Unit 5: Periodic Processing The Period processing unit explains which tasks an employee normally carries out at the

end of a posting period, and how to perform these tasks using the R/3 Sy stem. In Initialising Periodic Processing, you ll learn what the term Periodic processing means. Additionally, this lesson will acquaint you with the menu structure so th at you can call up any reports you need. Open Items List explains how you can create an Open items. In Balance in Local Currency List, you ll learn how to create the Balance in local currency list. Due Date Forecast describes how to create a list that displays the due dates for all invoices still to be paid. Finally, Payment History explains how you can gather information from the System about the vendor s commodity sales during any given period. Initialising Periodic Processing An employee needs to carry out periodic processing at certain intervals, often a t the end of a posting period. The creation of evaluations, also called reports, is an essential component of p eriodic processing. These evaluations include, for example, the Open items list, the Balance in loca l currency list, the Due date forecast and the Payment history. These special evaluations are listed in the Report selection function. In the fo llowing example we ll show you how to access the Report selection function in the R/3 System. You reach the Report selection function by using this menu path: Periodic proces sing Info system Report selection. Now open the Periodic processing menu in the initial Accounts Payable screen. The Periodic processing menu offers a number of functions for further processing . For example, here you find the Automatic clearing and Dunning functions. These topics will be covered later in their respective courses. You learned about the Automatic clearing function in Unit 4, along with special functions like Interest calculation, Print correspondence, and Recurring entries . You also find these functions here. Now open the Info System submenu in the Periodic processing menu. Now click on the Report selection submenu. You re now in the Report selection Vendors screen. The report selection displayed here is the default listing provided by SAP. You also have the option of creatin g user specific report structures and storing them in the System. Sub-trees of the Report tree can be opened or closed by using the Edit menu.

The function available to you for this are called Expand sub-tree and Collapse s ub-tree. In the Report selection screen, we ve already opened the sub-trees to a point that you can call up the Balances in local currency list, the Open items list, the D ue date forecast, and the Payment history. We ll introduce you to these 4 reports in the following lessons. In the next lesson you ll learn how to create an Open items list. Open Items List Among other things, the Open items list displays the number of open items for ea ch account managed by the System. Furthermore, this report gives you detailed information about the total sum of l iabilities and how this total is reached. You use the Open items list to reconcile the Open item area, which is a sub-ledg er area, with Payables accounts in the General ledger. Now call up the Open items list in the Report selection screen. In the initial screen, you can use the Vendor account fields to limit the Open i tems list to just one account or to a number of accounts. Here, we limit the list to the company account Maxwell, Inc. Click on the Dynamic selections button to select the entries about the posting d ate and the document type. You re now in the Dynamic selections area. You can set the Posting date fields her e to display only those open items that were posted during the time period you i ndicate. Now the posting date is set from June 1, 1996 to August 23, 1996. You also need to display the open items for the vendor invoice document type. Th erefore the Document type field contains the entry kr . By pressing the Save button you move back to the initial screen, and here you se e that the Dynamic selections button has been replaced by the 2 dyn. sels active button (2 dynamic selection active). You also enter the company code in this initial screen. You need to limit the Op en items list to company code US01. The entry in the Open items at key date field tells the System to display only t hose items that were entered up to the date shown here, regardless of whether th e items have already been reconciled by the current date. In the Output control area you determine the selection criteria for displaying t he Open items list. The S-Sort indicator determines how the master records are sorted in the list. The P-Sort indicator tells you how the open items within the individual master r ecords are sorted.

Now please open the Help screen to learn what the entry S-Sort indicator 1 stand s for. Here you can see the individual sort indicators that have been stored in the Sys tem to sort master records, along with the meaning of each sort indicator. Sort code 1 stands for sorting by reconciliation account. Here, the reconciliati on account refers to the Payables account. After closing the dialog box, you check the additional selection criteria in the lower part of the screen. Preset criteria are automatically transferred here an d no further criteria are necessary. You have checked all the entries and you now need the System to create the Open items list. Click on the Execute button now, to do this. The System displays the open items for the vendor, Maxwell, Inc. The Master reco rds have been sorted here according to the indicator, and by reconciliation acco unt. Using the scroll bar, you can look at the other information contained in this re port. By moving the list to the right, you can read information such as the terms of p ayment. After you ve evaluated the information contained in this report, you use the Previ ous screen button to return step-by-step to the Report selection screen. In the next lesson you ll learn how to create the Balance in local currency list.