning program and in the payment
program.
Accounting  Financial Accounting  Accounts Receivable 

SAP menu
Document Entry  Down Payment  Request
Transaction code F-37

09 OCT 2017 Page 7 of 59

PROJECT :
Update the fields as data given in below table

Additional Optional/ Input Input value or
Field Name
details Mandatory information Range
Document
M 09.01.2017
Date
Company code M 1000
Posting Date M 09.01.2017
Reference M REF#09102017_01
Doc. Header
M REF#09102017_01
Text
Customer
Account M Account 31000007
number
Special G/L i. M Down Payment A
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PROJECT :
Choose New Item.
On the Customer, Down Payment Request: Add Customer Item screen, make the following
entries:
Field Name
Amount M Any amount 1000
Date in the for example,
Due On M 11.10.2017
future Today's date
Bus./sectn O 1033/3301
Pmt method O C
Text O REF#09102017_01
09 OCT 2017 Page 9 of 59

PROJECT :
Click on POST
3.4. POSTING A DOWN PAYMENT MANUALLY TO CUSTOMER
Use
You can post down payments either manually or automatically. The manual posting process
is described below. You will process like this especially in case of manual payment or a
manual step by step posting of the account statement.
Procedure
Access the transaction by

SAP Menu Accounting  Financial Accounting  Accounts Receivable 
Document Entry  Down Payment  Down Payment
Transaction F-29
Code
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PROJECT : 59

Field Name
Document
M 10.10.2017
Date
Company
M 1000
code
Doc. Header
M REF#10102017_02
Text
Customer
number
Special G/L
M Down Payment A
ind.
Bank sub GL
Account M account 20171000
number
Amount M 1000
Value Date M 10.10.2017
Text M REF#101102017_02
09 OCT 2017 Page 11 of 59

PROJECT :
Click on
Following screen will appear.
Double click on the line item which you want to make Down-Payment &
Click on
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PROJECT : 59
Click on
System will update with below message on Status bar
3.5. POSTING INCOMING PAYMENT FROM CUSTOMER MANUALLY
Use
This activity posts the incoming payments from the customer.
Procedure
Document Entry  Incoming Payments
Transaction F-28
Code
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PROJECT : 59

Field Name
Document Date M 09.01.2017
Company code M 1000
Doc. Header
M REF#09012017_04
Text
Bank sub GL
number
Amount M 150
Text M REF#09012017_04
Customer
number
Special G/L ind M A
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Click on
Following screen will appear

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Click on select all
Click on Deactivate all items
In the following screen Double click on the line item which need to be setteled with the
Incoming Payment, as shown below
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Follow the Menu options as shown below

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Click on SIMULATE
Click on
3.6. PARK THE CUSTOMER CREDIT MEMO
Use
This step shows the process of Parking of the Customer Credit Memo.
Procedure
Document Entry  Document Parking  Park/Edit Credit Memo
Transaction FV75
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Update the fields as data given in below table.

Field Name
Customer M 31000007
Document
M 10.10.2017
Date
Amount M 500
Text M REF#10102017_05
GL account
G/L acct M 40040001
number
D/C M Debit or Credit Credit
Amount in
M 500
doc. Curr
Cost Center M 10000101
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Click on
Click on Park

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3.7. POST THE PARKED CUSTOMER CREDIT MEMO

Use
This step shows the processing of the Parked Credit Memo posting.
Procedure
Document  Parked Documents  Post/Delete
Transaction FBV0
Code

Field Name
Company
M 1000
Code
Doc. Number M 1600000000
Fiscal Year M 2017
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Click on Enter
Click on
System will update with below Information message

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Click Enter Document get saved in the system
3.8. DISPLAYING BALANCES (CUSTOMER)
Use
This step shows process of displaying the Ledger balances of the Customer
Procedure
SAP Menu Accounting  Financial Accounting  Accounts Receivable  Account
 Display Balances
Transaction FD10N
Code

Field Name
Customer
Customer M 31000007
account number
Company
M 1000
Code
Fiscal Year M 2017
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Click on Execute button
4. SALES ORDER WITH DOWN PAYMENT PROCESS
4.1. CREATE SALES ORDER

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SAP Menu Logistics  Sales and Distribution  Sales  Order  Create

Transaction Code VA01
Please Refer the Manual: BPM-SAPS4/HANA-402_01
On the Create Sales Order: Initial Screen, make the following entries:
Field name Description User action and values Comment

Order Type ZDOM
Sales Organization 1000
Distribution Channel 10
Division RE
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Click the Enter

Field name Description User action and Comment
values
Customer Account
Sold To Party 31000007
number
Ship To Party 31000007
Cust.Ref 31000007
Req. deliv. Date 10.10.2017
Payment terms 0001
Material 4010103006600
Quantity 10
For more details please refer SD module

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Sales order created with a Customer Down payment INR 5,000.00
ZADV is the condition type for Customer Down Payment.
Click on and system will generate the SO .
4.2. CUSTOMER DOWN PAYMENT RECEVIED

Document Entry  Down Payment  Down Payment
Transaction Code F-29
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Field Name
Document
M 10.10.2017
Date
Company code M 1000
Doc. Header
M REF#10102017_06
Text
Customer
number
Special G/L
M A
ind.
Bank sub GL
number
Amount M 5000
Text M Customer DP SO19
Profit Center M CM1001
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Press ENTER

Field Name
Amount M 5000
Tax code O Z0
Due on O Due date 11.10.2017
Sales Doc. M 19/10
Down payment
Text M
received SO19
Simulate and Click on Save System will update with below message on Status bar
4.3. ADVANCE RECEVIED FROM CUSTOMER BALANCE DISPLAY

Account  Display/Change Line Items
Transaction Code FBL5N

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Field Name
Customer
M 31000007
account
Company code M 1000
Select Radio
Status M
button
Open at key Date as on open
M 10.10.2017
date item
Select the check
Normal items M
box
Special G/L Selsct check
M
transactions box
Click on
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Advance received against Sales Order number 19
4.4. CREATE DELEIVERY FOR BILLING
SAP Menu Logistics  Sales and Distribution  Sales  Order  Subsequent

functions  Outbound Delivery
Transaction Code VL01N
Please ref to BPM-SAP/S4HANA-202-01

values
Shipping point 1000
Selection date 11.10.2017
Order 19
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Post Goods Issue
SAP Menu Logistics  Sales and Distribution  Shipping and Transportation 

Post Goods Issue  Outbound Delivery Single Document
Transaction Code VL02N
Enter Delivery document number

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Click on Post Goods issue and Outbound delivery document created
4.5. CREATE BILLING DOCUMENT
SAP Menu Logistics  Sales and Distribution  Sales  Order  Subsequent

functions  Billing Document
Transaction Code VF01

values
Outbound Delivery
Document 80000007
document number
Click on Execute button

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Click on Save to generate Billing Document, System will update with below message on
Status bar
Follow the Menu option as shown below
Following screen will appear;
Click on Enter
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Click on Accounting
Double click on accounting document
4.6. CUSTOMER BALANCE DISPLAY

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Account  Display/Change Line Items
Transaction Code FBL5N
Field Name
Customer
M 31000007
account
Company code M 1000
Select Radio
Status M
button
M 10.10.2017
date item
Select the check
Normal items M
box
Special G/L Select check
M
transactions box
Click on
4.7. CLEAR CUSTOMER DOWN PAYMENT AGAINST THE INVOICE

Document Entry  Down Payment  Clearing
Transaction F-39
Code

Field Name
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Type M DA
Company Code M 1000
Period M 8
Currency M INR
Doc. Header
M REF#20012017_06
Text
Customer
number
Invoice ref. M Invoice number 9160000013
Fiscal year M 2016
Customer DP
Text M clearing against
invoice SO53
Click on Enter
Double click in the “Transfer Posting” col. Against the Down Payment Amount as shown
below
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Follow the Menu option to simulate the Document
Click Simulate
Click on Save
4.8. CUSTOMER BALANCE DISPLAY

 Display/Change Line Items
Transaction FBL5N
Code

Field Name
Customer
M 31000007
account
Company code M 1000
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Select Radio
Status M
button
M 10.10.2017
date item
Select the check
Normal items M
box
M
transactions box
4.9. CUSTOMER BALANCE RECEVIED

Document Entry  Incoming Payments
Transaction F-28
Code

Field Name
Document
M 10.10.2017
Date
Type M DZ
Company
M 1000
code
Period M 10
Currency M INR
Doc. Header
M REF#10102017_07
Text
Bank sub GL
number
Amount M 10000
Text M Balance amount
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receipt SO19
Profit Center M CM1001
Customer
number
Click on “Process Open Items” button

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SIMULATE and POST

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4.10. DISPLAYING AND CHANGING CUSTOMER LINE ITEMS

 Display/Change Line Items
Transaction FBL5N
Code

Field Name
Customer
M 31000007
account
Company code M 1000
Select Radio
Status M
button
Date as on open
All items M 10.10.2017
item
Select the check
Normal items M
box
M
transactions box
Click on
5. PURPOSE – TRANSFER POSTING WITH CLEARING

 Use this procedure to transfer and clear an open invoice from one Customer to another
Customer.
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 Perform this procedure when amount need to be transferred to the state or an invoice is
posted the wrong Customer
6. PREREQUISITES
6.1. MASTER DATA
Mesprosoft Solution Standard Values

A range of indispensable master and organizational data was created in your SAPS4/HANA
system in the implementation phase, such as the data that reflects the organizational
structure of your company, as well as master data that suits its operational focus, for
example, master data for materials, Customers, and customers.
This master data usually consists of standardized Mesprosoft Solution default values and
enables you to go through the process steps of this scenario.
Use the following master data in the process steps described in this document:
Master Data Value Selection Comment
GL Master * All
BP-Customer Master An open invoice

document must exist
to transfer an open
document.
Prerequisites
An open invoice document must exist to transfer an open document.
Procedure
---- NA ----
SAP Menu
Transaction
Code
6.2. ROLES
 R/O/C column in tables represents Required, Optional, or Conditional entry.

 Have the document number and transfer amount readily available.
 Use FBL5N - Customer line item display to view all open invoices, payments and clearing
documents (select all items radio button).
7.1. TRANSFER POSTING WITH CLEARING

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Use
 The invoice posting was made on an incorrect Customer’s account. You don’t want to
post a reversal, so you can make a transfer posting instead.
 Perform this procedure when funds need to be transferred to the state or an invoice is
posted the wrong Customer.
Procedure
Access the transaction choosing one of the following navigation options:
Accounting  Financial Accounting  Accounts Receivable 

SAP Menu
Document Entry  Other  Transfer with Clearing
F-30
Transaction code
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On the Enter G/L Account Document: Company Code 1000: screen, make the following
gentries:
Field name Additional Optional/Ma Input Information Input Value/Range
details ndatory
Document Date M <current data> 19.01.2017
Document Type M Default document

type DA will appear
Company Code M Company code 1000
Posting Date M <current data> 19.01.2017
Currency M INR INR for domestic

currency
Reference M Payment document test REF#19012017_06
Doc. Header M Over details of document REF#19012017_06

Text
Transaction to M X Tick
be processed
Customer
Posting Key M 01 Std Posting Key
Account M Customer Code. 3003

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Hit on Enter key and update as per below details

details ndatory
Amount M <amount> 10000
Pay Terms M Payment Terms of For example,0001

Customer
Billing Date M <current data> 19.01.2017
Text M Text Customer to

Customer balance
transfer
Posting Key M 17 Clearing Posting

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Customer Code M Customer no or Code 6666
Click on ENTER and update as per below given details

details ndatory
Amount M <amount> 10000
Pay Terms M Payment Terms of For example,0001

Customer
Billing Date M <current data> 19.01.2017
Text M Text Customer to

Customer balance
transfer
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Click on System will give you the popup you need to update the details as
per below screen shot
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Click on System will give you the popup for all the invoices of Customer
Rs3000 as below shown screen shot. You need to do as per below producer
Click on Select all then click on Deactivate Items and then click on your
clearing
Document number (1400000006) then Click on Activate Items then Click on
Display Document overview then you will get a screen as below
We need a profit centre clearing entry to post the balance transfer from customer 31000007 to
31000006.
Profit center clearing GL account entry

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Click on ENTER and update as per below given details.
Click on MORE button and update respective profit centre and enter.
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Enter details like below screen and click on Document Overview
Verify the customer account numbers and amount then SAVE .

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Result
The Customer invoice Document is posted with open item clearing.
7.2. CUSTOMER LEDGER VIEWS BEFORE INVOCIE CLEARING
From Customer 31000007 FBL5N Line Items Display before posting clearing transaction
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To Customer 31000006 FBL5N Line Items Display before posting the clearing transaction
7.3. CUSTOMER LEDGER VIEWS AFTER INVOCIE CLEARING
From Customer 31000007 FBL5N Line Items Display after posting clearing transaction
To Customer 31000006 FBL5N Line Items Display after posting the clearing transaction
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Result
Customer Transfer Posting has been made between R3000 and R3000 via posted document
number 1600000003 Dt.10.10.2017.
Process END.
8. PURPOSE – BANK GUARANTEE

Often in business in case of a sale made to a customer, especially when he is resident in
foreign country, a Bank Guarantee has to be issued to Customer at the time of delivery.
9. PREREQUISITES
9.1. MASTER DATA
A range of indispensable master and organizational data was created in your SAP S4/HANA
system in the implementation phase, such as the data that reflects the organizational
structure of your company, as well as master data that suits its operational focus, for
example, master data for materials, vendors, and customers.
9.2. ROLES
The business roles have been assigned to the user who is testing this scenario.
10.1. SALES ORDER CREATION
Use
After the customer gives a confirmation about purchase of goods/material. The confirmation
of purchase of goods could be either through a purchase order/email/telephone, etc.
Prerequisites
Customer Master Data
Material Master Data
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Please refer BPM-S/4HANA-402_01
10.2. POST GOODS ISSUE
Use
This step shows the process of post goods issue from shipping point.
Prerequisites
GL & Customer Master is required
Sales Order Creation has to be completed.
10.3. POSTING COMMERCIAL BILLING DOCUMENT
Use
This step shows the process of posting Billing document based on Outbound Delivery.
Prerequisites
GL & Customer Master, Material Master is required
Sales Order Creation, Delivery must be completed.
10.4. ISSUE BANK GUARANTEE TO CUSTOMER
Use
This step shows the process of issuing the Bank Guarantee to Customer.
Prerequisites
GL & Customer Master is required
Sales Order Creation, Delivery, Billing has to be completed.
Procedure

Document Entry  Other  Noted Items
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Additional Input Input Value or
Field Name Optional/
Details Mandatory Information Range

Reference O REF#02022017_11
Doc.Header
O REF#02022017_11
Text
Posting Key M 09
Special G/L ind M G
Account M 1500
Amount M 118125
Due O 02.02.2017
Bank Guarantee
Text O
issued to Customer
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Click on save button
A message will appear on status bar: Document xxxxx was posted in company code xxxx
10.5. CLEAR BANK GUARANTEE ISSUED TO CUSTOMER
Use
This step shows the process of clearing the Bank Guarantee issued to Customer.
Procedure

Account  Clear
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Input Value
Field Name Additional Details Optional/ Input Information
Mandatory or Range
Account M 1500
Clearing Date M 02.02.2017
Company Code M 1000
Special G/L Ind M G
Click on button
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Click on select all
Then click on deactivate all
Select the Bank Guarantee Line Item

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Click on save button
A message will appear on the status bar: Document xxxxxxx was posted in company code
xxxx

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Business Requirement Specification BRS-SAPS4HANA-601_06

09 OCT 2017 Page 1 of 59

BUSINESS PROCESS USER

System: SAP S/4 HANA

SAP Business Analyst, FI

Mesprosoft Pvt. Ltd., Bangalore

09 OCT 2017 Page 2 of 59

Version File Name Author Reviewed By Date

V_01 BPM-SAPS4/HANA-601_01 AKR

Document Related Reference

09 OCT 2017 Page 3 of 59

09 OCT 2017 Page 4 of 59

09 OCT 2017 Page 5 of 59

Cancel screen (F12)

Business Process Accounts Receivable focuses on the following activities:

 Post down payment request

09 OCT 2017 Page 6 of 59

2.1. MASTER DATA

Master Data Value Selection Comment

BP-Customer * All Please ref to BPM-

3.1. CREATING A BP- CUSTOMER MASTER RECORD

3.2. CREATING A ONTIME ACCOUNT FOR BP- CUSTOMER

3.3. POSTING A DOWN PAYMENT REQUEST

Accounting  Financial Accounting  Accounts Receivable 

Transaction code F-37

09 OCT 2017 Page 7 of 59

Update the fields as data given in below table

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Choose New Item.

09 OCT 2017 Page 9 of 59

3.4. POSTING A DOWN PAYMENT MANUALLY TO CUSTOMER

Access the transaction by

Update the fields as data given in below table

09 OCT 2017 Page 11 of 59

Following screen will appear.

System will update with below message on Status bar

3.5. POSTING INCOMING PAYMENT FROM CUSTOMER MANUALLY

Update the fields as data given in below table

Following screen will appear

Click on select all

Click on Deactivate all items

Follow the Menu options as shown below

System will update with below message on Status bar

3.6. PARK THE CUSTOMER CREDIT MEMO

Update the fields as data given in below table.

System will update with below message on Status bar

3.7. POST THE PARKED CUSTOMER CREDIT MEMO

Update the fields as data given in below table.

System will update with below Information message

Click Enter Document get saved in the system

3.8. DISPLAYING BALANCES (CUSTOMER)

Update the fields as data given in below table.

Click on Execute button

4. SALES ORDER WITH DOWN PAYMENT PROCESS

4.1. CREATE SALES ORDER

SAP Menu Logistics  Sales and Distribution  Sales  Order  Create

Please Refer the Manual: BPM-SAPS4/HANA-402_01

Field name Description User action and values Comment

Click the Enter

Update the fields as data given in below table.

For more details please refer SD module

Sales order created with a Customer Down payment INR 5,000.00

ZADV is the condition type for Customer Down Payment.

Click on and system will generate the SO .