SAP_S4HANA_FI_09 July

SAP S4HANA FINANCIAL DOCUMENT CLEARING

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Version 1.0

Effective date 05.07.2021

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SAP S4HANA FI
FINANCIAL DOCUMENT CLEARING
 Agenda

Performing Open Item Clearing 01

02 Managing Payment Differences

Managing Exchange Rate Differences 03

#1 Performing Open Item Clearing

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Open items and Clearing options
Open items, such as invoices that have not
been paid, are incomplete transactions.

To complete a transaction, you must clear it.

“clear” means: “ bù trừ công nợ” theo thuật

ngữ kế toán, có thể hiểu đơn giản là ghép
các khoản phải nợ/ phải trả với các khoản
thanh toán tương ứng.
Nếu các chứng từ còn ở trạng thái “open”
nghĩa là chưa được thanh toán, cần tiếp tục
theo dõi.
Ngược lại, các chứng từ ở trạng thái “ clear”
nghĩa là đã được trả xong).

There are 2 ways to clearing:

- Clearing an account
- Post with clearing
Clearing Options

1 -Post with clearing

2 -Clearing an account

3 Reset clearing
Post with clearing
An example of posting with clearing is as follows:
1. An invoice is posted to a customer account. This invoice
is regarded as an open item because at this point it is
unpaid.
2. The customer pays the invoice and the payment is
assigned to the open item.
3. The invoice is cleared with the payment and the
resulting balance is zero.

The following options are available for clearing

open items:
● Clear several accounts and account types.
● Clear items in a particular currency.
● Post differences that result from assigning items
to each other.
● Enter any number of additional line items (for
example, bank charges)

Perform: Manually or Automatic via Automatic

Payment program/ Automatic Clearing program
Post with clearing
Manual Payment Process
To Process a Manual Payment

1. Enter data in the document header.

2. Select the open items to be cleared.
3. Save the transaction.
Automatic clearing program
The automatic clearing program groups items
within an account that have the same entries in
the following fields:
● Company code
● Account type
● Account number
● Reconciliation account number
● Currency
● Special general ledger indicator

The report also uses a maximum of five additional user

criteria from the document header or line items to create the
groups.
Clearing Options

1 -Post with clearing

2 -Clearing an account

3 Reset clearing
Account clearing
Using the clear account function, the system closes
the open items that have zero balance between them
within an account. SAP S/4HANA automatically
marks these open items as cleared and creates a
clearing document. Each cleared item contains the
following information:
● Clearing document number
● Clearing date The clearing date can be either the
current date or a date defined by the user. The clear
account function can be used on any account
managed on an open item basis in the general
ledger and the subledgers.
Clearing Options

1 -Post with clearing

2 -Clearing an account

3 Reset clearing
Reset clearing

You can reset clearing for individual

documents. When you reset clearing, SAP
S/4HANA removes the clearing data from the
line items.

SAP S/4HANA logs the changes and displays

them in the change documents. In accounts
receivable, the application corrects the
payment history and the credit limit, if
applicable.
#2 Managing Payment Differences

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Tolerance Group
Permitted Payment Difference
Consider the following example of the treatment of
payment differences:

● A payment difference must be lower than 3.00 and

2.00 currency units to be written off automatically as a
cash discount adjustment.
● A payment difference must be lower than 200.00
and 100.00 currency units. It must also be lower than
2.5% and 2.0% of the open amount. When both the
conditions are true, then the payment difference can
be written off automatically as an unauthorized
deduction. The lower of the two tolerances always
applies.

The entries in the tolerance groups are always in

the local currency.
Payment difference example

Can you explain the situation of 1st case, 2 nd case and 3 rd case in the right hand? In 3rd case what will
we do?
Processing payment differences
If the payment difference is within tolerances, the
difference is automatically posted as either cash discount
adjustment or unauthorized deduction.

Otherwise, the difference is processed manually by Partial

payment order Residual items
Partial payment VS Residual items
Partial payment Residual items
All the documents Only the residual item
remain in the account as remains in the account.
open items. The original document
and the payment are
cleared.
No new document is SAP S/4HANA creates a
created for different new document number
amount with reference to the
original documents.
Reason code
Functions of Reason code:
• Describe the reason for the payment difference
• Control of the type of payment notice sent to a
customer
• Control of the account where a residual item is
posted
• Automatic posting of a residual item to a
specified G/L account
• Exclusion of disputed residual items from credit
limit checks

Reason codes can be assigned to the

following items:
● Difference postings
● Partial payments
● Residual items
#3 Managing Exchange Rate

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 When Exchange rate difference occur?
1. When invoice and payment are
recorded in foreign currency at different
time, and it is effected by exchange
rate’s fluctuation.
SAP S/4HANA (FI) automatically posts
these exchange rate differences to the
revenue or expense account as realized
gains or losses.
2. When open item in foreign currency is valuated at the
end of month/ year for financial statement due to Locals
Legal
The exchange rate profit or loss is posted to a separate
expense or revenue account for exchange rate differences
as an offsetting posting.
Account setting for posting exchange rate
difference
You must assign a revenue or expense
account to all reconciliation accounts and
all G/L accounts with open item
transactions in any foreign currency.

You must assign these accounts for

realized losses and gains.

In configuration screen, you will see

different places to setup various exchange
rate difference transactions
 Exercise
1. Find out where can we configuration Tolerance payment different.
2. Post different payment with Tolerance/ out of Tolerance with Partial and Residual
3. Find out where we can configuration account determination for exchange rate different
4. Post one vendor/ customer invoice with foreign currency
5. Post with clearing a payment for that invoice, the exchange rate is different from
Invoice. What is expected result? Then compare with the actual result after clearing in
system
Thank You !

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