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Function documentationDown Payment Clearing

 

You can record down payment data in purchase orders at header and item level (for example, down payment category, down payment amount, and down payment percentage). You can use the Down Payment Clearing function to clear down payments that you have posted with reference to a purchase order without going to the relevant financial accounting transactions, directly in logistics invoice verification. You can use this function for material settlement and service settlement in purchase orders.

Prerequisites

You have created a purchase order with down payment data and entered down payments. For more information on down payments in Purchasing, see Down Payment and Down Payment Request.

If you want to use down payment clearing with the new general ledger accounting, you must make the following settings in Customizing for Financial Accounting (New), under Start of the navigation path General Ledger (New) Next navigation step Business Transactions Next navigation step Document Splitting End of the navigation path:

  • Under Classify G/L Accounts for Document Splitting, enter the special G/L account with item category 3100 (Vendor: Special G/L Transaction) that is posted to during down payment clearing. By setting the Overrd. indicator, you specify that the internal derivations of the item category should be overridden by the derivation by accounts.

  • Under Start of the navigation path Extended Document Splitting Next navigation step Define Document Splitting Rule End of the navigation path, extend the document splitting rule that you use when posting the invoice from Logistics invoice verification (MIRO).

    • Process the header data and set the For Each Logical Transaction radio button in the Further Subdivide Document group box.

    • Process item category 5100 (Taxes on Sales/Purchases) and add category 3100 (Vendor: Special G/L Transaction) to the list of respective basis item categories.

Features

When you enter an incoming invoice for a purchase order, the system proposes all down payments that you have entered with reference to the purchase order and that are not yet cleared, for down payment clearing. You can choose how much of the down payments made you want to clear. The system posts the down payment clearing document together with the invoice document.

If you want to make customer-specific changes to down payment clearing in logistics invoice verification, implement the Business Add-In (BAdI) Down Payments (MRM_DOWNPAYMENT) in Customizing for Materials Management, under Start of the navigation path Logistics Invoice Verification Next navigation step Maintain Customer Exits and Business Add-Ins End of the navigation path. Here, you can define that the system does not issue the message “Down payments exist for this purchase order” (M8 318). If this message is not issued, the Down Payment Clearing pushbutton is not available.

Note Note

You cannot use down payment clearing in connection with prepayments.

If you have activated automatic down payment clearing, you cannot use down payment clearing in the Enter Incoming Invoice transaction (MIRO). For more information, see Customing for Public Sector Management, under Start of the navigation path Funds Management Government Next navigation step Actual and Commitment Update/Integration Next navigation step Integration Next navigation step Integration Materials Management Next navigation step Configure Automatic Clearing of Down Payments/Down Payment Requests End of the navigation path.

End of the note.

Activities

You have created a purchase order with down payment data, which you want to clear in logistics invoice verification.

  1. Create an incoming invoice for the purchase order. To do this, on the SAP Easy Access screen, choose Start of the navigation path Logistics Next navigation step Materials Management Next navigation step Logistics Invoice Verification Next navigation step Document Entry Next navigation step Enter Incoming Invoice End of the navigation path (MIRO) or Park Incoming Invoice (MIR7).

  2. Enter the required invoice data. After assigning the purchase order, you see an information message that down payments exist for this purchase order. The system displays the Down Payment Clearing pushbutton at header level.

  3. Select all the down payments that you want to clear. For each down payment that has not yet been cleared completely, the system shows you the amount of the down payment made and the amount available for clearing.

    • You can implement the BAdI Default Values for Vendor Down Payment Clearing (BADI_CALC_DP_VALUES) to define customer-specific amounts to be cleared for individual down payments. BAdI method CALC_PROPOSED_VALUES contains two new import parameters to help you do this.

    • You can define in Customizing that the down payment clearing amounts entered cannot exceed the total gross invoice amount still to be paid. To do this, in Customizing for Logistics Invoice Verification, assign message type E (error) to message M8 774.

    • You can specific the currency in which you want to clear down payments on the down payment clearing screen. This currency can be different from the invoice currency.

  4. You can choose the Down Payment Clearing pushbutton to see status information. The color red stands for an error in down payment clearing. The color yellow shows that clearing amounts have not been entered for all down payments. The color green shows that clearing amounts have been entered for all down payments.

  5. Post the invoice document. The down payment clearing document is posted as a separate document together with the invoice document.