RWD Info Pak Template - University of...

Title: Processing Incoming Payments for Accounts Receivable

Category 1 : Financial AccountingCategory 2 : Accounts Payable

Work Instruction

Processing Incoming Payments for Accounts Receivable F110

PurposeUse this procedure to process automatic incoming payments in customer accounts.

TriggerPerform this procedure when the collection run is due.

Prerequisites

Open instalment items exist for customers with payment method of D (direct debit).

Menu PathUse the following menu path to begin this transaction:

Select Accounting Financial Accounting Accounts Receivable Periodic processing Payments to go to the Automatic Payments Transactions: Status screen.

Transaction CodeF110

Additional InformationAn ‘Instalment Due’ list can be run for validation purposes before running the payment process. This is run transaction code SQ01 - SAP Query. The report is called BRANCHINSTLMNT – ‘Student Branch Instalment Data’ and is in user group Z1 - Departmental FI User Group.

The payment program processes the open items in three steps:

1. Maintain parameters and schedule proposal:This determines the open item to be collected and creates a proposal list. You can process the proposal list on-line; for example, you can change banks, block items or cancel blocks. The proposal can be run, deleted and re-run as many times as required.

2. Schedule Payments:

The payment program carries out collections on the basis of the proposal list. Only items contained in the proposal list are included in the payment run. The payment program posts the payment documents and clears the instalment open items against customer accounts.3. Schedule print:Uses the print program to create the BACS file.

Filename: document.docReference:

Version: Not StartedLast Modified: 11/8/2002 5:35 PM

Work Instruction / 18



Procedure

1. Start the transaction using the menu path or transaction code F110.

Automatic Payment Transactions: Status

2. As required, complete/review the following fields:

Field Name R/O/C Description

Run date R Enter a date for the payment run.

Example: 01.10.2001

Identification R Enter an identification for the payment run.

Example: SMB01

3. Click on to display the Parameter tab window.



Work InstructionPage 1 / 18



Automatic Payment Transactions: Parameters

4. As required, complete the following fields:


Posting date R Enter the date of the posting.

Example: 01.10.2001

Docs entered up to R Enter the latest document entry date to be selected for payment.

For a Direct debit run enter the previous day to meet the AUDDIS notice requirements.

Example: 30.09.2001

Customer items due by

R Enter the due date for the automatic payment items.

Example: 01.10.2001

Company codes R Enter the company code.

Example: UNIV







Pmnt meths R Enter the appropriate payment methods for the payments run.

D = Direct debit incoming payments

R = Direct debit resubmissions

P = Credit card incoming payments

Enter ‘DR’ to collect both normal direct debits and resubmissions.

Next p/date R Enter the posting date of the next payment run.

Example: 02.10.2001

Enter the day following the ‘customer items due by’ date.

Customer R Enter range of customer accounts to be included.

Example: From S000000000 - To SZZZZZZZZZ

You must enter the head office account numbers (i.e. those prefixed ‘S’) and not the branch account numbers.

5. Click on .

The system displays the message ‘Details have been saved for the run on xx.xx.xx xxxxx’.

6. Click on .






Automatic Payment Transactions: Free Selection

7. Click on .






Field name (1) x Entries found

8. Select Pmnt method (BSEG-ZLSCH) from the resulting list.






Automatic Payment Transactions: Free Selection

9. As required, complete/review the following fields:

Field Name R/O/C DescriptionValues R Enter a description of the Pmnt method.

For a direct debit run enter D,R. For a credit card run enter P.

Example: D,R

10. Click on .

11. Click on .






12. Click on . A Schedule Proposal dialog box displays.

Schedule Proposal

13. Click on ‘Start immediately’ or enter the scheduled start date and time.

For direct debit collections this should be scheduled to run in the morning (8am) after the direct debit overnight batch job has finished.

14. Click on . Click on until Status changes to ‘Payment proposal has been created’.







15. Any errors which exist in the proposal need to be reviewed and where possible resolved. The errors are likely to exist where an instalment is due by direct debit but no bank details are recorded on the customer master record. Select Edit Proposal Exception List to generate the exception list.

List Variant

16. Acknowledge the displayed dialog box by clicking on .






Payment List (Exceptions)

The error number is displayed in the far right column. The most common error will be 006 – No valid payment method found. A ‘legend’ to all errors encountered in the payment proposal is included near the bottom of the report. This error occurs when the payment method on the document line item cannot be processed due to missing master data (e.g. Bank details).

17. Update the customer master data with the bank details from the direct debit mandate (via Banner) or alter the due date or payment method on the due items. Once all the errors have been resolved the payment proposal can be deleted and re-run.

18. To delete the proposal select Edit Proposal Delete.






Delete proposal

18.1 Click on .

The system displays the message ‘Data and log deleted’.

18.2 You now need to schedule the payment proposal again. See Step 11.

19. Once all the errors have been corrected the payment run can be scheduled. Click on

.

Schedule Payment

20. Click on .

21. Click on until Status reads ‘Payment run has been carried out’.







Customer payment documents have been created and cleared with the instalment charges against the customer accounts.

22. To display the payment list select Edit Payments Payment list.

23. Click on .






Payment List

24. Click on to return to the Automatic Payments Transactions screen.

25. The updating of the customer and sub-bank accounts within SAP has been carried out. The BACS file has to be generated to instruct the bank to collect the monies. Click on

.






Automatic Payment Transactions: Printout and DME

26. Click next to program ZFFOGB_T and click on . Select ‘ARDIRDEBS - AR Direct debits incoming’ from the resulting dialog box.

When running for credit cards click on next to program Z_RFFOGB_CCD and select ‘ARPAYMENTCARDS – AR Payment Cards’.






Payment Transaction Variant (1) x Entries found

27. Select the appropriate variant and click on .






Automatic Payment Transactions: Printout and DME

28. Click on .

29. Click on .

For a direct debit run it is important that the printout is generated on the same day as the payment run. The payment run credits the customer and clears the direct debit items. The print job updates the direct debit schedules with the amounts collected. If the direct debit overnight batch job runs before the print job but after the payment run direct debit schedule letters will be generated for every item in the payment run.

In the dialog box, select ‘Start immediately’ and enter a character (1) at the end of the job number to replace ‘?’.

30. Click on .






30.1 If the print variant is not set to print immediately, follow the menu path System Services Output controller

Output controller: Spool request selection screen

30.2 Click on to list all spool requests created.

30.3 Select beside the required print job.

30.4 Click on .

A separate spool request is created for each payment method.

Check the correct output device is listed. Click on and printer will start.

31. You have completed this transaction.






ResultYou have successfully processed a payments run.

CommentsNone.




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