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Function documentation Specifications for Processing Open Items  Locate the document in its SAP Library structure


The system provides various options for processing open items quickly.


Selection and search functions
Prior to calling up open items for processing, you can enter specific values to find the items that you want to process. In the line item display you can search for individual items. The system provides fields for you to enter search values. You can specify which fields are displayed for selection and search. See also:
Fields for the Selection, Search, and Sort Functions

Payment advice notes

You can enter payment advice notes in the system that contain information about incoming payments required for clearing open items. This information includes:

Payment advice notes are stored in the system under a key consisting of the company code, account type, account number, and a payment advice number. Payment advice notes are either entered manually or created automatically (payment advice notes via EDI or electronic bank statement).

When you enter postings with clearing, you can refer to a payment advice note. The system then automatically selects and activates the items that match the entries in that payment advice note. The system also takes account of any payment differences using the reason codes specified in the payment advice note.

Sort function
In the line item display, you can sort the items according to various criteria. You specify the fields according to which you want to sort in the system. When you access the sort function, you can then choose from a list of fields that can be sorted. See also
Standard Sort Sequence

Line layout of document information
The first screen that appears in all functions of open item processing is an overview screen that displays the most important information about a document. This information comes from the document header and the document line items. For each item of information there is one display line. You decide which data to display in this line by defining the line layout. You can set up several variants of the line layout. Accounting clerks can store a variant for a work session or in their user master record using the editing options function. When the clerk then accesses the function, the document information corresponding to this variant is displayed. When processing the open items, the clerk can then select other variants and switch backwards and forwards between the different variants. See also
Line Layout of Document Information

Default values for cash discount terms and grace days
To process open items, you can also define a default value for the cash discount terms displayed and grace days for the due date calculation of receivables. To define the grace days and the default values for cash discount terms, you make entries in the following fields:

To process open items, you can specify a worklist instead of individual account numbers. You use worklists to group together several accounts that you want to include in the line item display and open item processing. In their editing options, accounting clerks can choose whether they want to use worklists. For more information, see the
Implementation Guide for Financial Accounting.

Block for manual payment
You can use payment block reasons to prevent open items from being processed with the functions for incoming and outgoing payments. To do this, you define your own keys for payment block reasons and set them correspondingly. It is still possible to make transfer postings or reverse the items manually.

Internal payment advice notes

If you have to interrupt open item processing, you can save the current status of processing in the form of an internal payment advice note. Later, you can continue processing by referencing the payment advice number. See also: Payment Advice Notes

For more information on the settings you need to make in Customizing, see the Open Item Processing activity in Customizing for Financial Accounting (Accounts Receivable and Accounts Payable Customer Accounts/Vendor Accounts Line Items).