Configure the Data Medium Exchange for making payments 

How can I configure the Data Medium Exchange for making payments? 
How can I link it to (F110) payment program & get the file MT100 to be sent to the bank?

When configuring the payment methods for the country (transaction OBVCU), choose the payment medium
program as RFFOM100. 

From se38, pls read the documentation for the program, which will give you the various options & the required
config too. 

You would also need to configure the instructions keys as required. 

To generate the DME file, you have to run the automatic payment program with this payment method. 

After the payments have been successfully posted, you can go to DME administration and with the help of dme
manager download files on your PC. 

SAP has determined that the standard print programs for automatic payments will no longer be supported, and
will be replaced by transfer structures created by a tool called the DME Engine. 

This tool enables the business to create DME output files without ABAP development, and can be attached to a
print program and form for the creation of Payment Advices. 

Outside of the DME Engine (DMEE), the majority of the configuration takes place within the following IMG
menu path: 
IMG Path: Financial Accounting -> Accounts Receivable and Accounts Payable -> Business Transactions ->
Outgoing Payments -> Automatic Outgoing Payments -> Payment Media -> Make Settings for Payment Media
Formats from Payment Medium Workbench 

Config 
Assign Selection Variants 
IMG -> Financial Accounting -> Accounts Receivable and Accounts Payable -> Business Transactions ->
Outgoing Payments -> Automatic Outgoing Payments -> Payment Media -> Make Settings for Payment
Medium Formats from Payment Medium Workbench -> Create / Assign Selection Variants or transaction 

OBPM4..select your format that you are using 

Check in FBZP configuration that all is linked! 

Although this is bitty but you need to work through it! 

Start with FBZP; create all there than go to DMEE either to create your own format or use the standard ones
than go to the menu path above and work through from create to assign... 

Set the baseline date=Invoice date

Through payment terms, you can set the baseline date=Invoice date.

The payment term is entered in the Vendor Master Record and it will be defaulted in MIRO. 
If payment term in Purchase Order is different from the Vendor Master Data, it will have preference over the
Vendor Master Data

FB50, FB60, No document number was display

On the first day of business after the basis people apply an upgrade to a kernel, over the weekend, we lost
visibility to the document numbers in the status bar after we posted transactions FB50 and FB60. 

An OSS message was created and the reply was that it was an issue with a kernel patch level.

They refer us to OSS note 510815, and kernel patch level 1121.

FB50, FB60, No document number was display

On the first day of business after the basis people apply an upgrade to a kernel, over the weekend, we lost
visibility to the document numbers in the status bar after we posted transactions FB50 and FB60. 

An OSS message was created and the reply was that it was an issue with a kernel patch level.

They refer us to OSS note 510815, and kernel patch level 1121.

Different Between Posting, Clear and Payment

Posting occurs with many different types of documents.  It indicates that all sides of the FI entry are in balance. 
Posting actually writes the document to the G/L. 

Payment on the other hand is the actual issuing of a check.  Payments can also be processed in accounts
receivable. 

In that case, you are posting (updating your books to reflect) the receipt of a check from a customer and the
deposit of said check in the bank.

Accounts payable is processing the money your company owes to a vendor for goods and services received. 
Account Payable is a liability on the balance sheet. 

Accounts receivable is collecting the money that other companies/customers owe you.  It is an asset on the
balance sheet.

SAP is integrated.  In most instances, there isn't a "link."  The transaction directly updates the tables involved. 
There is a semi-severance between FI/Payment to allow checks to be issued even if there's a minor imbalance in
the FI side of the posting. 

Asset depreciation and physical inventory are some example that doesn’t update FI (CO/FM) as soon as the
document is saved.

Modules that appear in more than one place is caused by SAP trying to be flexible in where it places things on
its menu, so that different users/companies find it easy to locate a given transaction within the confines of the
module they work in.  This has become more pronounced since the change to role based authorization
management.  That's why you can reach Create a 
requisition from 4 different pathways, why Project Systems is in both Logistics and FI, and why Travel
Management is in both HR and FI. 

In some organizations, travel authorization and tracking is an HR function, in some it is an FI function.

Difference between Clear and Payments

Apart from processing open items, what is the difference between:

1. Accounting-->FA-->AR-->Document entry-->Incoming payment > F-28 and 
2. Accounting-->FA-->AR-->Account-->Clear F-32 and the difference between F-53 and F-44 in AP

When you post a transaction, you will get an Accounting document. If you are creating a payment document
through F-53 or F-58 without linking the Accounting document, than we have to create a link between the
accounting document and payment document and that can be done through F-32 (for GL) and F-44 (for AP). An
good example is when we make down payment, a payment document is created. If we post the invoice, an
accounting document is created. To clear this payment document and accounting document, F-44 is used.

- F-28 will be used to make transactions for income payments.

  E.g.: If you receive from a customer by using above T code will be passed necessary entries.
- F-32 will use for clear the Customer line items.
- F-53 will be used for making payments to vendors.
- F-44 will be used for clearing the Vendor Line items.

Vendors not used within a specified period

-----Original Message----
Subject: vendors not used within a specified period

Hi,

Wondering if anyone can help me?

A while back I found a report which listed vendors not used within a
specified period i.e. list all vendors with no movement over the past 6
months.  I can't seem to locate this report/program?

Regards

-----Reply Message----
Subject: RE: vendors not used within a specified period

Try report S_ALR_87010043 - Vendor Business.  Within the report, under the
Output Control section, select the indicator "Accounts With No Purchases"
and run the report for the time period which you wish to evaluate.  Hope
this helps
Delink Cheque Payment from Payment Document
I want to delink cheque number 000100 from payment doc 4500021.
I want to reverse the payment doc 4500021 and pass a new payment doc 4500022 and attach (Link) the
cheque number 000100 to this new payment doc 4500022. 

Note the following functionality:

Cheque Voiding (same as cheque cancellation as we call it )

FCH3 - For unused Cheques i.e. cheques that are not yet assigned to Payment docs.

FCH9 - For issued cheques i.e. cheques assigned to payment docs.

The above will only void the cheque and the payment doc will stand as it is. After voiding the cheque the
related payment doc can be reassigned to a new cheque.

If you reverse a Payment document itself (T.Code FB08) then the system will ask for a void reason if a cheque
is already assigned. The voiding of cheque will be done automatically if you reverse the payment doc and enter
a void reason code. You cannot reverse a payment doc that has been assigned a cheuqes unless you enter a void
reason code.

There is another transaction available for Payment Cancellation - FCH8

The cheque that has been voided is blocked for further use. If you still want to use it you need to first delete the
cheque information. T.Code FCHE.

Also cheque related T.Code in this aspect related T.Code start with FCH* and can be found in the Area Menu
Cheque Information.

Setting Up Manual & Automatic Payment Program

I am doing a project in my institute. We are facing a problem in running a automatic payment program. 
Suppose I have a balance of Rs 100000 in my bank account and today I am running a Automatic payment
run.  Total payment of the run is Rs 150000.   So when I run Automatic payment run it is not giving any
error message. What to do with this problem. 

In my point of view we have to create validation. And link between bank account and payment method. 
If the balance is less than the automatic payment amount the run should be stopped .

The Automatic Payment Program does not check the Balance of your Bank Account.(GL A/c. Bal.) 

What it does check is the min & max amounts that you have maintained in your customisation. 

In  FBZP Transaction (type in easy access screen), you have to maintain the config for your automatic payment
runs. 

In Bank determination (in FBZP), you have to fill in the available amounts  for  each Bank. This is the
maximum amount up to which payments will be generated by the Auto. Pay. Run. 
So if you want to ensure that on any single day the payment run does not pay more than bank balance, you have
to update on a daily basis available balance to match with your bank balance . 

In SPRO you can find the customisation for A P Run, but FBZP is the old transaction for the same thing. Plus it
lets you do all the related customisation, in one place. 

As far as I know, there is no direct way of linking your GL account balance to the A P Run.    *-- Uma 
 

I am creating a new company code 'A', in which the paying company code will be 'B' and the sending
company code will be 'A'. Now I have to configure for both manual and automated payments.

Couple of questions on that:

1. For cross-company payments what do I have to do different in the configuration settings. 

2.  In manual outgoing payments, My user has a list of reason codes ( for overpayment/underpayment)
defined for an old company code, it's not allowing me to copy that into my new company code. How can I
do that. 

In Customizing Maintain Payment Program : Transaction code FBZP 

1) define your company code'A" & "B" both in section tab (All Company code) 
   
2) Define Paying company Code for example "A" paying company 
   
3) Payment Method in country in tab 
Country IN (India) - Name of Country - Payment Method "C" is for Cheque "D" for Demand Draft etc
   
4) Payment Method in Company code - for example "A" is paying company define payment method in same
section 
   
5) In Bank Determination Section - define Ranking Order, Bank Accounts, Available Amount, Value Date,
Expences/ Charges 
   
6) Define House Bank : HB Name , Account ID Bank Account Text, 
  
While runing APP (F110) user should select paying Co Code "A" in maintain variant,
FI Questions about GR/IR
1.  How do we post the FI transactions after doing MIGO?
     Does the Migo generate FI postings or do we manually do the posting.
     If we do it manually what is the T.Code to do it.
2.  How do we reverse an Invoice?  
     We go to miro and enter a credit memo.
     How do we post the reversal entry?

In SAP, the moment you save the MIGO transaction, it automatically generates FI document. It will create
following entry:-
    Raw Material Stock A/c    Dr
      To GR/IR Clearing A/c

In MIGO transaction itself, you can post Excise by choosing Capture and Post Excise Invoice. The FI document
will be as follows:
    RG23A Basic Excise Duty A/c Dr
    RG23A Education Cess A/c Dr
       To CENVAT Clearing A/c

After doing MIGO, you execute MIRO. In this transaction also, SAP will generate FI document automatically.
The entry will be as follows:-
     GR/IR Clearing A/c Dr
     CENVAT Clearing A/c Dr
     VAT Setoff A/c Dr
         To AP-Vendor A/c

Reversion of entry of material purchase can be in entered on rejection of material partially or wholly. In this
case, you will
have to raise a debit note on the vendor. But before raising debit note, you have to first ensure that the Invoice
verification of the material (to be rejected) is complete at the time of purchase.

Purchase documents cannot be reversed directly like pure financial document entry. To reverse the material
document,
following procedure should be followed.
   1) Create Return Delivery (MIGO)
   2) Reverse the Excise Duty Posted (J1IS)
   3) Raise the debit Note. (MIRO)                       * -- Rajesh Birari

Cancel Invoice in MR8M

While cancelling invoice in mr8m, I'm getting a message that FI documents to be cancelled manually.
What does this means? 

If the cancellation  / reversal of MIRO invoice is done through MR8M, only the MM invoice / documents gets
reversed but the FI document will not be reversed or cancelled.
 
We have to follow the following procedure.
 
1. Goto T.Code MIRO
2. Select Credit Memo in the transaction field.
3. Fill up all the details in the fields for the invoice to be reversed.
4. Give the P.O. no
5. Select the line item to be reversed.
6. Simulate and save.
 
The impact will be as CR - GR/IR clearing a/c 
                                         DR - Vendor a/c
 
By this procedure, the purchase order history in P.O. will also get updated and there is no requirement of any
manual clearing. Only in the Vendor a/c, the DR. and CR should be knock of

Configure Automatic Clearing of GR/IR

How to configure Automatic Clearing of GR/IR? 

by: Narasimham

Follow the following steps:

Define Adjustment accounts for GR/IR Clearing

 
Path: IMG-F/A-G/L/A-Business Transactions-Closing-Regrouping-Define adjustment accounts for GR/IR
clearing
 
Double Click on BNG Transaction Key
 
System will ask you chart of accounts update it.
 
Again update the following
 
Reconciliation account: Enter the GL code  i.e. GR/IR clearing account (Goods Receipt/Invoice receipt)
Adjustment account: Enter the GL code  i.e. GR/IR correction account
Targ. Acct : Enter the GL code  GR/IR Invoiced but goods not yet received
 
Again Double click on GNB Transaction Key
 
System will ask you chart of accounts update it.
 
Update the following: -
Reconciliation account: Enter the GL code  i.e. GR/IR clearing account (Goods Receipt/Invoice receipt)
Adjustment account: Enter the GL code  i.e. GR/IR correction account
Targ. Acct : Enter the GL code  GR/IR Shipped not invoiced
 
Do the above steps.
 
The goods receipt/invoice receipt (GR/IR) clearing account is a provision account, and is posted to whenever
you receive goods that have not been invoiced yet or whenever you receive invoices for goods that have not
been delivered yet.
In this activity you define the numbers of the adjustment and target accounts for the automatic postings for the
GR/IR clearing account.

Transfer postings have to be made at the balance sheet date to reflect the goods invoiced but not delivered and
the goods delivered but not invoiced.

Transaction code F.19 analyzes the GR/IR clearing account and posts adjustments entries for outstanding
amounts to adjustment accounts. It makes the offsetting entry to the account for goods delivered but not
invoiced or to the account for goods invoiced but not delivered (target account).

Recurring Entry & Sample Doc

By : Prabha K.

Explain what is recurring entry & sample doc from basic point of end.

Sample Document   :  It is a special type of reference document.  It does not update transaction figures.  Data
from this document is used to create default entries on the accounting document entry screen. 

Recurring Entry     : A periodically recurring posting made by the recurring entry program on the basis of
recurring entry original documents

Recurring Entry Document  :  A document containing the fixed data for every recurring posting (for example
-> posting key, -> account, -> amount…. These 3 never change).

You set up recurring entry documents for business transactions that occur on a regular basis, such as rental
payments and insurance premiums. 

It does not update transaction figures.     To store, system used number range "X1"

Cross Co-Code transaction cannot be posted with recurring entry program.  

Recurring Entry Program 

For postings that recur on a regular basis, such as payments for rent, interest, legal fees, property taxes, you can
use the "Recurring Entry Program" to have the necessary documents generated automatically.

(1) Create Recurring Entry Original document

It contains………The date of the first & last posting

                            The frequency at which the posting should be made,
                            The date of the next planned posting 

(2) The Recurring Entry Program must be run at regular intervals within a specified period.  The program
selects all recurring entry original documents in which the date of the next posting falls within the specified
period, and then generates a Batch Input Session

(3) When the Session is processed, an FI original document is posted.  The date of the next posting is changed
accordingly in the "Recurring Entry Original Doc" 
You can create recurring entries and execute at month end by using these t.codes..
   
- FBD1 - Create
- FBD2 - Change
- FBD3 - Display
- F.56 - Deleting Recurring entries
- F.15 - Executing for a period
- F.14 - Posting doc from recurring doc
- SM35 - Execute ur session

Update Trading Partner Field for Posted Documents

In FBL5N/FBL1N, I have checked the related documents and found that one of the line items is having
'Trading Parnter' field as BLANK. So I need to enter the Trading Partner in the document header. Here
I have noticed that the Trading partner field is DISABLED and hence I am unable to enter the values
and proceed further. 

I think if I can fill the trading partner field with the required value the documents can be cleared.

How can I make the Trading Partner field active. In the document type setting KA (used here) the 'Enter
Trading Partner' flag is ON. Also I have check the Field Status settings for the Posting Key also for
Trading Partner.

Solution:

On the first hand it is not possible to update the trading partner field for posted documents, as per SAP
Standard. There are two alternatives to this:

Alternative 1:

REVERSE AND DOCUMENTS CAUSING THE PROBLEM AND RECREATE THEM AFREASH

1. Find out if there are any clearing documents within the main document in question which is not getting
cleared due the trading partner field.
2. Goto FBRA: Reset and reverse the clearing documents if any as found in step 1.
3. Goto F-02 give the main document number; then goto "Document>Reverse" menu or press
CTRL+SHIFT+F12 to reverse the document.
4. Goto F-02: Recreate the main document using "Post with reference" function of document header which gets
automatically populated (with correct Trading Partner field )as per setting defined in the customer/vendor
master data once the document is saved. 
5. Goto F-44/F-32 and then try clearing the vendor/customer.
6. Dont forget the post the clearing documents which were reversed in Step 2.

Alternative 2:  This shall be taken as the worst case which shall not be recommended as normal practice. 

To develop an ABAP which shall update the trading partner field VBUND in Table BSEG, BSIK, BSID and
then try clearing the documents.
What is Trading Partners?

In Business Terms Trading partner is your business partner within Group with whom you are doing business.In
order to identify Inter Company transactions Trading partner field is used. You need to define all the Group
Companies as company in SAP and all the defined Companies will be available for selection in Trading partner
field.  Trading partner can be defaulted in GL, Customer or Vendor Master.  If you need you can populate
trading partner at Document level too by doing settings in Document Type Master in T Code OBA7.  

Trading partner is normally used to control (payment/transaction) vendor/customer business with the group.
Something like group/inter group business.  You have to go to master record. for eg, in customer master, go to
CONTROL DATA tab so see Account Control, in which you have provide trading partner number/reference. 
*-- N B

Change Trading Partner In FB02 

Ticket:

Have a requirement to assign trading partner for some posted documents to match debit and credit amounts
in consolidation.  Tried using tcode FS00 and entered trading partner but changes are not found in table
BSEG.

Have also tried through tcode SPRO but still unable to make the field change for posted document.

I cannot reverse the document and create a new one because I have to make changes for large number of
posted documents.

Answer:

For a posted document, you can no longer change the trading partner wrongly entered. For it to correct, you
need to reverse posted document via FB08, then re-entry it again using correct trading partner. 

The field trading partner is not modifiable even if You try to make the right settings in transaction OB32 (Table
TBAER).

This is because the change may cause a lot of data inconsistencies as there are other applications involved .

Please note that BSEG-VBUND is one of the important organizational fields which should be managed in the
same manner as company code, business area etc. These organizational fields cannot/should not be changed at
FB02 and consequently it's not possible to define VBUND in document change rule.

Go to transaction SE11 - table BSEG and drill down on field VBUND and click on Where-used list button (you
can see that this field is used in a lot of tables ).  This one of the main reason why field BSEG-VBUND is not
modifiable.

Unfortunately, if your field data for VBUND has been passed to SL or CO, it cannot be changed via document
change FB02, as the change would not be passed to SL or CO and they would be out of sync with FI.

In addition, the field VBUND also exists in table BSEGV, which would also prevent it from being changed
even if not being passed to CO or SL.

Therefore, if you make wrong entry in VBUND, it is necessary to REVERSE the document first and re-post
with the correct VBUND information.

In the future, you can also use FI document validation to make sure the correct VBUND data is always entered. 

There are no other options at all for this ticket.

Process Of Letter of Credit for Imports
1.  The Clearing agent ask for amount, the person who receive the product will give Letter of Authority to
Clearing Agent.  The clearing agent move to bank and take check.  

For this purpose, we just issue LA.

2. Prepare Purchase for the Vendor from whom we are going to receive the product.  There may be 2 or more
Vendors.

1. Product cost to be transferred to Vendor A

2. Freight or Other Charges to Vendor B
3. Customs Duty and Others to Vendor C

Tcode : Me21n

3. First We have to pay Customs Duty to Commissioner of Customs after LA issued.

Entry : Customs Clearing a/c   Dr

           Cess on Custom a/c    Dr
           CVD Clearing a/c       Dr
           Cess on CVD a/c       Dr
           Special CVD a/c        Dr
       
           Vendor C a/c             Cr.

T-code :MIRO or YMIROOTH

4. Cenvat credit for the product will be taken by person who handling Excise in that company

Entry  : Cenvat Clearing a/c Cr.

            RG23A Part II   a/c Dr.
 
5. Clearing of Cenvat Credit

Entry  : Cenvat Clearing a/c Dr.

            CVD clearing a/c    Cr.
            Cess on CVD a/c     Cr.
            Special CVD a/c     Cr.
         
6. After Bank payment they will transfter to us

Entry : Vendor a/c - Dr.

           Bank   a/c - Cr.
Bills Of Exchange Concept In AP
By : Cisko

About bills of exchange concept in Accounts Payable.

Bills of exchange may be defined as a commitment subscribed by your customer to pay a certain amount on a
given date upon presentation of the bill of exchange. They can be used to materialize installment payments. 

For example, you have accepted that your customer pays the invoice amount in 3 monthly installments of 1000
USD each. You will issue 3 bills of exhange of 1000 usd each and maturing in month in month m, m+1 and
m+2. The bills of exchange will be sent to your customer for acceptance(customer signs them). 

Once accepted they will be returned to you. You will have to post accounting entries. But note that even though
the accepted bills of exchange can be considered as payment, you cannot clear the outstanding customer invoice
until the bills are effectively paid at maturity date. You then have to post the bills of exchange as a special GL
transaction. 

Again once you have received the bills of exchange you may decide to discount them right away with your bank
and this is done with or without recourse. Depending on the option choosen, accounting entries are different. by
discounting the bills you receive payment of the bill and this can be used to clear the outstanding customer
invoice. 

But note that until the bill is finally paid by the customer at maturity date you remain liable. You account for
this liability by making postings which will show the discounted bills of exchange as a contingent liability.
They do not show in the balance sheet itself but appear in an appendix of the balance sheet.

Recurring Documents and Interest Calculation

How to create recurring document template? How to run recurring document and what date should
normally put to run it and what are the steps for Interest Calculations?

For Recurring document template you can use the following T.Codes

FBD1 - Creation of recurring document

FBD2 - Change recurring document (This is for changing of amount and recurring periods)
FBD3 - Display recurring document
F.14 - Posting of recurring document
F.15 - Display of recurring document

For Diff. run schedule recurring documents you can use this T.Codes

OBC1 - Creation of Diff. Run schedule Recurring document

OBC2 - Enter run dates for Recurring document
F.14 & F.15 steps are same

Steps For Interest Calculation you can use this following T.Codes :

OB59 - Define valuation method

OBA1 - Preapare automatinc postings for foreign currency valuation
FS00 - Assign exchange rate different key in loan a/c
F.05 - Foreign currencty revaluation
OBAA - Prepare account balance interest calculation
OBAc - Define reference interest rate
OB81 - Define time dependent terms
OB83 - Enter interest value
OBV2 - Assignmen of accounts for automatic
F.52 - Interest calculation

SAP FI Tips by: Janaka

How to calculate Customer Interest Calculation? - Aparna Sekhar

Interest calculation:

1. Define terms of payments:

T.code: OBB8 
path: img ->fin. accting -> AP AR :-> Business transactions :->outgoing invoice and credit memo :->
maintain terms of payment

2. Define Interest Cal indicators / type:

T.code: ob46
path: img ->fin. accting -> AP AR :-> Business transactions :-> interest calculation global settings :-> define
interest cal types
Here in int cal type select 'p' for int cal on line items

3. Make Interest Indicator Available to Interest Run

Program:
T.Code: ob82
path: img ->fin. accting -> AP AR :-> Business transactions :-> interest calculation global settings :-> prepare
int. on arreas

4. Create Reference Interest Rate:

T.code: OBAC
path: img ->fin. accting -> AP AR :-> Business transactions :-> interest calculation :-> interest calculation ->
define reference interest rate

5. Assign interest indicators to ref. int rate 

or define time dependant terms:
T.code: ob81
path: img ->fin. accting -> AP AR :-> Business transactions :-> interest calculation :-> interest calculation ->
define time dependant terms 
Here in sequence # always use 1 for line item interest

6. Interest calculation account assignment:

Here we will mention how and which accounts the interest program should post.
T.code: obv1
path: img ->fin. accting -> AP AR :-> Business transactions :-> interest calculation :-> interest posting ->
prepare interest on arreas calculation (customers)
How To Make a Residual Payment To a Vendor
By : Preveen Kumar

Residual Clearing  – full amount is cleared for the remaining amount system will generate one more line item
as open item (or) due item.
 
1st POST BELOW INVOICE:
PstKy – 31          Account – ****** (WELL) & press enter
Amount – 45,000/-    Business Area – 830B, Payt terms – 0001
Text – Goods purchased
 
PstKy – 40     Account – 401000 (Material Purchased) & press enter
Amount – *    Business Area – 830B (Under MORE button you will find it)
Text – +        & press enter. Select menu item DOCUMENT –> SIMULATE & POST. 
 
OUTGOING PAYMENT (using Reason Code): 
Accounting –> Financial Accounting –> Accounts Payable –> Document Entry  –> Outgoing Payment –> Post
(or) F-53
 
Residual payment 
Document Date    – **/**/****         Document Type – KZ 
Company Code – 8301              Currency/Rate – INR
 
Account– 211000 (ABN Bank A/C)  Business Area – 830B 
Amount– 43,000/-, 
Text – Part payment,
Account– ****** (WELL)  And enter & select RESIDUAL tab and double click in the RESIDUAL ITEMS
column and select DR (Discount Received) reason code. 
Go to menu item DOCUMENT –> SIMULATE & press POST button. 

An example:

While processing thru F-58, First enter the payable amount.

Next Go To Process open items. Go to Res. Items tab and double click on the Residual items.
 To Avoid Transfer Posting of the Same Vendor Invoice
What is the transaction in customizing to set the parameters for check flag for double invoices or credit
memos?

You can check "Flag for double invoices or credit memos" on Vendor master data. 

In FK02, Company code data -> Options Payment transactions.

Tick Check double invoice.

Notes:

It is common for the users to ignore the warning messages but end up complaining when duplicate payments
are made. We changed the warning to error messages in the message control and things quickly came under
control.
 

How to check fields such as date, reference number etc. so that a warning message will pop-up if  user
tries to do such a transaction 2 times?

Use tcode: OMRDC

You can also do the setting using the SPRO t-code:-

The path is as follows:

SPRO
- SAP Reference IMG 
-- Materials Management 
--- Logistics Invoice Verification 
---- Incoming Invoice
----- Set check for duplicate invoices

The following checks can be applied:

1.  Select the field Check company code, if you want the system to check if the reference document occurs
twice in the given company code. 

2.  Select the field Check reference number, if you want the system to check if the reference number occurs
twice.

3.  Select the field Check invoice date, if you want the system to check if the invoice date in an invoice
document occurs twice.

Significance of One Time Vendor

What is the significance of one time vendor, can we post more than  one invoice in fiscal year?

by: Rams

Use One-Time-Vendor Master

In one time vendor we are not maintaing master data. Because the details of the vendor is entered only at the
time of entering invoice. After that we can't use the details of the one time vendor. But you can post more than
one transactions for that one time vendor. In Normal vendor, we key in all vendor details at the time of vendor
creation. But it is not possible to convert one time vendor to normal vendor.

You can create special vendor master records for vendors from whom you procure goods only once or rarely,
so-called One-Time Vendor Master Records.  For example, suppose you order goods from a vendor with whom
you usually do not place orders, because your main vendor was not able to supply the required items. In this
case, you would use a "one-time vendor" master record.

When creating a "one-time vendor" master record, you must assign a one-time account group. This account
group determines that the vendor-specific fields are suppressed. You don’t need to enter this data until the time
a purchasing document (e.g. a PO) is created.

When you create a purchasing document with a one-time vendor, you will be asked to enter the vendor address.
Enter the vendor’s name and address.  Like all other master records, you can display, block, or delete one-time
vendor master records.

One-Time Accounts (FI)

An account in which transaction figures are recorded for a group of customers/vendors with whom you conduct
business once or rarely. One time account requires a special master record.  For all customers / vendors with
whom you rarely do business, a special customer/vendor master record should be created.  No data specific to a
single customer/vendor is stored in this One Time master record, since this account is used for more than one
customer/vendor.  Therefore fields like address, communication, bank data are suppressed. 

You invoice a customer who purchased goods from you because his main vendor could not supply them. In this
case, you post the invoice to a one-time vendor account instead of creating a separate master record.  

When you post to a one-time account, the system automatically goes to a master data screen. On this screen,
you enter the specific master data for the customer, which is stored separately in the document. This includes
name, address, and bank data, for example.

You process the master record for a one-time account in the same way as you process all other customer master
records. You can dun open items from it with the dunning program or pay items using the payment program.
The functions for one-time customers are only different in a few aspects. For example, you cannot clear
amounts with a vendor. 

Reconciliation Accounts
To create one-time master records, you have to specify a reconciliation account. If you differentiate between
reconciliation accounts in your company, you will need to take this into account when creating one-time master
records. You may, for instance, have different reconciliation accounts for domestic and foreign receivables. You
would then have to create two one-time master records.

Line Item Display

For line item display, you should enter a key for sorting line items in the Sort key field. Keys 022 and 023 are
provided in the standard system. You may define other keys that are specific to your company. Keys 022 and
023 have the following meanings:

- Enter 022 to have the system sort and display line items by name and city.
- Enter 023 to have the system sort and display line items by city and name. The line items of customers in the
same city are displayed together. 

Sort criteria can also be specified when entering a document. These criteria will override the sort keys specified
in the master record.

When creating a one-time account, use the appropriate account group (such as "one-time account" in the
standard system).

Settings To Post To a Particular Vendor

I want to make an A/P entry but it says the vender HG12 doesn't exist.
Where are the necessary settings so that I can post to that particular vendor.

You need to maintained the following settings before you can post:

1. Creation of Vendor Account Groups(OBD3) 

2. Create Number Ranges For Vendor Account Group(XKN1) 

3. Assign Number Ranges For Vendor Account Group(OBAS) 

4. Define Tolerance Groups For Vendor/Customer Groups(OBA3) 

5. Creation of Sundry Creiditors Accounts(FS00) 

6. Creation of Vendor Master(XK01) 

7. Define Number Ranges For Postings(FBN1)

 

How to resolve this error, while making a payment to vendor.  I have invoice amount document credit to
vendor and debit adjustment document as debit to vendor, its not allowing for net off , getting the error
has "Enter a payment method for incoming payments".

You can do any of the following:

1. Delete the existing payment proposal.  Clear the debit, credit by offsetting which will create a new net due
document. Then run F110.

or

2. Delete the existing payment proposal. Configure and incoming payment method for the company code and
then run F110.

Mass Void Those Wrongly Issued Checks

Problem:
 
One of our external system generated (non SAP) thousands of Invoices by mistake in our SAP system
(production). Our automatic payment program (batch job) generated around 800 checks and printed. We want
to void all these checks and cancel all the invoices related to these checks. I did not find-out any transaction in
SAP to do mass void of checks. I mean to void a range of checks or multiple ranges of checks. 
We use F110 with new variant(Print checks) to void a range of checks and reprint.  How to void range of
checks with no reprinting?
 
By Vick
 
Solution:
 
Create a SAP Custom Program using t-code: FCH8 by doing a call-transaction in a loop.
 
Notes: 

FCH8 [FCH8 (Cancel Payment) does the void and reversal in one go. But only for one cheque – and they can
loop thru and do this process].

This custom program should also generate a report of all the Checks that was VOIDED in this process - which
will be needed for audits and SOX Compliance.

> After each VOID you need to do a call-transaction to 'FBRA' and reverse one by one - so that all check
entries are reversed.
> Generate a final report and get approvals as needed.
> Logout
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

If you need to Reprint Checks with Old #.

------------------------------------------------
SAP - Reprinting a check with old number
Initiate t-code: FBZ5 
Enter: Doc No,Check lot no,etc
Go to menu Check & click on print, system will ask you for old check / New check , then click on Old Check
Number.
 
Hope the process helps. 
 
ELSE Following is the detail process
-----------------------------------------------
1. Generate report from table of list of checks printed along with the serial #.
 
2. Collate the checks & the report and manually VOID off each check.
 
3. Have a new ABAP Program to generate an email to all affected VENDORS and notify this payment delay.
 
4. Validate if the JOB that kicks off after payment (CHECK print run) has already kicked off & updated AP
relevant tables and any other custom tables that have been created for payment updates & confirmations.
 
5. IF the AP tables have already been updated, then you need another program to handle reversal of entries -
simultaneously generating a report of all entries that have been reversed (may be needed for revenue audits). [IF
you don’t intend to use FBRA!].
 
You will need authorizations, access & basis connected here.
 
6. Now you need approval for another ABAP program, that can be used as STOP-GAP to do the check printing
run, but with an option that this will be 'DUPLICATE' check. This is not a scheduled batch job.
 
ONCE this duplicate check printing & issue has been completed - then you can deactivate this program &
maintain separately.
 
7. Once these checks are physically printed - management approval will be needed to do a physical mailing to
the affected vendors.
Note: Based on management & vendor relationship - this check will normally include a delayed interest
payment (based on negotiations).
 
8. Generate final check printed report.
 
Other Applicable T-codes:
----------------------------------
 
FCH2 - Display Payment Document Checks
FCH3 - Void Checks
FCH5 - Create Check Information
FCH7 - Reprint Check
FCH8 - Reverse Check Payment
FCH9 - Void Issued Checks
FCHU - Create reference for check from payment doc (will be needed for bank recon)
FCHB - Check retrieval
FCHI - Check lot creation 
FCHD - Delete Payment Run Check Information
FCHE - Delete Voided Checks.
 Term Of Payment SRC1 is Missing
For term of pmnt SRC1, holdback/retainage no. 01 is missing Message no. FC255:
 
System Diagnosis:
 
You must specify the holdback/retainage numbers without gaps for each term of payment. 
You have created the holdback/retainage number 03 for the term of payment SRC1, but not the
holdback/retainage number 01 below it. 

Procedure 

Fill the gap in the holdback/retainage numbers for the term of payment SRC1 or delete the entry for the
holdback/retainage number 03. 
When selecting the Installment payment, it gives error, Do not enter any terms for holdback/retainage terms of
payment. 
Why can't I enter any terms for holdback/retainage terms of payment?

---
 
The management of payment terms have to be managed as following: 

1) In OBB8 you create main pmt term and you pick up the flag for holdback/reitenage.
 
2) In OBB8 you create specific pmt terms related to each part of main pmt method.
 
3) In OBB9 you specify the connection between main and secondary pmt methods,
 
The errors seems indicate that there is a gap in OBB9 (you indicated nr. 03 without specify the number 01). 

You can do the followings:

 
Use T Code OBB8
 
1. Create a payment term IN01 (stands for installment number 01). 

Use the posting date as the base line date . 

Under the payment terms (term 1) add 90 as the No. of days and save. 
 

2. Create a payment term IN02 (stands for installment number 02). 

Use the posting date as the base line date . 

Under the payment terms (term 1) add 120 as the No. of days and save. 

 
3. Create a payment term INST (Installment payment term) 

Select NO DEFAULT as the Base Line Date. *Activate the check box 
Installment Payment* (Do so for this term only, the check box should be left blank in the previous ones namely
IN01 and IN02) and save.

 
* Use T Code OBB9 * 

Enter two lines of Code as follows: 

 
INST 1 60,000 IN01 

INST 2 40,000 IN02 

Save 
 
Your Payment Term INST Would work beautifully ( I used the terms IN01, IN02 and INST.....you can use
SRC1, SRC2 and SRC3 or anything for that matter as suits you. 

Overview Of All Payment Runs

Our Internal Audit Control wants to get an overview of all payment runs in our SAP system. 
How to prepare such a list? 

Answer

Goto transaction F110

Goto payment run ==> overview (or F9) press enter and you have your list.
Notes:

When we run the payment through the F110 Transaction. 

How can we know the success and error logs of a payment run?

For Logs

Tcode F110 --> Enter Run date and identification --> Select Edit --> Payments --> Display log

After running the APP-F110, how to see and check details or report for the particular Identification name?

After creating, you can go to payment run tab in the menu bar and click on overview (F9) to see the list of your
run identification and run date.
 
Select the proposal and go to environment tab in menu bar. 

In environment tab click on check details.