Entering content frameProcess documentation Entering and Approving Payment Requests Locate the document in its SAP Library structure

Purpose

In the respective departments the editing process of a Payment request comprises both the entry, the possibly required changes or reversals and the approval.

Prerequisites

The editing of payment requests is controlled by authorizations. There are different authorizations for editing, setting to complete, approving and posting payment requests. For more information, read Authorizations.

Process Flow

  1. Entering a payment request (payment or acceptance). It is possible to enter the document as not complete. For example if the processor is interrupted when entering a document manually he can save the data entered up to that point temporarily and then continue with the entry later.

    2. The system saves this activity as a parked FI document.

    For more information on entering payment requests, see:

    Enter Payment Request

    Create Several G/L Account Items in Payment Request

    Fast Enter Payment Request

    Enter Payment Request with Reference

    Saving Requests Without Checking

  2. Set the status of the payment request to "Complete".

    3. Set the status of the parked payment request to "Complete" if all line items are completely filled in. The system checks that the document contains no contradictions and is complete. Aside from this, the "Complete" indicator has the effect that the document participates in the active availability control and is updated. Updating means that a possibly existing funds commitment is reduced and the budget is debited.

    For more information on this, refer to Set Request to Complete .

  3. Print out of the payment request.

    4. All non-posted requests are printable. The last change of the document is displayed on the print out.

    For further information on printing, see:

    Print Individual Requests

    Print List of Requests

    Print Complete Request Automatically.

  4. Approval/Rejection of the payment request.

Only complete requests can be approved or rejected. As long as the payment request is not approved, then it can be changed by users provided they have the appropriate change authorization. For more information, refer to Approve Request (Release).

Note

If the approval procedure is to be carried out externally (e.g. in paper form) then you can define user-dependently and per request type, that a request saved with the status "Complete" is automatically saved as "Approved". You make this setting in the IMG, in the section Control processing requests categories. For more information, see the documentation.

Result

An approved or rejected payment request is saved in the system. From a technical viewpoint there is no difference between a rejected payment request and one which has not yet been approved. For both, the Released field in the document header is empty.

The approved payment is posted in a next step. For more information, see: Post Request

As long as a payment request is not approved, then it can be changed. If you change a complete payment request the "Complete" indicator is reset: The document disappears from the active availability control, this means the assigned value is reduced and the funds return to the budget.

If a payment request created in the system has no prospect of approval, you can delete it from the system.

For more information on processing payment requests, see:

Change Payment Request

Display Payment Request

Delete Payment Request

 

 

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