FBE1

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BUSINESS PROCESS PROCEDURE

Title: Create Payment AdviceProcess: Accounts ReceivableT-Code: FBE1

File Name: FBE1.doc Release: R/3 4.6CBPP Control Number: BF0153 Responsibility: -----

External References

Links to External DocumentsExternal Reference LinksProcess DiagramStandard Operating ProceduresJob AidsReference Materials

Version Number Change Description 1.0 Original document

Overview

Trigger:

Whether the payment advice is created automatically (via the lockbox program) or manually via transaction FBE1, a payment advice is used to clear a customer ‘s account.

Business Process Description Overview

A payment advice note contains the incoming payment details required for allocating and clearing the relevant open item. Payment advice note headers contain the payment amount, payment date and other information about the payment. The advice items contain information on the paid items: the amount and any associated difference reason codes. They also contain information used for identification purposes such as document number, reference number, billing document number, customer reference number and so on.

Payment advice notes are used during payment clearing to search for and allocate open items automatically. Instead of having to enter selection criteria and then process the open items, all you have to do is specify the payment advice note number. The system uses the payment advice note to propose items for clearing, including any necessary difference postings and payments on account.

Input CommentsOpen invoices and creditsPayment data such as customer account number, invoice number, payment amount, etc. Data maybe entered automatically via a program or manually.Steps Details1. Enter payment advice data 2. Save payment advice document3. Reference payment advice document in payment

Last changed on: Last changed by: Version: 1.0 Page:4/8/2023 ----- 1 of 13

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transactions: F-26 (Incoming Payments: Fast Entry), F-28 (Incoming Payments) or FLBP (Post lockbox data).

Output CommentsCreation of a customer payment advice note.

Steps Details1. Payment advice data assigned document number2.

Tips and Tricks

When saving a document if a yellow warning is displayed you can press the green check mark and proceed with your transaction.

For today’s date, use the keystrokes F4 (brings up calendar) followed by F2 (defaults to today’s date) instead of using the drop-down calendar feature.

On the fast entry screen, click on the screen template button and select the AR01 variant.

Procedural Steps

1.1. Access transaction by:Via Menus Accounting Financial Accounting Accounts Receivable Document entry

Payment advice Create


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Via Transaction Code FBE1

1.2. On screen “Create Payment Advice: Initial Screen”, enter the following information. Click

on the Enter button to continue:

Field Name Description R/O/D/N User Action and Values CommentsCompany code Four-character identifier of the

company code.R Enter in the company code

“COPA” will always be the default.You must pick the company code in which the customer account to receive the payment advice exists.

Account type Shows the name of the account type R Enter in ‘D’ for customer, K for vendor and S for General Ledger.

Account The account number identifies the account to which the payment advice will be associated.

R Enter the customer number of the customer who has sent in the payment.

Use the drop down menu to view all customers

Payment advice number

The number assigned to the payment advice, either internally or externally.

O You may enter in your own user-defined payment advice number, or leave it blank for the system to assign a number.

The system will assign the number ‘04’ automatically to identify the payment advice as having been created manually (as opposed to being created through lockbox processing)

R = Required, O = Optional, D = Display, N = Not Required


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1.3. On screen “Create Payment Advice: Header Data”, enter the information as specified below:

Field Name Description R/O/D/N

User Action and Values Comments

Payment amount

Amount of the posting. R Enter amount of the check. The currency will default from the User Editing Options.

Cash discount Total of cash discounts settled with payment.

O Enter the total amount of cash discount known.

Payment doc. no.

Document number of the payment O Enter the customer’s check number or transfer (EFT) number.

This is a valuable field for creating identifiable payment advice document #’s.


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Field Name Description R/O/D/N

User Action and Values Comments

Payment date Date payment received R Enter deposit date or credit advice date. If you don’t enter in a date in this field, it will default in today’s date.

Adv. Head. Text

Payment advice header text. O Enter an explanation or note that applies to the payment as a whole.

Rsn code conv.

Reason code conversion used to convert an external, customer defined reason code regarding individual payment advice, to an internal R/3 reason code in the master records.

N We are not using reason code conversions here at the Commonwealth because we don’t send variance payment reason codes on the remittance documents.

Hold pmnt adv. Indicator that the payment advice is not to be deleted during payment Advice reorganization, even if the Minimum retention period of a Payment advice specified according to The payment advice type has already Been reached in the system.

O Check if applicable.

Selection rule Selection rules govern how the payment processing transaction will search for open items (what field is used as a reference). Selection rules usually list several possible fields to search with a ranking or priority as to which field is searched first. For example, a customer may reference document number ‘1800000091’ on the check. The selection rule will take the referenced document number and search the fields in the rule (in the priority order) to find the open item supporting the check. If no selection rule is entered, the system will also use the SAP document number and no other checks.

O Enter the selection rule.

Selection rule 1:1. Reference field2. Assignment field3. Document number field

Selection rule 2:1. Reference field2. Document number field

We will use rule 2.

Bank number Bank number of the payee’s bank. O Enter the bank number.Payee acct no. Bank account number at the payee’s bank. O Enter the payee account number.Acct at cust. This field contains our account number listed

under at the customer or vendor.N This data is not stored nor it is needed.

Adv. Head. Text

Payment advice header text that contains explanations or notes that apply to the payment advice as a whole and not to the particular payment advice items.

O Enter the text. When the lockbox program runs, there will be hard coded information based on the receiving agency.



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1.4. Select either the ‘New Item’ button or the ‘Fast Entry’ button

:

1.4.1 If you selected the ‘New item’ button, you will arrive at the “Create Payment Advice: Line Item Data” screen. Enter the information as indicated below:


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Field Name Description R/O/D/N User Action and Values CommentsPayment Amount

Payment amount that was paid for this item in document currency.

R Enter the amount the customer is paying for the item.

Gross amount Gross amount of the item. O Enter the amount paid for the document, including discount amount.

Discount amount

Cash discount amount in document currency.

O Only enter discount amount if it is a fixed discount amount rather than a cash discount percentage rate.

Deduction amount

Payment difference between the document and the payment, which is not attributable to discount.

O Enter the amount of the discount.

Reason code Key that represents a reason for payment difference.

O Enter in a reason code manually, or select one from the drop-down menu.

Ext. rs. Cde External reason code given by the business partner. This will be converted to an internal reason code according to the conversion of payment reason codes defined in the partner’s master record.

N We are not using external reason code here at the Commonwealth because we don’t send variance payment reason codes on the remittance documents.

Document number

SAP’s document number. O Enter SAP’s document number, if known.

Alternate account

Customer account number assigned to document, if different than account number assigned to payment advice.

O Enter customer number, if different. If no entry, will default to payment advice customer #

Alt. co. code Company code assigned to line item, if different from company code assigned to payment advice.

N Will not be changed, company code is always COPA

.

Alt. Account Type

Account type assigned to document, if different than account type assigned to payment advice.

O Enter type, if different:D – CustomerK – VendorS – G/L account

If no entry, will default to payment account type

Reference Legacy system document number O Enter the legacy document number.Invoice date Invoice date in the advice item O Enter document/reference date.Reference key 1 & 2

Can contain additional reference numbers O Can populate these fields with Ship-to account numbers or return authorization numbers.

Business area Key to uniquely identify the business area. O Select the drop down arrow to see a list of available choices.

Delivery Key to uniquely identify the delivery. O Enter the delivery number.Purch.order no.

Key to uniquely identify the purchase order number.

O Enter the purchase order number.

Allocation Can contain additional reference numbers O Can populate this field with customer’s purchase order number.

Text Explanatory text for the line item. O Select the drop down arrow to see a list of available choices.

Payment reference

Can contain additional reference numbers O Can populate this field with customer’s debit memo number.


1.4.1a If more line items are needed in this payment advice, select the ‘New item’

button and proceed again as above.

1.4.2 If you selected ‘Fast Entry’, you will arrive at the screen “Create Payment Advice: Fast Entry”. Enter information as indicated below:


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Field Name Description R/O/D/N User Action and Values CommentsDocument number

SAP’s assigned document number R* * You may utilize the SAP number as the identification of the open item for payment, or utilize other selection options such as Ref. Key 1 or 2, Allocation, SD document, etc.

You reach these other option fields by clicking the Other selection button.

Payment amount

Payment amount of the item. R Enter the amount paid for the document.

The system will not allow you to create a payment advice without a payment amount.

Discount amount

Discount amount in document currency, if applicable.



1.4.2a To enter the more detailed line item information, double-click on the item. This brings you into the detailed information entry screen for the line item called


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“Create Payment Advice: Line Item Data”. In this screen, enter in the following information for each entry:

Field Name Description R/O/D/N User Action and Values CommentsPayment Amount

Payment amount that was paid for this item in document currency.

R Enter the amount the customer is paying for the item.


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Field Name Description R/O/D/N User Action and Values CommentsGross amount Gross amount of the item. O Enter the amount paid for the

document, including discount amount.

Discount amount

Cash discount amount in document currency.


Deduction amount

Payment difference between the document and the payment, which is not attributable to discount.

O Enter the amount of the discount.

Reason code Key that represents a reason for payment difference.

O Enter in a reason code manually, or select one from the drop-down menu.

Ext. rs. Cde External reason code given by the business partner. This will be converted to an internal reason code according to the conversion of payment reason codes defined in the partner’s master record.

N We are not using external reason code here at the Commonwealth because we don’t send variance payment reason codes on the remittance documents.

Document number

SAP’s document number. O Enter SAP’s document number, if known.

Alternate account

Customer account number assigned to document, if different than account number assigned to payment advice.

O Enter customer number, if different. If no entry, will default to payment advice customer #

Alt. co. code Company code assigned to line item, if different from company code assigned to payment advice.

N Will not be changed, company code is always COPA

.

Alt. Account Type

Account type assigned to document, if different than account type assigned to payment advice.

O Enter type, if different:D – CustomerK – VendorS – G/L account

If no entry, will default to payment account type

Reference Legacy system document number O Enter the legacy document number.Invoice date Invoice date in the advice item O Enter document/reference date.Reference key 1 & 2

Can contain additional reference numbers O Can populate these fields with Ship-to account numbers or return authorization numbers.

Business area Key to uniquely identify the business area. O Select the drop down arrow to see a list of available choices.

Delivery Key to uniquely identify the delivery. O Enter the delivery number.Purch.order no.

Key to uniquely identify the purchase order number.

O Enter the purchase order number.

Allocation Can contain additional reference numbers O Can populate this field with customer’s purchase order number.

Text Explanatory text for the line item. O Select the drop down arrow to see a list of available choices.

Payment reference

Can contain additional reference numbers O Can populate this field with customer’s debit memo number.



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1.5. To review the payment advice prior to saving, click the ‘Document Overview’’ icon, or use the menu path ‘Goto’ ‘Pmnt advice overview‘ to go to the “Create Payment Advice: Overview” screen. Double-clicking on a payment item line allows you to view the detailed information screen for that line item. Once the payment advice is reviewed, it may be

posted by clicking on the ‘Save’ icon or using the menu path ‘Payment Advice’ ‘Save’. The system will return a message at the bottom of the screen indicating that ‘Payment advice XX XXXXXX was created”.


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Cross Functional Dependencies:

Team Dependent tasks

Workflow Requirements:

Trigger Approval Response


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Unit Testing Conditions and Variations:

Test Case

Test Case Description: A check is received from an external customer to pay for two invoices.

Setup Data: Object Value/Code Description/Comments/Notes

1 Customer acct. number 10000422 Invoice number & amt. 1800000852, 25.00 3 Invoice number & amt. 1800000853, 50.004 Check Number 1234565 Check Amount 75.006 Bank Number 34567890127 Payee Acct. Number 987654

Expected Results: 1 Payment advice for 75.00 will be created2 Payment advice will reference 2 invoices3 Customer check number, bank acct. number and bank number will be in the payment advice.4

Actual Results:1 Payment advice # 04020125075222BG for 75.00 was created.2 Payment advice references invoices 1800000852 and 1800000853.3 Customer check number, acct. number and bank number are referenced in the payment advice.4

Confirmation Test Plan:1234

Test Case Created by : ----- Date: 1/25/2002Test Completed by : ----- Date: 1/25/2002


FBE1

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