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RFFMS200_OLD - Payment Selection

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Description

This program converts already cleared invoices, which still have the status invoice in Funds Management and are displayed under 'Invoices' in the information system, to the payment status.

In the update profile which is saved to the FM area, it is specified if the payment date or the invoice date is applied for the payments in the period assignment in the information system, which means in which period the payments are displayed in the information system under 'Payments'.

Using the program, you can also update partial payments and residual items with invoice reference in Funds Management, when posting in

Financial Accounting, which are not updated online in Funds Management.
If, for instance, a partial payment of $5 was made on an invoice of over
$10, so the invoice has not been settled yet, then the program leaves the invoice over $10 in the status invoice. A document pair with the invoice account assignment belonging to it, is generated from the partial payment with -$5 in the status invoice and $5 in the status payment. So this results in the correct figures per balance. If the partial payment document is cleared later, then the invoice correction record is set to 'payment'.

The cash discount drawn is taken into account by the subsequent debit P&L.

The program contains the following parameters:

• Company code

Company code of the invoices to be converted.

• Fiscal year

Fiscal year of the invoices to be converted.

• Document number interval

Document numbers of the invoices which were paid.

• Partial payments/residual items

The program updates partial payments and residual item documents with invoice reference on the appropriate invoice account assignment.

In addition, for partially paid invoices (e.g some but not all vendor items are cleared) the already paid amount is displayed under 'payments' (or under the payment date); the residual amount remains under 'invoices'.

• Customer and vendor accounts

Here it is possible to restrict the processing of partial payments and residual item documents in Funds Management to a few customers or bendors. This is useful for test purpose and for high document volumes.

• List of the documents transferred.

A list of the documents is entered, which were converted by this program to the payment status. This includes if required lists of the updated or converted partial payments and residual items.

• List of the open documents

A list of the documents is generated which were not converted into the payment status by this program, that is a list of the still open invoices.

• Test run

The documents were not changed on the database.

Prerequisites

Output

Depending on the parameters you have chosen, the following lists are outputted.

• List of the transferred invoices

• List of the transferred partial payments/residual items

• List of the deleted partial payments/residual items (after clearing)

• List of the documents not transferred

Example

Posting invoice with two vendor and an expense item

70 H : Vend1
30 H : Vend2
100 S : Expense, Commitment item A1 (30), center S1

In Funds Management the expense item with amount 100-, account assignment A1,S1 is updated online as an invoice

100 - : A1,S1, invoice

and displayed in the information system under 'invoices'.

If the fist item is cleared by a payment, this has no affect on Funds Management online, If you start the program RFFMS200 with a document number interval, in which the number of this invoice is contained, then there are two possibilities:

If you have not chosen a handling of partial payments and residual items, then the program changse nothing; the total amount is displayed as before under 'invoice'.
Only after complete payment, the documenmt is displayed completely under 'payment', if required under the date of the last payment.

If, on the other hand, if you have marked the field for partial payments/residual items, the program divides the invoice up into

70 - : A1,S1, payment
30 - : A1,S1, invoice

If the payment date is specified for the payment updating in the profile the first item is displayed under 'payments', with the payment date, in the information system. The second item is displayed under 'invoices' with the invoice date.
With payment of the second vendor item and a new run of the program, the second item is displayed with the payment date under 'payments':

70 - : A1,S1, payment (Period from payment date vend1)
30 - : A1,S1, payment (Period from payment date vend2)

If the invoice date is defined for the payment update in the profile, then both items are taken together and displayed under the invoice date under 'payments'.

100 - : A1,S1, payment (Period from invoice date)

Contains the invoice of several expense items (e.g. for distributing the expense to several account assignments) then the amounts are split up proportionally.

Partial payments and residual items:

A simple vendor invoice in Financial Accounting

100 H : Vend1
100 S : Expense, Commitment item A1 (30), center S1

is updated online in Funds Management.

100 - : A1,S1, invoice

If there are outgoing payments over 50 for this invoice, then you can post this as partial payment or as residual item with invoice reference.

Partial payment:

With the posting of a partial payment the following FI document arises:

50 H : Bank
50 S : Vend1; open, with invoice reference

The original invoice is not cleared; the program therefore leaves the
expense item in the status invoice:

100 - : A1,S1, invoice

If you start the program with the parameter 'partial payment/ residual item', a document pair is generated from the open vendor item:

50 + : A1,S1, invoice
50 - : A1,S1, payment

Per balance there are $50 in the status invoice and payment respectively on the account assignment A1,S1. In the information system $100- and 50+ are displayed under invoices and 50- under payments.

Residual items:

When posting a residual item the following FI document arises:

50 H : Bank
100 S : Vend1; cleared
50 H : Vend1; open, with invoice reference

The individual invoice is cleared; the program therefore converts the

expense item into the payment status:

100 - : A1,S1, payment

If you start the program with the parameter 'partial payment / residual items', a document pair is generated from the open vendor item:

50 - : A1,S1, invoice
50 + : A1,S1, payment

Per balance there are 50- on the account assignments A1,S1 respectively in the status invoice and payment. In the information system 100- and 50+ are displayed under 'invoices' and 50- under payments.

For several expense items in the invoice there is a corresponding split up again.

If the open vendor item of the partiall payment or residual item document is later cleared (typically by a payment with clearing), then the invoice correction items of Funds Management generated above are converted to payment.

Note:

The progam is "stable". You can execute the program as often as you want, without changing the result (if no postings took place between the runs; with the same parameters).

You can therefore also first start the program online with small

document intervals. For greater document intervals on the other hand,

an execution in the background is required.

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This documentation is copyright by SAP AG.

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