Printing Balance Confirmations (SAP Library - FI Accounts Receivable and Accounts Payable)

Printing Balance Confirmations

The FI System includes one program for customer balance confirmations and one for vendor balance confirmations. You can print balance confirmations either from the Accounts Receivable menu or from the Accounts Payable menu as follows:

1. Select Periodic processing ® Print correspondence. ® Balance confirmation ® Print letters.

The system displays the screen for entering the selection criteria and parameters. If you want to run the program in the background, call up the appropriate variant or enter your data and create a new variant by saving these entries.

2. Select Program ® Execute or Execute and print.

The most important fields on the screen are described below:

Customer and Company code: These fields limit the scope of the report.

Reconciliation key date: This field is used to specify up to which date open items are to be included in the report.

Date of issue: This field contains the date on which the balance confirmation was issued.

Date for reply: Here, you enter the date by which you would like the reply.

Confirmation procedure: Here, you specify whether the system is to print a balance request, a balance inquiry, or a balance confirmation.

Form set: Here, you specify the forms to be used for the letter and reply.

Sender details: In this field, you specify which standard texts are to be used for the letterhead, footer, sender details, and signature line.

Reply to: Here, you specify the reply address by entering the address ID.

Then you select the types of accounting transactions and the customers and vendors to be included in the report. You have the following selection options:

- Special G/L indicator: You can specify any special G/L transactions to be included.

- You can include or exclude any accounts which contain only open items from the previous fiscal year. To do this, make the appropriate entries in the fields Accounts without postings and Only accounts posted to since. The system will then include only those customer accounts which have received posting data since the fiscal year entered.

- You may want to make the selection of customers dependent on the balance of the account. For example, to send a positive inquiry only for accounts where the balance is considerable, and a negative inquiry where the balance is comparatively low. You enter the balance in the field Total balance.

- Sales/Sales period: Alternatively, you can make the selection according to sales. To do so, enter a sales amount and, if required, a period and fiscal year.

- Every nth customer selected: Here you can make a further selection for the balance confirmations.

- You can also select whether head office and branch accounts, one-time accounts, and/or all other vendor and/or customer accounts are to be processed.

Sample size: Here you can generate a random sample. To do so, you enter a number in this field. This system then extracts exactly this number of customers from all the customers selected by the program on the basis of the other specifications. This random sample is determined using the random number method. A random sample is useful, for example, for customers with a low balance.
If you defined any additional criteria in Customizing, they will be displayed in the lower half of the screen. For example, if you had defined the field Name 1, you could select objects at random using initial letters.
You also have to specify the printers to be used for the letter and the reply, as well as for the various lists.

The following functions are also available for balance confirmations:

Grouping Customers and Vendors

Creating a Head Office and Branch Index