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  • Complementary Demo Guide Lockbox Payment Process

    October 23, 2017 1

    Complementary Demo Guide

    Lockbox Payment Process SAP Business ByDesign

    SAP Business ByDesign

    Global

  • Complementary Demo Guide Lockbox Payment Process

    October 23, 2017 2

    Table of Content

    1 About this Document .................................................................................................................. 3

    1.1 Purpose ............................................................................................................................... 3

    1.2 Demo Business Context ....................................................................................................... 3

    1.3 Prerequisites ........................................................................................................................ 3

    2 Master and Transactional Data ................................................................................................... 3

    3 Demo Steps ................................................................................................................................. 5

    3.1 Prepare and create Lockbox File .......................................................................................... 5

    3.1.1 House Bank information ........................................................................................... 5

    3.1.2 Check Storage information ....................................................................................... 6

    3.1.3 Customer information ............................................................................................... 6

    3.1.4 Customer Invoices / Open Items information ............................................................. 8

    3.2 Process Lockbox File in SAP Business ByDesign ................................................................. 9

    3.2.1 Prepare / Create Lockbox File .................................................................................. 9

    3.2.2 File Upload / File Processing in Business ByDesign ................................................ 10

    3.2.3 Payment Pre-Processing in Business ByDesign ..................................................... 11

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    1 About this Document

    1.1 Purpose

    This guide shows you how to prepare and demo the Lockbox Payment Process for Business

    ByDesign.

    1.2 Demo Business Context

    You are an accounts receivables accountant / accountant and responsible for receivables payments in your company. You also receive customer payments via the lockbox process from your bank. Your

    task is to process the Lockbox Payment File made available by the bank or provider within SAP Business ByDesign and clear the paid invoices automatically.

    1.3 Prerequisites

    We assume that there are open customer invoices available and ready to pay. If not please create some customer invoices for this process/demo. We also assume that all necessary master data is already available. Please check the How-To Implement document.

    Please find the Excel-spreadsheet for BAI2 file creation here:

    Microsoft Excel

    97-2003 Worksheet

    Below is an example of a Lockbox file.

    BAI2_LB_1604061457.TXT

    2 Master and Transactional Data

    You need the following information to process the payment and to fill and then create the Lockbox file (BAI2):

    Description Standard / Example Value Space for your individual data

    House Bank - Bank Account 1100062588

    House Bank - Routing Number 64203513

    Lockbox Number 989898

    Customer CP100120

    Customer Bank Account 12345679

    Customer Bank Routing Number 026011358

    Customer - Invoice Number(s) Example:

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    1INV-64-2013

    1INV-68-2013

    1INV-71-2013

    Customer Invoice Amounts Example:

    131,100.00 USD

    111,350.00 USD

    24,000.00 USD

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    3 Demo Steps

    3.1 Prepare and create Lockbox File

    3.1.1 House Bank information

    Logon and Work Center Information

    Logon ID / Role Financial01 CFO

    Work Center / View Liquidity Management Master Data My Banks

    Field Name Data to Enter Activity / Button / Comment

    My Bank

    Select the bank and click on Edit General

    Note down the House Bank Routing Number.

    Go to Bank Accounts tab.

    Note down the House Bank Account Number.

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    3.1.2 Check Storage information

    Logon and Work Center Information

    Logon ID / Role Financial01 CFO

    Work Center / View Liquidity Management Master Data Check Storages

    Field Name Data to Enter Activity / Button / Comment

    Check Storage

    Click on the Check Storage ID with the name Lockbox .

    Note down the Lockbox Number.

    3.1.3 Customer information

    Logon and Work Center Information

    Logon ID / Role Financial01 CFO

    Work Center / View Receivables Customer Customer Accounts

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    Field Name Data to Enter Activity / Button / Comment

    Customer Accounts

    Select the customer CP100120 and click the customer name.

    Click on View All.

    Switch to Financial Data Bank Data tab.

    Note down the National Bank Code and Bank Account Number of the customer.

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    3.1.4 Customer Invoices / Open Items information

    Logon and Work Center Information

    Logon ID / Role Financial01 CFO

    Work Center / View Receivables Customer Customer Accounts

    Field Name Data to Enter Activity / Button / Comment

    Customer Accounts

    Select the customer and click View.

    Note down some of the open invoices (invoice number and amount).

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    3.2 Process Lockbox File in SAP Business ByDesign

    3.2.1 Prepare / Create Lockbox File Using the Excel spreadsheet and the included macro you can create a Lockbox BAI2 file which can be uploaded to the SAP Business ByDesign solution.

    Field Name Data to Enter Activity / Button / Comment

    Open the Excel spreadsheet.

    BAI2 LockBox File Generator

    Click on Enable Content to

    activate and enable the included macro.

    Check / Add / Change the header data for the file.

    Path Example path:

    C:\Users\D042507\Desktop\Lockbox

    Enter an existing path to the location where you wish to store the file.

    BAI2 Base File Name BAI2_LB You can decide which naming you like to have for the file creation.

    Add Date/Time to File Creation date and time in YYMMDD format will be added to the file name before the extension. An underscore will be added between the base file name and the Date/Time.

    File Name Extension Extension added to the end of the file name after the standard period.

    House Bank Routing No 64203513

    House Bank Account No 1100062588

    Lockbox Number 989898

    Deposit Date 131017 (YYMMDD)

    Add Transaction details

    Check Number e.g. 10010 Enter any number as check number. If you like to simulate a check with multiple invoices paid enter in each line the same check number!

    Customer Bank Routing 026011358

    Customer Bank Account Number

    12345679

    Invoice Number e.g. 1INV-64-2013

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    Field Name Data to Enter Activity / Button / Comment

    Amount Paid e.g. 131100,00 If you wish to simulate an under- or over-payment, enter the reduced/heightened amount.

    To create the file, click on

    .

    You receive a success message that the file has been created.

    3.2.2 File Upload / File Processing in Business ByDesign

    Logon and Work Center Information

    Logon ID / Role Financial01 CFO

    Work Center / View Liquidity Management File Management Inbound Files

    Field Name Data to Enter Activity / Button / Comment

    Inbound Files

    Click on New Inbound File.

    File Type Lockbox

    Bank ID 1000002 - Bank of Cleveland

    Click Add File (Attachments

    Area)

    Click Browse, navigate to your

    file, select the file and click Open.

    Click Add.

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    Field Name Data to Enter Activity / Button / Comment

    Finan Click on Start File Upload.

    Click Close.

    Refresh the table for the

    inbound files.

    Check the status of the upload