Account Receivable User Manual

SAP User Manual
SAP USER MANUAL
Accounts Receivables
Created by: Mawai Infotech ltd. Page 1 of 44

SAP User Manual
SAP USER MANUAL
SAP Training & End User Manual
About this Manual:

► Easy to understand
► Easy to navigate
► With actual SAP screen layouts
► For all SAP users
Purpose:
► Training
► End User reference
How to read this manual:
► Read fully before you start working on the actual SAP system
► Take a printout so that you can refer it when you are off-line.
Sl No. Content Page

1 Basic Concept 4
2 General Overview of Account Receivables 4
Transactional Screenshots
3 Customer Master Data Creation (BP) 5
3.1 Customer Invoice 10
3.2 Customer Credit Memo 17
4 Post Customer Down Payment 22
5 Clear Customer ADV. into normal items 28
6 Incoming Payment 34
7 Clear Customer ADV., Payment Received against Invoice 40
8 List of Standard reports 47
*End*
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1. Basic Concepts
Accounts receivable module handles processing of sales invoices and credit

memos. It helps to monitor, sales invoices, track receivables and create
statement of accounts for each customer. It includes ageing analysis, and it has
also the functionality to send reminder letters and statements of account, which
tell customers about their open invoices and other information.
2. General Overview of Accounts Receivable (AR)
2.1. About AR
► The Accounts Receivable in SAP records and administers accounting data of all
customers. Account receivable module is an integrated account receivable
management solution for customer’s related data and transaction
2.2. About Customer Masters
► Every individual customer that is created is represented by a customer master

record. Customer Master Records are created within the relevant customer
Account Group.
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► Data in customer master records controls how transaction data is posted and
processed for a customer.
► A customer master record contains details like customer's name, address,

language, phone numbers and account control data like the number of the G/L
reconciliation.
► In SAP customer master will be created for client and agency. For Ad Sales
business, all postings will be done to agency. While posting the transactions, user
will have to select client in one customized field. Reporting will be done on that
agency and the client basis.
Transaction Screen Shots:
This section provides the user with detailed information of the required
transactions. This section will help the user to understand screens and
navigation in SAP and execute the transactions.
3. Enter T-code- BP
Enter Transaction Exit the screen Print Button
Code Find Button
Find Next Button Page UP & Down Button Create New Session Generate a Shortcut
Enter
 Select Organization/ person
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Click to create new Customer
 Create BP role: select the appropriate the role in which you want to create business
partner.
 Grouping: Update the business partner grouping.
Once select Business Partner Grouping and BP Role as per your requirement then a Popup
will display to create new BP.
Select BP Role and

Grouping of Customer
 Fill the address tab:

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 Name
 Search name
 Language
 Country
 Telephone number
 Region
 Pin code
 Postal code
Name of Party
Address of Party
 Select payment tab, add the bank information of Customer
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Country IFSC Code Bank Account number
 Select customer: Ctry-spec Enh:

 PAN number will be updated
Enter PAN Number
 Select company code from menu
 Fill company code information

 Company code: 1000
 Account mgt tab:
 Reconciliation account: This is GL of Sundry Debtors, depending upon the nature
of process, GL will be selected as per account group.
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Enter Recon Account
 Customer payment transactions:

 Pay Terms : are the conditions agreed between business partners for
payment of invoices.
Payment Term
Click on save (Standard Toolbar) to create Bisiness Partner.
3.1 Customer Invoice
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Purpose
Use this procedure to enter customer invoice.
Trigger
Perform this procedure when customer invoice needs to be entered.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
Select: SAP Menu  Accounting  Financial Accounting Accounts Receivable 

Document Entry INVOICE
Transaction Code
FB70
Helpful Hints
The R/O/C column in the field description table identifies whether the field is required (R),
optional (O), or conditional (C).
The system may display three types of messages at various points in the process. The
messages you see may differ from those shown on screen shots in this procedure. The types
of messages and responses are shown below:
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Procedure
1. You have started the transaction using the menu path or transaction code FB70.
2. Start the transaction using the menu path or transaction code.
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3. Enter the following fields:
Field Name R/O/C Description

Customer R Customer to which Invoice is to be posted
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Invoice Date R Date of the original document

Posting Date R Date on which entry needs to be posted
Reference R Internal document number
Document Type C Change document type if required
Business Place/ Section R Enter the business place and section code
details as applicable
Tax Code C In case tax has been applied on the invoice,
checkmark the checkbox and assign
appropriate tax code on the box below the
checkbox
G/L Account R The GL account to be posted against the
customer
Example: Other operating revenue
Profit Center C The profit center as applicable to the
customer
Fill all require information
Enter GL Account
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Go to payment tab and check the mandatory fields
3 Click “Simulate” on the icons on upper part of screen and review the details as they
appear.
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4 Click to post transaction
Note:
1. SAP has functionality for park and posting of the customer invoice. Separate
authorization can be given for parking (TCode: FV70) and posting of parked
document (TCode: FBV0)
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3.2 Customer Credit Memo
Purpose
Use this procedure to post customer credit memo.
Trigger
Perform this procedure when credit memo needs to be given to customer.
Prerequisites
None
Menu Path

Document Entry  Credit Memo
Transaction Code
FB75
Helpful Hints
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Procedure
1. You have started the transaction using the menu path or transaction code FB75

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Customer R Customer to which memo is to be posted
Invoice Date R Date of the original document.
Posting Date R Date on which entry needs to be posted
Reference R Internal document number
Document Type C Change document type if required
Business Place/ R Enter the business place and section code
Section Code details as applicable
Tax Code C In case tax has been applied on the

invoice, checkmark the checkbox and
assign appropriate tax code on the box
below the checkbox
G/L Account R The GL account to be posted against the
customer
Example: Other operating revenue
Profit Center C The profit center as applicable to the
customer
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Fill all require data
Enter GL Account &

Amount
Click on ‘Payment’ Tab
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Original Invoice Document
4. Click button to preview the entry being posted.
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5. Review the details as they appear and click on post to save transaction.
Entry for customer credit memo was posted successfully.
1. SAP has functionality for park and posting of the customer invoice.
Separate authorization can be given for parking (TCode: FV75) and posting
of parked document (TCode: FBV0).
4. Post Customer Down payment
Purpose
Use this procedure to post customer down payment (advance)
Trigger
Perform this procedure when a customer down payment is received
Prerequisites
None
Menu Path

Document Entry  Down Payment  Down Payment
Transaction Code
F-29
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Helpful Hints
Procedure
1. You have started the transaction using the menu path or transaction code F-29
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3. Enter the following fields and press enter.
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Posting Date R Date on which posting to books of accounts is
being made
Document date R Payment receipt date
Reference R Reference number for receiving payment
Customer R Enter customer number
Account
Special GL Ind R Enter Special GL indicator as per require
Amount R Amount of down payment received
Text O Free field of reference as may be required
Bank Account R Account number in which payment was received
Note: All incoming payments must be posted in
bank GL accounts ending with
“XXXXXXX1”
Value Date R On which date amount reflection in Bank
Profit Center R The profit center as applicable to the customer
Assignment C Receipt references (check)
Payment C Receipt references (UTR number)
reference
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Special GL for
Down payment
4. Enter amount in the amount filed and text or enter
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Press enter
5. Now click on Document and select Simulate from the drop down list.
6. Review the details as they appear and click to complete transaction. Following
message shall appear:
Result
Entry for customer down payment was posted successfully.
Note: In case payment is received from multiple customers, then in such bank will
be debited with single line item and multiple line items will be credited for same
agency and different client.
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5. Clear Customer ADV. into normal items
Purpose
Use this procedure to clear advance against invoices.
Trigger
Perform this procedure when advance need to be converted into normal items.
Prerequisites
None
Menu Path

Document Entry Incoming Payments
Transaction Code
F-39
Helpful Hints
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Procedure
1. You have started the transaction using the menu path or transaction code F-
39
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3. Enter the following fields to proceed:

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Document Date R Enter the date of the document. Example: 01.08.2019

Type R Automatically Pick DA document type
Company Code R Company code in which posting needs to be made
Posting date R Date on which payment was posted
Example: 29.08.2019
Reference R Free fields for entering payment document references
Customer R Party making payment
Account
Relevant Inv. R Against which open amount need to clear
Text O Text as per user
Fill Ref. number
Fill all information
4. Click on to proceed.
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Select and simulate the entry
5. Now select the line item which needs to be clear against which clearing is done,
simulate the entry
Document Posted.
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6. Incoming Payments
Purpose
Use this procedure to post incoming payments against invoices.
Trigger
Perform this procedure when any incoming payments are received against invoices.
Prerequisites
None
Menu Path

Document Entry Incoming Payments
Transaction Code
F-28
Helpful Hints
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Procedure
1- You have started the transaction using the menu path or transaction code F-
28
2- Start the transaction using the menu path or transaction code.
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3- Enter the following fields to proceed:
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Document R Enter the date of the document Example:

Date 28.09.2021
Type R Type of document being used
Always DZ – Customer Payments
Company Code R Company code in which posting needs to be
made
Posting date R Date on which payment was posted
Example: 28.09.2021
Reference R Free fields for entering payment references
Bank Account R Bank account for receiving payment
Example: 213041
Note: All incoming payments must be posted in
bank GL accounts ending with “XXXXXXX1”
Amount R Amount of Payment received
Example: INR 10500
Text R Free field for narration
Assignment C Receipt reference (check number), if any
Value Date R Date of check / Online Transfer on which
payment was received.
Payment C Receipt reference (UTR Number), if any
Reference
Customer R Party making payment i.e. 100006
Account
Special GL O Special GL if required
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4- Click on to proceed.
5- Now double click on the line item against which payment was received. Please
ensure that Amount not Assigned, as indicated in the screen above remains
same zero.
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6- Click on overview and double click on the bank line item
and then click on and enter payment reference (only for UTR
number).
Then click on simulate
7- Click on to save the document , the following message shall appear:
Result
Customer incoming payments were successfully posted.
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7. Clear customer invoice against receipts
Purpose
Use this procedure to Clear customer invoice against receipts
Trigger
Perform this procedure when open advances needs to be adjusted with open invoices, credit
notes and debit notes
Prerequisites
In the same customer accounts open line item should exist
Menu Path
Select: SAP Menu  Accounting  Financial Accounting Accounts Receivable 

Account  Clear
Transaction Code
F-32
Helpful Hints
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of messages and responses are shown below.
Procedure
1. You have started the transaction using the menu path or transaction code F-32
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Account R Enter the customer account to be cleared

Clearing Date R Posting date
Company Code R Company code for customer being cleared
Special G/L Indicator O Select appropriate special G/L indicator
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Enter Customer Number
Select to see all open items
4. Click “Process open items” to proceed to next screen

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5. Select all line items and deactivate them

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Select all line item Deactivate line
6. Adjust Customer Payments, Credit notes and advances against customer invoices.
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Double click on
respective item
Not assigned amount
should be Zero
7. Click on Simulate view document overview.
8. If the entry is correct, save the entry by clicking on post icon. Following
message shall appear:
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Result
Selected entries were successfully cleared in the customer account.
8. List of Standard Reports
Transaction Codes Description

FBL5N Customer line item report
FBL5H Customer line item report
S_ALR_87012178 Customer – ageing analysis report
S_ALR_87012199 List Of open advances

FD10N Customer balances
S_AC0_52000887 Profit Center -wise customer line
item report
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SAP User Manual

SAP USER MANUAL

Created by: Mawai Infotech ltd. Page 1 of 44

SAP Training & End User Manual

About this Manual:

How to read this manual:

Sl No. Content Page

Accounts receivable module handles processing of sales invoices and credit

2. General Overview of Accounts Receivable (AR)

2.2. About Customer Masters

► Every individual customer that is created is represented by a customer master

► A customer master record contains details like customer's name, address,

Transaction Screen Shots:

 Select Organization/ person

Click to create new Customer

Select BP Role and

 Fill the address tab:

 Select payment tab, add the bank information of Customer

Country IFSC Code Bank Account number

 Select customer: Ctry-spec Enh:

Enter PAN Number

 Select company code from menu

 Fill company code information

Enter Recon Account

 Customer payment transactions:

Click on save (Standard Toolbar) to create Bisiness Partner.

3.1 Customer Invoice

Use this procedure to enter customer invoice.

Perform this procedure when customer invoice needs to be entered.

Use the following menu path to begin this transaction:

Select: SAP Menu  Accounting  Financial Accounting Accounts Receivable 

3. Enter the following fields:

Field Name R/O/C Description

Invoice Date R Date of the original document

Fill all require information

Go to payment tab and check the mandatory fields

4 Click to post transaction

3.2 Customer Credit Memo

Use this procedure to post customer credit memo.

Perform this procedure when credit memo needs to be given to customer.

Use the following menu path to begin this transaction:

Select: SAP Menu  Accounting  Financial Accounting Accounts Receivable 

2. Start the transaction using the menu path or transaction code.

3. Enter the following fields:

Field Name R/O/C Description

Tax Code C In case tax has been applied on the

Fill all require data

Enter GL Account &

Click on ‘Payment’ Tab

Original Invoice Document

4. Click button to preview the entry being posted.

Entry for customer credit memo was posted successfully.

4. Post Customer Down payment

Use this procedure to post customer down payment (advance)

Perform this procedure when a customer down payment is received

Use the following menu path to begin this transaction:

Select: SAP Menu  Accounting  Financial Accounting Accounts Receivable 

2. Start the transaction using the menu path or transaction code.

3. Enter the following fields and press enter.

Field Name R/O/C Description

Fill all require data

4. Enter amount in the amount filed and text or enter

Entry for customer down payment was posted successfully.