Ingoing
and Outgoing Payments
Use
You post the incoming and outgoing payments in Accounts Receivable Accounting orAccounts Payable Accounting (FI-AP/AR) for advance payments, invoices, down payment requests, final invoices and corrections. The payments are offset in the down payment chain transactions and this is displayed in the posting data.
You have several ways of posting incoming and outgoing payments. Customer and vendor accounts are automatically subject to open item management. Thereby you always have control of which receivables or payables you have not yet cleared.
Prerequisites
So that down payments for advance payments and down payment requests are automatically assigned to the down payment chain, reference key 3 (field BSEG-XREF3) must be visible for the down payment account and posting key combination.
You have maintained these settings in Customizing for Financial Accounting.
1. Choose General Ledger Accounting → Business Transactions → G/L Account Posting → Carry Out and Check Document Settings → Define Posting Keys. Choose Maintain Field Status for the appropriate posting key from the detail data. Define the field Reference Data 3 as an optional entry in the general data.
2. In Customizing for Financial Accounting, choose General Ledger Accounting →Business Transactions → G/L Account Posting → Carry Out and Check Document Settings →Maintain Field Status Variants. Choose Cancel Field Status for the appropriate field status group from the detail data. Define the field Reference Data 3 as an optional entry in the general data.
Features
Payment for an Advance Payment
The system posts the advance payment as a down payment request in Financial Accounting (FI). When an advance payment (payment) is offset, it is posted with special G/L indicator A. The payment -> advance payment connection is created using reference key 3 (field BSEG-XREF3). When a down payment is created, the system automatically fills this field with the contents of the field reference key 3 (field BSEG-XREF3) for the advance payment (down payment request).
When you process the down payment, do not sign field reference key 3. This would cause you to lose the connection.
Down Payment for a Down Payment Request
The down payment -> down payment request connection is created using reference key 3 (field BSEG-XREF3). When a down payment is created, the system automatically fills this field with the contents of the field reference key 3 (field BSEG-XREF3) for the down payment request).
When you process the down payment, do not sign field reference key 3. This would cause you to lose the connection.
You can completely clear the down payment request. However, you can also make a partial payment or overpayment:
· If a partial payment is made, the system carries out the following steps:
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a. After assigning a partial payment to a down payment request, the down payment request is cleared in full, even if you have only paid a partial amount. Consequently, you cannot assign further partial payments for this down payment request.
b. The system automatically creates residual items for the outstanding open amounts. The system only informs you if residual items are to be created if the automatic creation of residual items fails. You can decide whether to demand payment for the open amounts immediately or when the next down payment request is made.
The system creates the residual item in the transaction for the original down payment request. The amount taken is the open amount and the posting date is the current date. The system copies all other data, for example cash discount terms, from the original down payment request.
For more information on residual items, see:
Automatic Creation of Residual Items
· If an overpayment is made, the system carries out the following steps:
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c. If an overpayment has been made for a down payment request, the system creates a credit memo the next time a down payment request is created (partial invoice) for the amount that has been overpaid. This prevents an overpayment in the down payment chain, for example on the credit-side.
d. The credit memo is created in the transaction where the overpayment was made.
Payment for Invoices, Final Invoices and Corrections
Assignment of the payment to an invoice, final invoice or correction to the down payment chain is carried out automatically. There are no further prerequisites. For more information about ingoing and outgoing payments, see FI Accounts Receivable and Accounts Payable (FI-AP/AR).
Activities
Post Payment for an Advance Payment or a Down Payment Request
· To post a down payment for an advance payment or down payment request in a debit-side down payment chain, choose Accounting → Financial Accounting → Customers → Posting → Down Payment → Down Payment (transaction F-29).
· To post a down payment for an advance payment or down payment request in a credit-side down payment chain, choose Accounting → Financial Accounting → Customers → Posting → Down Payment → Down Payment (transaction F-48).
Post Payment for Invoices, Final Invoices and Corrections
· To post a payment for an invoice, final invoice or correction in a debit-side down payment chain, choose Accounting → Financial Accounting → Customers → Posting → Ingoing Payment (transaction F-28).
· To post a down payment for an invoice, final invoice or correction in a credit-side down payment chain, choose Accounting → Financial Accounting → Vendors → Posting → Outgoing Payment → Post (transaction F-53).