You want to post a transaction.
When posting a partial invoice as an invoice or down payment request, or when posting a final invoice, you need to take several points into consideration:
● Security retention amounts for partial invoices
amount can be defined in the contract for partial invoices. This is defined in
the contract as a percentage and default value for the invoiced amount. Retention amounts safeguard against
inaccuracies in data entry of partial payments and are therefore also known as
security retention amounts. These security amounts never become due and are
canceled when the final invoice is created.
You can define several retention amounts for a partial invoice in the contract.
● Security retention amounts for final invoices
Retention amounts for final invoices are also called guarantee retention amounts. They become due after a contractually defined guarantee period. You can individually determine these guarantee periods for each retention amount category.
● Special retention amounts for partial invoices
For incorrect partial invoices (for example, false estimates, quality defects), you can post a contractually defined special retention amount. You post in the same way as for the contractual retention amount. Special retention amounts can be returned once the problems are resolved.
● Additional costs
Subcontractors are often liable for payment of additional costs (for example, water, electricity, and waste disposal). If you want to include these costs in the down payment chain, you should state this in the contract data, so that they appear automatically as default values when a new invoice is created. The system calculates the additional costs as a percentage of the invoiced amount. However, the user can manually overwrite these.
For debit-side down payment chains, additional costs reduce revenue and for credit-side down payment chains they reduce expenses.
If you want to post a transaction, choose Posting in the application toolbar. In the dialog box, enter the transaction name and using the transaction category, define which transaction you want to post.
Your choice of transaction category is determined by the following factors:
● Chain type of the down payment chain
● Transaction category of the previously posted transaction
Next, the Posting tab page appears in the work area where you can enter your data. In addition, in the application toolbar you have functions for posting transactions.
There are several data areas on the Posting tab page.
Here you enter the posting date, the document date, and the period.
The system transfers the transaction currency and the tax code from the contract data. They cannot be changed. If the sales tax rate changes, you must change the contract correspondingly.
You can also enter a reference. The reference can, for example, contain the document number of the business partner. You can, however, fill this field as you wish.
Here you find the cash discount percentages and payment periods. These terms of payment are determined in the terms of payment key that the system transfers from the contract data. However, you can change the key for each transaction.
The entry screen for posting data consists of three columns. The Cumulative column specifies the future “status” of the chain, once the user has posted. In the To Date column, the system displays the previous transactions of the down payment chain. The Delta column displays the difference posting.
The system does not display this data area for advance payments.
You can enter data into down payment chains cumulatively, or add the difference to the previous postings (delta entry). Which fields are ready for input depends on the chain type.
● If the cumulative entry indicator is set in the chain type, the cumulative fields are ready for input.
● If the cumulative entry indicator is not set in the chain type, the delta fields are ready for input.
Which fields are displayed in the entry screen rows are determined by several factors:
● The settings you configured in the contract data:
○ If you entered retention amounts in the contract data, the system displays the corresponding fields for the retention amounts.
○ If you entered additional costs in the contract data, the system displays the corresponding fields for the additional costs.
● The transaction that you want to create:
○ For example, for a partial invoice the field Retention Amount for Partial Invoice appears and for a final invoice the field Retention Amount for Final Invoice appears For advance payments these fields do not appear at all.
Moreover, the net amount is calculated differently and it must be distributed across the account assignment items. The system calculates the amount to be distributed depending on the transaction category and the type of data entry.
This data area is displayed if you have met the following prerequisites:
● Extended withholding tax is activated for the company code.
● Withholding tax information is defined in the master data for the customer or vendor.
● You are posting a partial invoice as an invoice, a final invoice, or a correction.
The withholding tax code, withholding tax base amount, and withholding tax amount in the document currency is displayed. The withholding tax base amount is displayed in local currency. You can change the withholding tax base amount or the withholding tax amount to document currency.
On May 16, 2001, the German Bundestag and on June 22, 2001, the German Bundesrat assented to the law governing the containment of illegal work in the construction sector. As of January 1, 2002, certain subcontractors are governed by this law.
The law provides that for quid pro quos for construction work that is produced, the beneficiary (the party for which construction work is executed) has to deduct 15% taxes for invoices of the supplying party (the party that executes the construction work). This is represented in the ERP system by extended withholding tax. (See SAP Note 429979.)
The system displays the Payment data area between the Cash Discount data area and the Posting Data and Account Assignment data area on the Posting tab page. This data area is a default implementation of the BAdI /SAPPCE/DPC_POSTING. If you create your own implementation for the BAdI, you can display a data area in this position that fulfills your specific requirements (see SAP Customizing Implementation Guide: Financial Accounting (New) → Accounts Receivable and Accounts Payable → Business Transactions → Debit-Side and Credit-Side Down Payment Chains → Enhance Debit-Side and Credit-Side Down Payment Chains → Define Customer Enhancements → BAdI: Posting the Down Payment Chain).
In the application toolbar, there are several functions available to you:
● If you entered data and want to check the posting data, choose with quick info Check Document Posting before you save. In addition, the system carries out consistency checks before you save the data.
The credit and debit balance must equal zero and the data must be complete. If there is an error, you cannot save data. You must correct the data first. If they balance, the system updates the document file and the G/L account balances.
● To reset your entries, choose with quick info Reset.
● With Contract data you can jump to the contract data and edit it.
For more information about the general standard functions in financial accounting, see SAP Library under Accounting → Financial Accounting (FI) → Accounts Receivable and Accounts Payable → Posting.