Making Vendor Payments with Received
Checks 
Use
In Argentina, a company may pay a vendor using a check it previously received from a customer. In some cases, the endorsed check even may have changed hands several times.
If you do use a received check for this purpose, you need to follow the procedure described below to ensure all required information is entered in the system. Later, when you generate the Monthly Payments File, if a payment involves an endorsed check, the file must include the check number, the CUIT number of the original issuer of the check, and the bank’s CUIT number.
Prerequisites
You have already entered a customer invoice and posted the incoming payment following the standard procedure. At this point, you might not know if you will later use the check for payment to a vendor.
Although it is not required, we recommend that you also create a special document type for posting transfers without clearing. To do so, in Customizing for Financial Accounting, choose Accounts Receivable and Accounts Payable ® Business Transactions ® Incoming Payments ® Incoming Payments Global Settings ® Carry Out and Check Document Settings ® Define Document Types.
Procedure
Once you decide to use the check for payment, you transfer the check funds from your bank account to a subaccount of your customer, identified by the special G/L account indicator S. Then, you enter a transfer posting with clearing from the customer subaccount to your vendor. These steps are described below. Finally, you enter an outgoing payment to your vendor if required.
From the SAP Easy Access menu, choose:
- Accounting ® Financial Accounting ® Accounts Receivable ® Document Entry ® Other ® Transfer Without Clearing, and enter data on each of the screens as follows:
Screen |
Enter |
Enter Transfer Posting: Header Data |
- Document type
created for this procedure |
Enter Customer Document: Add Customer Item |
- The check number
in the Assignment (ZUONR) field, to fill the Payment
Means ID in the file |
Enter Customer Document: Correct G/L Account Item |
Enter data as required. |
- Accounting ® Accounts Payable ® Document Entry ® Other ® Transfer With Clearing, and enter data as follows:
First you enter the vendor item. Select Transfer posting with clearing, enter posting key 27, your vendor account, and select Choose open items. Enter the amount of the check you will use to clear the vendor invoice, and select Choose open items. Enter the vendor again, and choose Process open items. Select the relevant vendor invoice(s), and choose Document Overview.
Next you add the customer item, under posting key 19, special G/L indicator S. Choose Enter, and on the next screen, enter the amount of the check, and the check number, original check issuer’s CUIT, and bank CUIT (in the same fields as in the previous transaction). Simulate results and save. In the resulting accounting document, the vendor invoice is cleared against the customer subaccount.
Example
The following example illustrates the entire process, and assumes that the check amount does not cover the entire vendor invoice amount. Account postings are displayed, along with the posting keys used for each step. The S is the type of special G/L indicator in the posting, which is used to identify the customer subaccount.
...
1. Enter a customer invoice for ARS 1210
Account (Posting Key) |
Debit |
Credit |
Customer A (01) |
1210 |
|
2. Enter the incoming payment of ARS 1210, received as a check
Account (Posting Key) |
Debit |
Credit |
Bank (40) |
1210 |
|
3. Transfer the funds from your bank account to your customer subaccount (without clearing)
Account (Posting Key) |
Debit |
Credit |
Customer A (09S) |
1210 |
|
4. Enter a vendor invoice of ARS 2000
Account (Posting Key) |
Debit |
Credit |
Purchases (40) |
2000 |
|
5. Transfer the check funds from the special customer subaccount to your vendor (with clearing)
Account (Posting Key) |
Debit |
Credit |
Vendor X (27) |
1210 |
|
6. Enter an outgoing payment to vendor for remainder of amount due (2000 – 1210 = 790)
Account (Posting Key) |
Debit |
Credit |
Vendor X (25) |
790 |
|