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 Entering Selection Criteria for Payments

In each payment lot, you enter the selection criteria by which the system is to select those open items for clearance. Whether or not these items are cleared depends on your Customizing settings for clearing control (see Automatic Assignment of Open Items ).

Notes on selection types

The list screen contains up to three pairs of fields each titled T (selection category) and Field Value . A selection category represents a specific field that the system can use to select open items. ( G for business partner or K for contract account for example). By combining the selection category and field value fields, you can specify different fields for each payment in the list without needing to use different input fields.You define the selection categories and any default values necessary for the selection categories in Customizing. Default values also appear in the payment lot header itself. You can define these in Customizing and thereby reduce the manual entries (see the Implementation Guide for Start of the navigation path Contract Accounts Receivable and Payable Next navigation step Basic Functions Next navigation step Open Item Management Next navigation step Define Selection Categories End of the navigation path and Start of the navigation path BusinessTransactions Next navigation step Payments Next navigation step Incoming End of the navigation path / Start of the navigation path OutgoingPayment Processing Next navigation step DefineDefaultValuesforPaymentLots) End of the navigation path .You can define those selection categories that you use most frequently in the header data for the payment lot. The system then automatically defaults these categories for each payment.

Notes on the selection criteria on the detail screen

When entering your selection criteria on the detail screen, note the following:

  • Selection conditions that you enter together must be fulfilled simultaneously if the open item is to be selected. These conditions are linked with a logical “AND”.

    Selection by payment form number and payment form reference are treated differently. Additional criteria that you enter in the same line are not linked with AND; they are ignored in the selection of open items. The open items concerned are determined uniquely via the payment form selected.

    If the items belonging to the payment form have already been cleared in some other way, and should therefore be posted on account, you can evaluate additional details for postings on account.

  • Where selection criteria appear below one another, only one condition need be fulfilled for an open item to be selected.

    A customer specifies on the payment medium that they are paying the amounts due for contract numbers 5812 and 5814. You therefore need to find open items posted to contract 5812 or contract 5814. To find these items, you enter the two selections V 5812 and V 5814 in two different lines on the detail screen.

  • If the payment medium contains additional details as to how the payment amount is to be split between items, you can assign a partial amount to each item selected.

    A customer pays an amount of 500, of which 200 is for contract 5812 and 300 for contract 5814. In this case, you enter these amounts in the selection lines in the Partial Amount column .

Splitting a payment amount

If, in the note to payee, the business partner specified more than one contract, contract account, or invoice for which the payment is to be used, you may have to split the payment amount. Proceed as follows:

  1. On the Payment screen, enter the payment amount and the first selection line.

  2. To branch to the Details screen, double-click on the line.

  3. You can now enter the additional selection criteria (for example, one or more contracts, contract accounts) specified by the business partner in the note to payee.

  4. If necessary, assign a partial amount to each item selected on the detail screen.

    This may be necessary if the business partner specified exactly which partial amounts were to be assigned to which items in the note to payee.