INCOMING RECEIPTS

CHAPTER 9

Overview
Trigger:
Customer makes a Payment.
Business Process Description Overview
The system offers a number of options for applying customer and vendor payments including:

Incoming payment
Outgoing payment
Credit memo or debit memo
Transfer postings

To post incoming payments and clear open items.

Enter a clearing document header (including bank and customer information)

Select a clearing transaction
Enter a line item (optional)
Choose the open items which you want to clear
Process the open items selected
Post the clearing document

Input - Required Fields

Document Date

Document date of the entry.

Document Type

Defaults to DZ

Company Code

2008

Currency

USD

Account (Bank data)

GL Bank account to debit.

Amount (Check received)

Key in amount

Account (Open Item Selection)

Customer account

Output - Results
Post incoming payments and clear customer
invoices.

Field Value / Comments

Comments

Tips and Tricks

For todays date, use the keystrokes F4 followed by F2 instead of using the drop-down calendar
feature.
You can set all open items to be initially inactive by clicking on the Editing Options button while in
the Process Open Items screen and checking Selected items initially inactive. HOWEVER, this
change will not take effect until the next time you enter the transaction. While in the Process
Open Items screen, you can also change all of the open items to inactive by using the
pushbuttons. Click on the
Select All icon and then click on the
Deactivate
Items icon. The amounts listed in the THB Gross Amount column will turn from blue to black.
This option can also be set from the main menu path Accounting Financial Accounting
Accounts Receivable Environment User Parameters Editing Options

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Procedural Steps
1.1.

Access Posting an Incoming Payment by:

Via Menus
Via Transaction Code

1.2

Accounting Financial accounting Customers Document Entry F-28Incoming payment

F-28

On the screen Post Incoming Payments: Header Data, enter in the information as
specified in the tables below:

Field Name
Document Date
Document type

Description
Date of the document to be applied.
Shows the name of the document type

R/O/C
R
R

Company code

Four-character identifier of the

company code.

User Action and Values

Enter the date of the posting.
Defaults in as DZ Customer
payment.
2008

Period

Current period within the fiscal year.

Defaults in based on the posting date.

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Comments

INCOMING RECEIPTS
CHAPTER 9

Currency/Rate
Document
number
Translation Date

Document currency
The system uses this number to
access the document.
Translation date for determining the
exchange rate which is to be used for
translation. The exchange rates are
stored in the system.

R
O

Reference
Cross-CC No.
Doc Header Text

Trading Part. BA
Clearing Text

In cross-company code document

entry, several documents are created
in different company codes.
The document header text contains
explanations or notes which apply to
the document as a whole, that is, not
only for certain line items.
This field contains the business area
of the trading partner.

USD ( Defaulted)
The system will generate this number
when the document is saved.

NA

Do not enter a
document number
Blank

Leave Blank

NA

Not used in retail

Description

NA

Leave Blank

Leave Blank

This text is copied into all clearing

entries which are created within the
current processing.

(Note: On Above table in column R/O/C, R = Required, O = Optional, C = Conditional)

1.3.

Under the BANK DATA area:

Field Name
Bank account

Description
The account number entered here
identifies the G/L bank.

Amount

The check/payment amount.

Business area

Used for segment reporting.

Amt in Loc Cur.

R/O/C
R

Charges amount which was deducted

in the clearing

LC Bank
Charges

Charges amount which was deducted

in local currency.

Value date

The date on which the bank cleared

the payment.

Contains an explanatory text on the line

item.

Assignment

1.4.

The assignment number is an

additional information reference field in
the line item

Comments

Enter transaction amount in the document

currency.
Not used for 2008
Leave blank

Line item amount in the local currency

of the company code.

Bank Charges

Text

User Action and Values

Enter the G/L bank account number
113100

In this field you enter the charges amount

if the bank charges were deducted in the
currency of clearing
In this field you enter the charges amount
if clearing is not carried out in local
currency, but the bank charges are
deducted in local currency
Defaults in todays date.
For Treasury
Planning

Under the OPEN ITEM SELECTION area:

Field Name
Account

Description
Account to which to apply the payment

R/O/C
R

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User Action and Values

Enter Customer Account Number to
which the payment applies.

Comments

INCOMING RECEIPTS
CHAPTER 9

for the open item(s).

Account type

Account type. Options include Vendor,

Customer, Material, etc.

Default is D indicating Customers.

Other accounts

Enables other accounts to be taken

into consideration when clearing open
items.

Special G/L Ind

List of special G/L indicators which

are to be included in the clearing
procedure.

NA

Other accounts represent other customer accounts

that the payment relates to.
A branch account with Head office
Account is not considered other accounts
As they are linked.
Special GL Ind is only used for customer
downpayments.

Standard OIs

Check if only standard open items are

to be cleared.

This flag is set defaults with a check

(OI = open items)

Pmnt advice no

Key of a payment advice for which the

accompanying open items are to be
processed.

Enter the number of the payment advice for which

you want to select the open items. Other selection
specifications are ignored when you enter a
payment advice number

Distribute by age

Indicator that the selection of items to

be cleared is to be carried out
automatically. This way, items are
taken into consideration according to
their number of days in arrears.

NA

Automatic
search

Indicator that the system should try to

find the open items to be cleared given
the clearing amount.

NA

1.5.

Under the ADDITIONAL SELECTIONS area:

Field Name
Radio Buttons

Description
A series of other document selection
criteria.

R/O/C
O

User Action and Values

The default selection is None.
Click on any single selection option.

Comments

(Note: On Above table in column R/O/C, R = Required, O = Optional, C = Conditional)

1.6.

Press the

icon to continue.

1.7.

On the screen Post Incoming Payments: Process open items:

Select Open Items by double clicking on the line item in the amount field ) being paid and
continue selecting the invoices until the difference (Not Assigned Amount) is zero.

Follow the Document Simulate to review the posting prior to saving.

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Click on
( Select all) and followed by
items turn from Blue color to Black.

( Deactivate selection). The Open

Now select the appropriate invoices for clearing.

The Not assigned amount has to be 0 before the document can be posted.

Click on Document >Simulate to see the accounting document being generated.

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Click on

to post the document

Document 11xxxxxx was posted in company code xxxx

1.8.

If you are posting a partial payment, click on the Partial Pmt. Tab. Find the appropriate
invoice and double click on the line item in the Net Amount field. The payment amount
column will show the total of the invoice selected. Key over the total amount with the actual
amount paid.

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You should also use this Partial Pmt. tab when posting a payment on an invoice where the customer
took a discount AFTER the allowable discount period and you want to leave the discount amount open
against the invoice.
Follow the Document Simulate to review the posting prior to saving.
Post or Ctrl+S

1.9.

This is how the Customer line items report looks after doing these transactions

2.

Types of clearing

Standard Clearing: We resort to this clearing if invoice is fully received.

Partial clearing: If for an invoice part amount is received, we can do a partial clearing. This creates 2
open items.
Residual clearing: If for an invoice part amount is received, we can do a residual clearing. This
creates 2 cleared items.

PARTIAL CLEARING
1. Two open items are
created.
Original inv amt and
received amt
2. There are no cleared
items

RESIDUAL CLEARING
1. One open item is created.
only balance remains open
2. Two cleared items are
generated

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