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Process documentation Down Payment Processing (Basis: Document Condition)  Locate the document in its SAP Library structure

Purpose

You can use this to process down payments on the basis of document conditions in sales orders.

Down payments based on document conditions are a common form of down payment when buying and selling high-quality products, for example in hardware stores, furniture stores, or for wholesale technical equipment. The down payment is due as soon as the order is made, that is when the sales order is created. The down payment values are stored as conditions in the sales order.

You can use this type of down payment for delivery-related and order-based billing.

Note

It is not possible to combine down payments based on document conditions with down payments based on billing plans in one sales order. For more information, see Customizing.

Note

You can only use down payments based on document conditions with FI-AR (Accounts Receivable Accounting), but not with FI-CA (Contract Accounts Receivable and Payable).

 

Prerequisites

You must have already made the settings in Customizing.

 

Process Flow

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       1.      Down Payment Agreements in the Sales Order

Create a sales order and store the down payment agreement as a document condition in the sales order. Store the value of the debit down payment as an item condition in the sales order. The system interprets it as gross value including tax. You can enter it as a header or item condition, and as absolute or percentage, or have automatic pricing determine it.

 

Example Sales Order with Debit Down Payment

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Postings in Financial Accounting for Incoming Payments

This graphic is explained in the accompanying textThe customer makes the down payment at the cash desk.

 

       2.      Incoming Payments

       The customer makes the down payment at the cash desk. The down payment is normally made in one step immediately when the order is put in, or shortly afterwards. In SAP Retail, the incoming payment is posted directly in financial accounting using the POS interface - inbound. The system summarily posts the payment to the sales order number, not item-specifically: a line is posted for each tax code and payer that appears in the document. The line value results from the proportional distribution of the incoming down payment amount for the sales order based on the total of the debit down payments of the tax code/payer groups.

       Aside from this it is possible to post the incoming payment directly in the financial accounting (transaction F-29). The important thing here is that the financial accounting item contains a reference to the sales order number. It is also possible to post item-specific down payments.

       3.      Down Payment Clearing in the Billing Document

The down payment made is transferred to the SD billing document as a down payment to be cleared.

The down payment processing on the basis of document conditions is possible for delivery-related and order-based billing. A clearing condition that documents the allocation value is configured in the billing document. In contrast to down payments on the basis of billing plans, no billing sub-items are produced in the billing document.

The value of the clearing condition is determined when the total of the incoming payments in financial accounting is distributed across the items proportionally to the debit down payments. This produces the maximum allocation value for the item with complete item billing.

In milestone billing as a result of partial deliveries, the default value is reduced proportionately to the quantity. It is possible the manually change the value; however you cannot exceed the maximum allocation value.

The basis for distribution for the second or third milestone bill is not the debit down payment, but instead the difference between the debit down payment and the cleared down payments in existing billing documents for the item. Similarly, the value to be distributed is no longer the total of the payments received in financial planning but is rather the difference between the total of the payments received and the billing postings for these payments.

You can also clear item-specific down payments. An appropriately small portion of the header down payment is then assigned to the item. However, item-specific down payments can only be cleared for the current item, not for other items.

Caution 

Since the amount to be distributed in clearing is determined based on the accounting data, the billing documents need to be transferred directly to financial accounting. If a previous billing document was not transferred, then no allocation value is determined for a new billing document for the same sales order and the billing document is saved with pricing errors.

 

Example Billing Document with Down Payment Clearing

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Postings in Financial Accounting During Billing Document Creation

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