F-54

Work Instruction

Clear Vendor Down Payment - Advances (F-54)

Purpose

Use this procedure to clear invoices against related payment advances previously paid to a vendor.

Trigger

Perform this procedure after posting an invoice for goods or services for which a vendor received a
payment advance. By doing this, the remaining open documents are cleared.

Prerequisites

 Purchase order for goods or service is processed

 Down payment (advance) request is processed and paid
 Goods receipt is processed
 Vendor invoice is received and processed
 Vendor invoice, less the down payment, is paid

Menu Path

Use the following menu path to begin this transaction:

N/A

Transaction Code

F-54

Helpful Hints

 R/O/C column in tables represents Required, Optional, or Conditional entry.

 You must know the vendor and invoice document number.
 Processing advances in SAP involves the following steps:
o Enter the advance using F-47 (Down Payment Request) . This creates a memo
entry or noted item in SAP.
o When the advance payment is made to the vendor, a payment record is entered into
the General Ledger.
o When the related invoice is entered, you receive an alert that the vendor has an open
advance.
o After the invoice has been approved and posted, use F-54 to clear the invoice
document (51xxxxxxx) and the advance payment document (2xxxxxxxxx) against
each other. This ties the documents together and leaves only the difference to be
paid in the payment run.
 All advances should be processed against DPOs (Distributed Purchase Orders)

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Work Instruction

Clear Vendor Down Payment - Advances (F-54)

that reference a contract with terms allowing advances to be made.

 Reference number is the contract number, then CA for clear advance, and then a number
starting at one and progressing sequentially; 00000675CA1, 00000675CA2, 00000675CA3
etc.

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Work Instruction

Clear Vendor Down Payment - Advances (F-54)

Procedure
1. Start the transaction using the menu path or transaction code. The Clear Vendor Down Payment:
Header Data screen displays.

Clear Vendor Down Payment: Header Data

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

Field R/O/C Description
Document Date R
Appearing in the document header, it is used primarily as the
document input date.
Example:
080307

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Work Instruction

Clear Vendor Down Payment - Advances (F-54)

Field R/O/C Description

Posting Date R
The date a transaction is posted within the system.
Example:
080307

3. Click the Reference field .

The Reference number is determined by the contract number, the letters "CA" for clear
advance, and a sequential number.

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

Field R/O/C Description
Reference R
Allows for further clarification of an entry by reference to
other sources of information, either internal or external to
SAP. Any SAP-posted document number can be used as a
"reference" when entering a new document.
 The reference number from the document to be
released. Number should start with the
contract number.
Example:
00000675CA1

Doc.Header Text R
Free text field used to provide additional information
regarding the document.
Example:
CLEAR INVOICE & ADVANCE

Account R
Vendor number associated with a vendor.
Example:
100302

Invoice R
Invoice document number.
Example:
5108000420

Fiscal year R
The fiscal year for which this transaction is relevant.
Example:
2008

5. Click the Process down pmnts button . The Clear Vendor Down Payment

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Work Instruction

Clear Vendor Down Payment - Advances (F-54)

Choose down payments screen displays.

Clear Vendor Down Payment Choose down payments

6. Select the record indicator for the line item to clear.

The system returns the message, "XXXX items were selected".

7. Click the Post button . The Clear Vendor Down Payment Display Overview screen displays.

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Work Instruction

Clear Vendor Down Payment - Advances (F-54)

Clear Vendor Down Payment Display Overview

8. Double-click the blue highlighted line item .

If the system returns the message, "Correct the marked line items", enter clearing text in
the Text field.

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Work Instruction

Clear Vendor Down Payment - Advances (F-54)

Clear Vendor Down Payment Correct Vendor item

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

Field R/O/C Description
Text R
Free text field used to provide additional information or an
item description with reference to the current activity.
Example:
CLEAR ADVANCE

10. Click the Post button . The Clear Vendor Down Payment Display Overview screen displays.

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Clear Vendor Down Payment - Advances (F-54)

Clear Vendor Down Payment Display Overview

11. Click the Enter button .

The system returns the message, "Item XXXX contains commitment items with financial
transaction other than 30". This message is an expected result of clearing advances.

12. Message "Document XXX was posted in company CodeXXX." You have completed this
transaction.

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Work Instruction

Clear Vendor Down Payment - Advances (F-54)

Clear Vendor Down Payment: Header Data

13. Click the Exit button .

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Work Instruction

Clear Vendor Down Payment - Advances (F-54)

Result

You have cleared invoices against related payment advances previously paid to a vendor.

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