Title: Processing Payments for Accounts PayableModule : Financial AccountingCourse : Accounts Payable

Work Instruction

Processing Payments for Accounts Payable F110

PurposeUse this procedure to process open items in vendor accounts.

TriggerPerform this procedure when the payment run is due.

Prerequisites

Open items exist for vendors.

Menu PathUse the following menu path to begin this transaction:

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

Transaction CodeF110

Additional InformationThe payment program processes the open items in three steps:

1. Maintain parameters and schedule proposal:This determines the open item to be paid and creates a proposal list. You can process the proposal list on-line; for example, you can change payment methods or banks, block items or cancel payment blocks.

2. Schedule Payments:

The payment program carries out payment on the basis of the proposal list. Only the open items contained in the proposal list are included in the payment run. The payment program posts documents and sets up the data for the form printout and for creating data carriers, the payment advice notes and the payment summaries.

3. Schedule print: Uses the print program to print the forms and creates the BACS file. It is at this point that

the check information is attached to the payment document.

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Title: Processing Payments for Accounts PayableModule : Financial AccountingCourse : Accounts Payable

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: 28.09.00

Identification R Enter an identification for the payment run.

Example: PAY01

3. Click on to display the Parameter tab window.

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Title: Processing Payments for Accounts PayableModule : Financial AccountingCourse : Accounts Payable

Automatic Payment Transactions: Parameters

4. As required, complete the following fields:

Field Name R/O/C Description

Posting date R Enter the date of the posting.

Example: 28.10.00

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

Example: 28.09.00

Company codes R Enter the company code.

Example: UNIV

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

C = Cheques

B = BACS payments

U = US$ payments

V = Payments in other foreign currency

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Title: Processing Payments for Accounts PayableModule : Financial AccountingCourse : Accounts Payable

Field Name R/O/C Description

M = Manual Cheque Payments

Vendor R Enter range of vendor accounts to be included.

Rate type for conversn

R Enter M. i.e average rate. (Only applicable for payment methods U or V)

The Docs entered up to field and the Next posting date field determines which invoices are selected for payment. For example, invoices entered up to and including 20.09.00 and have due date prior to 20.10.00 will be selected.

5. Click on .

The system displays the message,"Details have been saved for the run xxxxx on xx.xx.xx."

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

Schedule Proposal

7. Click on Start immediately and enter the Target computer name.

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

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Title: Processing Payments for Accounts PayableModule : Financial AccountingCourse : Accounts Payable

Automatic Payment Transaction

You may need to print the payment proposal so that it can be viewed easily. The proposal list also shows the vendor’s name and address. This is not displayed when you edit the proposal.

9. To print the proposal, follow the menu path Edit Proposal Proposal List

List Variant

10. Acknowledge the displayed dialog box by clicking on .

11. The payment list is displayed.

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Title: Processing Payments for Accounts PayableModule : Financial AccountingCourse : Accounts Payable

Payment List

12. To print the payment list select List Print.

13. On the Payment List screen, click on .

14. To edit the proposal list, click on .

15. Acknowledge the displayed dialog box by clicking on .

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Title: Processing Payments for Accounts PayableModule : Financial AccountingCourse : Accounts Payable

Edit Proposal: Payments

A total value of payments for each vendor is displayed. Any open items that have not been selected for payment are shown as exceptions. Individual line items can be displayed by double clicking on the vendor. Line items can then be editing by selecting

the line item and then clicking on .

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Edit Payment Proposal: Open Items

16. The displayed dialog box states the reason for the exception of the payment, if any. If the item has been selected for payment and needs to be excluded for whatever reason, a payment block can be set here. If you wish to change the payment method or add bank details, click on

and enter the required details.

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Title: Processing Payments for Accounts PayableModule : Financial AccountingCourse : Accounts Payable

Change Line Items

17. Click on .

18. Click on once you are satisfied with the proposal. The payments can now be scheduled.

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

20. Click on .

21. Click on Start immediately and enter a Target computer.

22. Click on .

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

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Title: Processing Payments for Accounts PayableModule : Financial AccountingCourse : Accounts Payable

Automatic Payment Transaction: Status

24. Select Edit Payments Payment list.

25. Click on .

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Payment List

26. To print the list, select List Print and click on .

27. To view a particular vendor click on and enter the vendor’s account number.

27.1 Click on .

27.2 View the displayed information.

27.3 Click on twice to exit this display.

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

29. Select the requested variant for the report by clicking on .

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Title: Processing Payments for Accounts PayableModule : Financial AccountingCourse : Accounts Payable

This stage is required for payments methods B, C and S only.

For methods G, M, U and V, there is no output. In these cases, the payment list is used to write manual cheques (M and U) or arrange funds transfer in foreign currency via Thomas Cook or Natwest Bank (V) or Girobank (G). For manual cheques, (M) the cheque details are entered via transaction FCH5.

30. Select the variant from the matchcode .

Automatic Payment Transactions: Printout and DME

31. To edit the print program variant, select the variant name follow the menu path Environment Maintain variants.

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Maintain Variant: Report XXXXXX_X Variant XXXXXX

Ensure the defaults are appropriate or amend printer details, cheque lot numbers, or the file path for the BACS file.

32. Click on twice to save any changes.

33. Click on .

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

34. Click on .

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

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Output controller: Spool request selection screen

34.2 Click on to list all spool requests created.

34.3 Select beside the required print job.

34.4 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. The order for cheques is payment method supplement first and then by value.

35. At this point you may also obtain the cheques associated with the payment run. This is for information purposes.

36. Follow the menu path Environment Check information Display Check register.

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Check Register

37. A variant has been created. Click on .

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ABAP: Variant Directory of programRFCHKN10

38. Select the variant NATWE and either double click or click on .

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Check Register

39. As required review the following fields:

Field Name R/O/C Description

Paying company codex

R The variant defaults UNIV, do not change.

House bank R The variant defaults NATWE, do not change.

Account ID R The variant defaults CURR, do not change.

All other fields on this screen can be left blank.

40. Click on .

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Check Register

Only one selection is required.

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

Field Name R/O/C Description

Checks from payment run

R Use the matchcode to select the appropriate payment run.

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Automatic Payment Transactions Overview

42. Double click on the appropriate line or select the line and click on .

43. Click on .

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Check Register

44. At this point you can print the report by clicking on .

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Check Register

Check the option for printing.

45. Click on .

46. Click on twice to return to the Automatic Payment Transaction: Status screen.

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Automatic Payment Transactions: Status

47. Contact ISS to instruct them to print cheques and remittances.

48. You have completed this transaction.

ResultYou have successfully processed a payments run.

CommentsNone.

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