Transactions for Posting with Clearing (SAP Library - FI Accounts Receivable and Accounts Payable)

Transactions for Posting with Clearing

Use

The following overview lists the clearing transactions in the standard system and the functions used to post them.

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The system has to make clearing postings for each transaction except account clearing (see Account Clearing and Posting with Clearing). To do this, it requires posting keys for the corresponding clearing procedure.

In the standard system, the posting keys required are already defined for these transactions. You will have to change the standard settings or make new settings if:

You change the posting keys delivered with the standard system, or you do not want to use the predefined posting keys. You then have to overwrite the defined posting keys for the clearing transaction with your keys.

You want to change the name of the transaction. In this case, simply enter a new name for the clearing transaction.

You require more transactions. You must define these transactions.

The following figure shows the transaction selection options in the general clearing functions and the clearing transactions that are defined in the system.

This graphic is explained in the accompanying text

Posting Keys for Clearing Transactions

For each transaction, the following posting keys are specified for debit and credit postings depending on the account type:

Customer and vendor accounts are assigned posting keys for the clearing posting, the residual item balance, and special G/L transactions.

G/L accounts are assigned only a debit and credit posting key. No further distinction is made for the posting keys for G/L accounts.

If you define your own transactions, you should maintain all posting keys for each account type. Using the incoming payment transaction, the following illustration shows why this is necessary:

This graphic is explained in the accompanying text

When you post an incoming payment, the system requires a posting key to generate the offsetting entry for the open items selected. To generate this offsetting entry, it uses the customer credit posting key that is specified for the clearing posting. All the other posting keys are used for special situations that may occur when posting an incoming payment:

The customer debit posting key specified for the clearing posting is required if an incoming payment is posted across different business areas. If you select, for example, an invoice and a credit memo from different business areas for the clearing transaction, the system has to make a debit posting to clear the credit memo as well as a credit posting to clear the invoice.

Vendor posting keys are required so that offsetting entries can be made to the vendor account when open items are cleared between a customer and vendor.

Posting keys are required for special G/L transactions (for example, down payments) if you want to clear, for example, an invoice and a down payment in a single clearing transaction.

The system can also deal with payment differences when you post and clear items, but requires a posting key to do this. You can treat payment differences as follows:

You can post the payment as a partial payment. The system does not mark the open items you selected as cleared. The partial payment is posted to the customer account with an invoice reference. This enables you to link the invoice to the partial payment at any time. For partial payments, the system uses the posting keys you define for clearing open items. The posting key defined in the standard system for customer partial payments is posting key "15".

You post the remaining receivable to the customer account as a residual item. The original receivable is cleared automatically. To post the residual item, the system uses the posting keys specified for the residual item balance.

The posting keys you specify for the Transfer posting with clearing transaction are used for the general clearing function and, if the system has to make internal transfer postings, for the account clearing function as well.

The payment program and the special functions for outgoing and incoming payments use the posting keys defined for the incoming payment and outgoing payment transactions.

You cannot delete these transactions.

Posting keys for the invoice and credit memo fast entry function are defined separately in the system.