Payment Transfer 
Payment Transfer
Use
You use the payment transfer facility to:
Features
Cleared Invoices
When you enter an invoice, a document with value type "Invoice" is created automatically in Project Cash Management. This value type remains in place, even when the invoice has been cleared. When the payments have been transferred, the cleared invoices appear in Project Cash Management under the value type "Payment".
Note that cleared invoices do not appear under "Payments" in the information system until after the payments have been transferred.
Partial Payments and Residual Items
Partial payments and residual items referencing invoices are not automatically recorded in Project Cash Management. A pair of documents, "Invoice" and "Payment", is created when you transfer payments.
You have an invoice of $100, on which partial payment of $50 is made. This means that the invoice is not yet cleared. During the payment transfer, the document for the invoice remains in place, with value type "Invoice". However, the partial payment results in a pair of documents assigned to the relevant invoice: one for -$50 with value type "Invoice" and one for $50 with value type "Payment". Balancing off results in the correct figures. If the partial payment document is cleared later, this is changed accordingly when you run the payment transfer again.
The system disregards discounts, rebates, and exchange rate differences when making the payment transfer. If an invoice is regarded as cleared, the system shows the whole invoice amount as a payment, not just the payment actually made. The discount rates are updated to Project Cash Management using the Profit and Loss Readjustment (program SAPF181).
The system also uses this program to distribute the discount rates to the project.
You can only run SAPF181 once for each posting period.
For more information, refer to the program documentation in the application help.
The payment transfer contains the following parameters:
If you choose this, the documents in the database are not changed.
The program generates a list of the documents converted to "Payment" status. Lists of the recorded and cleared partial payments and residual items may also appear.
The system generates a list of the documents not converted to "Payment" status.
Activities
Choose Logistics or Accounting
® Project System ® Financials ® Period-End Closing ® Individual Functions ® Payment Transfer.For more information, see the extended help.
Depending on the parameters you have chosen, the system outputs the following lists:
You can transfer payments as often as you wish. Doing so does not adversely affect the result. During conversion, the system recognizes whether an invoice has already been converted or whether a document pair has been created from partial payments.
For performance reasons, we recommend that you run the program in background processing if you are processing large numbers of documents.
The example which follows illustrates the effect of the payment transfer on the recording of invoices and partial payments.
Example
70 credit |
Vendor 1 |
30 credit |
Vendor 2 |
100 debit |
Expenditure, commitment item A1, WBS element PR1 |
The expenditure line is split in Project Cash Management. Two lines with account assignment A1, PR1 are recorded online and displayed in the information system under "Invoices".
70,00 debit |
A1, PR1, invoice |
30,00 debit |
A1, PR1, invoice |
If the first line is cleared by a payment, this has no effect online on Project Cash Management. If you start program RFFMS300 with a document number interval including the number of this invoice, the first line is set to "Payment" status. The period is shifted into the one fixed by the payment date.
70 debit |
A1, PR1, payment, period from vendor 1 payment date |
30 debit |
A1, PR1, payment, period from due date |
When the second vendor line is paid and you run the program again, the second line also appears under "Payments" with the payment date.
70 debit |
A1, PR1, payment, period from vendor 1 payment date |
30 debit |
A1, PR1, payment, period from vendor 2 payment date |
A simple vendor invoice in Financial Accounting:
100 credit |
Vendor 1 |
100 debit |
Expenditure, commitment item A1, project PR1 |
The system records the invoice online in Project Cash Management.
100 debit |
A1, PR1, invoice |
If an outgoing payment of $50 is made on this invoice, you can post the payment as a partial payment/residual item with invoice reference in Financial Accounting.
Partial Payment
When you post a partial payment, the following FI document is created:
50 credit |
Bank |
50 debit |
Vendor 1, open, with invoice reference |
The original invoice is not cleared and the program leaves the expenditure line in "invoice" status.
100 debit |
A1, PR1, invoice |
If you start the program with the document number interval for the invoice, the system creates a pair of documents from the open vendor line.
50 credit |
A1, PR1, invoice |
50 debit |
A1, PR1, payment |
Account assignment A1, PR1 now has $50 each in the statuses "invoice" and "payment". The information system shows $100 debit and $50 credit under invoices, along with $50 debit under payments.
Residual Item
When you post a residual item, the following FI document is created:
50 credit |
Bank |
100 debit |
Vendor 1, cleared |
50 credit |
Vendor 1, open, with invoice reference |
The original invoice is cleared and the program converts the expenditure line to "payment" status.
100 debit |
A1, PR1, payment |
At the same time, a pair of documents is generated from the open vendor line.
50 debit |
A1, PR1, invoice |
50 credit |
A1, PR1, payment |
Account assignment A1, PR1 now has $50 each in the statuses "invoice" and "payment". The information system shows $100 debit and $50 credit under payments, along with $50 debit under invoices.
If there is more than one expenditure line in the invoice, an appropriate split is made.
If the open vendor item in the partial payment/residual item document is later cleared, the invoice correction line for the Project Cash Management document is converted to a payment when you run the program again. There is also a concealed parameter, called P_PPDEL. You can use this to have the system completely delete the document from the partial payment or residual item.