Clearing Process 

Purpose

The clearing process for invoice summary covers the following steps:

·        Receipt of payment data from the bank

·        Automatic identification of open items

·        Clearing of open items

Functions in the SAP System enable you to carry out these process steps.

Prerequisites

Before you carry out the invoice summary clearing process, you first have to execute the following IMG activities in Customizing for Financial Accounting by choosing Accounts Receivable and Accounts Payable ® Business Transactions ®Country-Specific Settings ® Japan ®Invoice Summary: Standard Customizing Settings:

·        Basic Settings

·        Maintain Virtual Accounts

·        Maintain Bank Charges

For automatic clearing, you also have to activate the BAdI implementation by choosing Invoice Summary: BAdI Enhancements ®Implementation: Change Statement.

Process Flow

Automatic Clearing Process

       1.      Firstly, you receive the payment data information from the bank in the form of an electronic account statement in ZENGINKYO format.

       2.      You then call the Import Bank Statement ZENGINKYO (Japan) report (RFEBJP00) to read the bank statement.

       3.      In turn, this report calls the BAdI implementation Change Statement and the invoice summary logic is executed to determine the customer/payer code and find the open items relevant for invoice summary.

       4.      If the amounts on the bank statement and the open items found are equal, the system automatically clears the open items in the Post with Clearing transaction (FB05). If the amounts are not equal, on the Process Open Items screen, choose the Invoice Summarypushbutton and select which open items you want to clear and enter the amount of any partial payments.

Manual Clearing Process

1.         Firstly, you receive payment confirmation from the invoice summary payer or recipient.

2.         You then call the Post Incoming Payments transaction (F-28) in the SAP Easy Access menu by choosing Accounting ® Financial Accounting ® Accounts Receivable ®Document Entry ® Incoming Payments. There, enter the payment data manually and select the Invoice Summary checkbox.

3.         The system then selects the open items for the invoice summary payer/recipient and starts the clearing process.

4.         Regardless of whether the amounts on the payment confirmation and the open items found are equal or not, on the Process Open Items screen, choose the Invoice Summary pushbutton and select the open items you want to clear and enter the amount of any partial payments.

Result

The invoice summary process is complete for those items that have been cleared either automatically or manually. Any remaining open items appear in the carry forward in the next monthly invoice and the process is repeated. At any time in the process, you can call the Invoice Summary Status Report to give you an overview of the status of invoice items relevant for the invoice summary process.