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Component documentationPostings and Documents

 

This component enables you to enter, post, and process documents, both manually and automatically. You can transfer documents from a feeder or external system automatically, or you can manually enter and post documents in the system.

Features

The system stores postings as documents in the system (document principle); documents serve as proof of the business transaction in the system (see Documents).

Each document contains a unique document number (that is independent of the fiscal year) with a maximum of twelve characters. Either the system assigns the document numbers automatically, or you enter the document numbers. Automatic number assignment is controlled by the document type. In some countries you are legally required to follow a specified procedure for numbering documents. In that case, you can assign an official document number to a document in addition to the normal document number.

When you enter documents, you can also clear open items that were already posted.

You can display documents, and when certain requirements are met, you can change, reverse, and archive them.

For entering and processing documents, you can hide fields that you do not require, or define your own screens that list the document fields you need.

The individual industries that use Contract Accounts Receivable and Payable can output fields in shortened form or as display fields.

In addition to line items that update transaction figures in the general ledger, such as those of invoices, payments, or credit memos, you can also post statistical line items. The system then makes a note of these line items on the contract account. They are not relevant for the general ledger, but they are processed both by the dunning program and the payment program. You use statistical line items, for example, to post budget billing requests or charges receivable. Statistical line items are not taken into account during the balance check.

You can post documents across company codes. The balance of all the line items in a company code is always zero (see Cross-Company-Code Documents).

Depending on the business transaction, the system creates automatic postings. The business transactions that fall into this category include taxes, discounts, and exchange rate differences. The system calculates the relevant amounts, and automatically determines the G/L accounts to which they are to be posted. In addition to G/L accounts for automatic postings, you can define further account assignments depending on the business transaction. You do this in Customizing. This makes it easier to enter and process documents.

Note Note

Utilities (IS-U)

The system automatically determines all receivable and payable accounts, and all revenue and expense accounts using the account assignments entered in the line item, as well as the main and subtransactions.

When you post a document, the system automatically determines the tax code using the account assignment.

You can post budget billings either as budget billing requests (statistical documents) or as partial invoices. For more information, see the documentation for invoicing, invoice processing, and budget billing for the industry component Utilities.

You can settle documents on behalf of third parties using cross-company-code invoice documents. For more information, see the documentation for invoicing for the industry component Utilities.

End of the note.

Note Note

Telecommunications (IS-T)

The system automatically determines all receivable and payable accounts, and all revenue and expense accounts using the account assignments entered in the line item, as well as the main and subtransactions.

When you post a document, the system automatically determines the tax code using the account assignment.

You can settle documents on behalf of third parties using cross-company-code invoice documents. For more information, see the documentation for invoicing for the industry component Telecommunications.

End of the note.

Note Note

Insurance (FS-CD)

The system automatically determines all receivable and payable accounts, and all revenue and expense accounts using the criteria entered in the line item.

If the system does not determine the expense and revenue accounts automatically, you have to enter them. In addition to the G/L accounts, the system also determines the dunning procedure and item category automatically.

Tax calculation takes place in the feeder system and is transferred to Contract Accounts Receivable and Payable when periodic posting takes place.

You have to enter the tax manually when you post manually.

End of the note.

Note Note

Public Sector Contract Accounts Receivable and Payable (PSCD)

The system automatically determines all receivable and payable accounts, and all revenue and expense accounts using the account assignments entered in the line items, as well as the main and subtransactions.

End of the note.