Creating/Editing Single Cash Management Records Manually 

Use

This section explains how you can link further planning information into the liquidity analysis, These are "Notified incoming and outgoing cash flows" that do not reach Cash Management via true postings.

Retrieving data via integration with other applications means that the treasurer spends much less time with manual procurement. The automatically retrieved data can be enhanced with manual payment advices at any time, which is often necessary, as these are data that are not yet recognized in other areas, or have not yet been entered in the R/3 System for accounting purposes.

As manual memo records are usually created during preparation of the liquidity status as a parallel or supplementary activity, this flow uses the liquidity analysis started in the previous section as a starting point for the creation of the memo record. Within the liquidity display you can branch at any time to memo record maintenance, regardless of the summarization level.

In the following example a customer notifies you of an cash receipt expected in about seven days. However, they do not yet know into which account the money is to be transferred. You therefore enter a memo record that refers to the planning group for the area of sub-ledger accounts to which this customer belongs.

The customer later calls with the details of the bank account into which the payment is to be made. You then change the memo record from person-related to bank-related. As well as changing the planning group, you can change the value date of the expected cash receipt.

Procedure

  1. Choose Memo record.
  2. Enter the following data:
    3.

    Field

    Data

    Company code

    1000

    Planning type

    DI

  3. Choose .
  4. Enter the following data:
    5.

    Field

    Data

    Planning day

    Today’s date + 5 days

    Planning group

    E2

    Amount

    745000

    Business area

    0001

    Assignment

    Company XY

    Text

    Of your choice (e.g. notified by XY)

  5. Choose .

    6. The system displays the message Record added under number XXX.

  6. Choose until the Display Cash Management and Forecast: Display Levels from Group screen appears.
  7. Choose .
  8. Select the row Subtotal in the Cash Management and Forecast: Summarized Display screen, then choose Groups.
  9. In the Cash Management and Forecast: Display Groups screen, select planning group E2 and choose Levels.

    10. The planned amount changes by exactly the amount you entered for the memo record.

  10. Select an amount in the Planned level and choose List display.

    11. If you maintained the fields Allocation and Text when you entered the memo record, important information can be displayed in the list display (in our example: the name of the customer who notified a larger incoming cash receipt).

  11. In the Memo Records: List screen, select the amount in the corresponding row and choose .

    12. At this point, we assume that the customer has just informed you as to which bank will receive the incoming payment, and you would like to change the memo record accordingly.

  12. Choose .

    13. You go from display to change mode and the Change Memo Record: Planned Item Number XXX screen appears.

  13. Choose Change planning type.
  14. In the next dialog box, enter the following data:
    15.

    Field

    Data

    Planning type

    AU

  15. Choose .
  16. Also enter the following data:
    17.

    Field

    Data

    Account name

    DBGIRO

  17. Choose .

    18. The system displays the message Record added under number XXX.

  18. Choose until the Cash Management and Forecast: Summarized Display screen appears.
  19. Choose .
  20. Select the row Subtotal, then choose Groups.

    21. You see that the planned amount of group E2 has been reduced by the amount entered in the memo record, which is now displayed via the respective bank account in the cash position

  21. Choose until the Cash Management and Forecast: Summarized Display screen appears.

    22. Check whether the processed memo record is actually displayed in the cash position.

  22. Select the Banks row, then choose Groups.
  23. In the Cash Management and Forecast: Display Groups screen, select planning group DBGIRO and choose Levels.
  24. In the Cash Management and Forecast: Display Levels from Group screen, mark the amount in the Advice, uc level and choose List display.
  25. Choose until the overview tree appears.

    26. In a second step we assume that you have just been notified of a cash receipt from two banks that is to be credited to your account today with a value date. This activity is made with a manual memo record, using a separate planning type, to ensure that this payment advice note can go into a subsequent clearing proposal.

  26. Call up the transaction as follows:
    27.

    Menu Path

    In the Cash Management node choose: Incomings ® Memo record ® Create

    Transaction Code

    FF63

  27. Enter the following data:
    28.

    Field

    Data

    Company code

    1000

    Planning type

    AB

  28. Choose .
  29. Enter the following data:
    30.

    Field

    Data

    Value date

    Today’s date

    Account name

    CBGIRO

    Amount

    1700000

    Business area

    0001

  30. Choose .

    31. The system displays the message Record created under number XXX.

  31. To enter a second incoming cash receipt notified by another bank, enter the following:
    32.

    Field

    Data

    Value date

    Today’s date

    Account name

    DRGIRO

    Amount

    2400000

    Business area

    0001

  32. Choose .

    33. The system displays the message Record created under number XXX.

  33. Choose until the overview tree appears.

    34. The payment advice notes to be processed can be modified, archived or reactivated. Archived payment advice notes are then ignored during planning, but can be reactivated from the archive at a later date, if required, and issued with a new value date.

  34. Call up the transaction as follows:
    35.

    Menu Path

    In the Cash Management node choose: Incomings ® Memo record ® Change Using List

    Transaction Code

    FF6A

  35. Enter the following data:
    36.

    Field

    Data

    Company code

    1000

    Planning type

    AB

  36. Choose .

    37. The system displays an overview of your confirmed payment advice notes that are intended for the respective accounts. If the cash receipt notified for today by the CBANK does not arrive today, but at sometime within the next few days, the payment advice note for the amount of 1,700,000 EUR must be removed from the cash position and transferred to the archive so that it can be reactivated at a later date.

  37. Select the relevant payment advice, choose Transfer, then confirm the message that the R/3 System has archived a memo record.

    38. The payment advice is archived and is no longer contained in the cash position.

  38. Choose until the overview tree appears.