SAP Accounts Receivable Financial Transaction |

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Accounts Receivable

FI: Accounts Receivable

SAP-ERP

Accounts ReceivableVersion 1.0

Unit 5: Financial Transactions, EFT and Lockbox

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Course Agenda

Topic 1: Introduction

Topic 2: Customer Master

Topic 3: SAP Documents

Topic 4: Accounts Receivable Functions

Topic 5: Financial Transactions, EFT and Lockbox

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Electronic Funds Transfer (EFT)

Customers who remit via EFT have been assigned to specific AR staff members

The remittance advices are received each morning, and researched. The appropriate changes are made to the advice the same day in advance of the payment

The payment is processed that evening by SAP and applied according to the advice. The designated AR staff member reviews the system application the following morning, makes corrections where necessary and forwards the completed payment to the appropriate Collections personnel

Reference field is a common value between the Remittance advice and payment Idocs

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EDI Structure

BANK

SAP

PAYEXR IDOC with Remittance Advice information

Payment IDOC

Customer

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EFT Scenarios

Customer Bank Customer BankRemittance Advice Received from x xPayment IDOC Received from x x

Scenario I Scenario II

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Payment Advice

Payment Advice can be received from

Customer Bank

We can make changes to the Payment Advices to improve the hit ratio using the Payment Advice Change Transaction (FBE2)

The changes to payment advice should be done, before the payments are applied automatically via EFT or Lockbox

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Payment Advice Overview (S_ALR_87012203)

1) Use the S_ALR_87012203 report to get a overview of Payment Advices for a customer or for a particular company code, date and /or customer.

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Payment Advice Overview (S_ALR_87012203)

2) Print the report every day for future reference and use this report to edit payment advices using Transaction FBE2.

Payment Advice Number

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Change Payment Advice (FBE2)

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Double click on the Payment Advice Item to get the details

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Click on the next item icon to display other line items

You can

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EFT – Bank posting

Check #

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Lockbox Payments

The Accounts Receivable Department, on a daily basis, processes the nightly lockbox transmissions.

Each day’s cash must be completely applied within 2 business days. This will insure that the monthly cash is applied prior to the close of the accounting period

Lockbox payments are applied either

Systematic – SAP identifies the payment to the customer account and applies it to specific items within that account

Manual – AR staff applies a payment that was identified but not

applied by SAP AR staff identifies and applies a payment not identified

and applied by SAP

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Systematic Identification

SAP accepts nightly transmissions of check detail from four different paper lockboxes and one electronic (EFT) lockbox strategically located throughout the United States

The transmitted data includes:

The MICR number of the check Document numbers/amounts supplied by the customer

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MICR Number

The MICR number is programmatically compared to the MICR numbers on the customer master records within SAP

MICR match is found: the payment is posted to the appropriate customer account as

“On account” if the system is unable to clear the payment against the referenced items

“Applied”,if the system is able to clear the payment against the referenced items,

“Part applied” if the system is able to clear some of the referenced items, but not all of them

MICR match is not found: the system will try to match document numbers supplied on the remittance

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Document Number

The document numbers on the remittance are programmatically compared to document numbers on the customer line item displays located in SAP Document match is found: the payment is posted to the appropriate customer account as one of the following:

“On account” if the system is unable to clear the payment against the referenced items

“Applied” if the system is able to clear the payment against the referenced items

“Part applied” if the system is able to clear some of the referenced items, but not all

Document match is not found: the payment is assigned an “unprocessed” status

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Manual Cash Identification and/or Application

If the system is unable to identify the customer by either the MICR number or the document number, the payment remains in the clearing account until manually identified by an AR representative.

To manually identify or apply items posted on account by SAP, via the SAP system, transaction code ZLB1 is used. This brings up the “Post Processing Lockbox Data Screen”

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Lockbox Post- Processing (ZLB1)

Enter:

1) Destination

2) Origin: Bank # (Exhibit: Regional Remittance Addresses)

3) Lockbox: Corresponding Lockbox # (Exhibit: Regional Remittance Addresses) Enter leading zeros for a total of 7 characters, with the exception of Northern Trust, Lockbox EF1.

Date: Date of the deposit being worked

Batch#: Leave blank

Check Status: 1 (All checks)

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Lockbox Post-Processing (ZLB1)

1) Click Lbox Overview Icon– the screen will display all batches for that particular day’s deposit for the lockbox selected. Click on the Lockbox overview Icon

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Lockbox Processing (ZLB1)

2) Select each batch containing the checks by clicking on it and select the batch by click once and on the details

3) The screen shows the total checks and the number of checks applied, Part. Applied, posted on account and Unprocessed

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Lockbox Processing (ZLB1)

3) Select the Lockbox totals icon to display the Lockbox totals

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Lockbox Data Overview (ZLB1)

3) Select the batch and click the Batch totals Icon for Batch totals

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4) Click on Details button to see the check numbers and details

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5) Click on Details button to see the check numbers and details

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6) Financial document posted - Lockbox Total posted

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Questions and Answers

SAP Accounts Receivable Financial Transaction |

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Transcript of SAP Accounts Receivable Financial Transaction |