Processing Open Items

Use

When processing open items, you select the items that are to be completely or partially cleared. You can also define whether cash discounts are allowed and to what extent.

Prerequisites

During posting, account maintenance, or clarification processing of a payment lot, you have selected open items and you are in the overview screen with the open items.

Features

When processing open items, you can:

Select items for processing
Activate or deactivate open items (see Assigning Clearing Amounts and Cash Discounts ). Only active items are included in the clearing.
Change clearing amounts (see Assigning Clearing Amounts and Cash Discounts )
Activate or deactivate cash discounts (see Assigning Clearing Amounts and Cash Discounts )
Change cash discount amounts (see Assigning Clearing Amounts and Cash Discounts )
Sort the list of open items
You can define the initial sorting for the items. To do this, enter a function module for event 0103; this defines the fields that you want to use for sorting.
Search for open items with certain properties (pushbutton Filter , see Searching for Open Items )
Select filtered items
You can use the functions Filter and Select in combination. After you have filtered items ( Filter pushbutton), you can select the items found with the pushbutton ( Select Filtered Items ) to then activate or deactivate them.
Expand summarized lines or summarize lines (see Deactivating the Summarized Item Display )
Define how the list is displayed
In order to ensure efficient processing of open items, you should use a suitable setting for the processing screen. On the Document Posting: Process Open Items screen, choose the ( Change Layout ) pushbutton. For more information, choose the pushbutton in the toolbar.
Select additional items, also selecting open items of multiple contract accounts. The additional items selected are displayed at the end of the list. Choose: Process Select More All for Partner Process Select More All for AccountProcess Select More Any Items
Define alternative amounts for clearing in alternative currency
The system translates the amounts automatically. The translation involves two steps:
- Translation of document currency to local currency
- Translation of local currency to clearing currency
  
  For the translation, the system uses the average rates in accordance with the exchange rate table. If you have agreed on other exchange rates or amounts with the customer, differences arise during the translation. To avoid these differences, you can change the translated amounts (see Assigning Clearing Amounts and Cash Discount ).
Transfer difference amounts to a G/L account defined in Customizing by means of short account assignment
To do this, in the Transfer Amount field, enter the amount to be posted, and in the Transfer To field, specify the short account assignment required. Using the short account assignment, the system determines the company code, account, business area, and CO account assignments automatically.
You cannot transfer to tax-relevant accounts.
The transfer by means of short account assignment is only possible if the user has been assigned to a tolerance group for which a maximum amount and maximum percentage rate for the transfer have been specified in Customizing. You make the relevant settings in Customizing for Contract Accounts Receivable and Payable :
- Open Item Management Short Account Assignments for Transfer Postings in Account Maintenance
- Basic Functions Postings and Documents Document Tolerance Groups for Amount Limits Define Tolerance Groups and Assignment of Tolerance Groups to Users.
  
  At short account assignment level, you can assign an authorization protection. To do this, in Customizing, assign an authorization group to the short account assignment in the activity Short Account Assignments for Transfers in Account Maintenance . To perform transfers using short account assignment, a user needs the authorization for the authorization object F_KK_KUKON with the authorization group assigned.
Assign difference amounts automatically using clearing control
If you assign part of the amount to be distributed to the open items explicitly and a difference remains, you can assign this difference automatically using the pushbutton ( Distribute Difference ). The difference is distributed to
- The selected inactive items if at least one inactive item is selected
- All inactive items if no inactive item is selected
  
  The clearing control distributes the difference. The distribution is made as if there was a payment for the difference amount that is to be distributed to the items specified above.
Bundle items before clearing (see Bundling Open Items during Clearing ).
Save the status of open item processing and reload it later (pushbutton ( Hold Processing Status ) and pushbutton ( Get Processing Status ))
When you hold the status, specify an ID. You can hold several processing statuses in parallel for the same object (for example, same business partner, same collective bill). A processing status is held in the system for 30 days. This period starts from the last time the status is saved. For each processing status, in addition to the identification, the system also saves the object processed. This is either the business partner to whom the open items belong, or for assignment at detail level, the collective bill, the installment plan, or the bundle for which assignment of clearing amounts is to take place at the level of the related original item. If the business partner is not unique, the partner with the most active items is held. When you retrieve a held status for one or more business partners, the identifications permitted are those where the business partner held is correct for at least one of the items currently selected. The possible entries help offers a correspondingly restricted selection here. The held status is always compared with the current selected items. These can be different from the items that were selected when the processing status was held. Possible causes are:
- Other selection criteria
- Clearing or partial clearing that has taken place in the meantime
- Different amounts for clearing in a different currency
  Here the amounts are translated for open item processing and the translation result may have changed due to changes in the exchange rate.
  
  If clearing amounts were held for items that are not in the current selection, the system offers an automatic subsequent selection. In a separate dialog box, you decide whether missing items are to be subsequently selected.
  If a clearing amount was recorded in a held status, and this clearing amount is higher than the total amount of the open items when the status is retrieved, the maximum possible clearing amount is set. If a cash discount amount was specified, this is reduced accordingly so that the cash discount percentage rate is retained.
  Whenever the held status cannot be used again completely, the system issues a message with details of the variance in the long text.

You can process open items using:

Commands (see: Processing Open Items Using Commands )
Function keys or menu entries
The mouse