4.

7
September 2003
English

Accounts Receivable
Accounting
Down Payments
Business Process Procedures

SAP AG
Neurottstr. 16
69190 Walldorf
Germany

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SAP Best Practices Accounts Receivable Accounting Down Payments: BPP

Copyright

© Copyright 2003 SAP AG. All rights reserved.

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SAP Best Practices Accounts Receivable Accounting Down Payments: BPP

Contents
Down Payments.................................................................................................................................. 6
Posting a Down Payment Request................................................................................................... 6
Posting a Down Payment................................................................................................................. 7
Posting an Invoice............................................................................................................................ 9
Clearing............................................................................................................................................ 9

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SAP Best Practices Accounts Receivable Accounting Down Payments: BPP

Icons

Icon Meaning
Caution

Example

Note

Recommendation

Syntax

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field
names, screen titles, pushbuttons as well as menu names, paths and
options.
Cross-references to other documentation.
Example text Emphasized words or phrases in body text, titles of graphics and tables.
EXAMPLE TEXT Names of elements in the system. These include report names,
program names, transaction codes, table names, and individual key
words of a programming language, when surrounded by body text, for
example, SELECT and INCLUDE.
Example text Screen output. This includes file and directory names and their paths,
messages, source code, names of variables and parameters as well as
names of installation, upgrade and database tools.
EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the
ENTER key.

Example text Exact user entry. These are words or characters that you enter in the
system exactly as they appear in the documentation.
<Example text> Variable user entry. Pointed brackets indicate that you replace these
words and characters with appropriate entries.

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SAP Best Practices Accounts Receivable Accounting Down Payments: BPP

Abbreviations
EUP End-user procedure

R Required entry field

(used in the end-user procedures)
O Optional entry field
(used in the end-user procedures)
C Conditional field
(used in the end-user procedures)

This document refers to company code BP01, which uses the chart of accounts CAZH.

A CO account assignment is used in some of the following examples. This account

assignment must only be entered if the CO component has been installed.
Otherwise, the CO account assignment is invalid.

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SAP Best Practices Accounts Receivable Accounting Down Payments: BPP

Down Payments

Purpose
Down payment requests and down payments are special general ledger transactions. These
transactions are not posted to the G/L account defined in the customer master record but to an
alternative G/L account. In China, down payment request is rarely used.

Prerequisites
Alternative reconciliation accounts for posting the down payment requests and the down payments.

Process Flow
 Down payment request
 Down payment
 Invoice
 Down payment clearing
 Payment and clearing

Result
Unlike partial payments, down payments are reported separately in the balance sheet.

Posting a Down Payment Request

Use
Down payment requests are noted items that do not affect the balance sheet. They can be taken into
consideration in the dunning program and in the payment program.

Prerequisites
Customizing for special general ledger transaction F with alternative general ledger account 430100.

Procedure
1. Call up the transaction as follows:

Menu path Accounting  Financial Accounting  Accounts Receivable 

Document Entry  Down Payment  Request
Transaction code F-37

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2. In the Customer Down Payment Request: Header Data screen, enter the
required data.

Field Description R/O/C User action and values Comment

name
Document Date R Today’s date Example
Company Code R BP01
Currency R CNY
Reference R Down payment request Example
Account R 100000 Example

3. Choose New Item.

4. In the Customer Down Payment Request: Add Customer Item screen, enter the required data.

Field Description R/O/C User action and values Comment

Name
Amount R 1000 Example
Due On R Current date + 1 day
Tax Code R

5. Save your entries.

Result
The system posts the down payment request to account 19990501.

Posting a Down Payment

Use
You can post down payments either manually or automatically (payment program SAPF110,
automatic debit or bank direct debit payment method). The manual posting process is described in
the following.

Prerequisites
Customizing for special general ledger transaction A with alternative general ledger account
21310101.

Procedure
1. Call up the transaction as follows:

Menu path Accounting  Financial Accounting  Accounts Receivable 

Document Entry  Down Payment  Down Payment

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Transaction code F-29

2. In the Post Customer Down Payment: Header Data screen, enter the
required data.

Field Description R/O/C User action and values Comment

name
Document Date R Today’s date Example
Company Code R BP01
Currency R CNY
Reference R Down payment Example
Customer: Account R 100000 Example
Special G/L Indicator R A
Bank: Account R 10020109
Amount R 1000 Example
Value Date R Current date Example

3. Choose Requests.

4. In the Post Customer Down Payment: Choose Requests screen, select the required item. Save
your entries.

If you post a down payment without a request, proceed as described in steps 1 and 2.
Instead of Requests, choose New Item.

5. In the Post Customer Down Payment: Add Customer Item screen, enter the required data.

Field Description R/O/C User action and values Comment

name
Amount R 1000 Example
Due On R Date in the future

Save your entries.

Result
The document posts the bank account 10020109 (Customer incoming payments) on the debit side
and the customer with the alternative reconciliation account 21310101 on the credit side. The
system automatically sets a payment block in the down payment.

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Posting an Invoice

Procedure
1. Call up the transaction as follows:
Menu path Accounting  Financial Accounting  Accounts Receivable 
Document Entry  Invoice
Transaction code FB70

2. In the Enter Customer Invoice screen, enter the required data.

Field Description R/O/C User action and values Comment

Name
Customer R 100000 Example
Invoice Date R Today’s date Example
Reference R Invoice no. 3456 Example
Amount R 10000 Example
Currency R CNY
Calculate Tax O X
Tax Code R X1
G/L Acct R 51010101
Amount in Document Curr. R 10000
Profit Center O 1100
3. Save your entries.

Result
The system outputs the message 1,000.00- CNY Down payment exist for further postings to account
107.

Clearing
Use
After you have issued the final invoice, you can clear the down payment with the invoice. You carry
out a transfer posting to the normal reconciliation account11310101.

Procedure
1. Call up the transaction as follows:

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SAP Best Practices Accounts Receivable Accounting Down Payments: BPP

Menu path Accounting  Financial Accounting  Accounts Receivable 

Document Entry  Down Payment  Clearing
Transaction code F-39

2. In the Clear Customer Down Payment: Header Data screen, enter the
required data.

Field Description R/O/C User action and values Comment

name
Document Date R Today’s date Example
Company Code R BP01
Currency R CNY
Reference R Clearing down payment Example
Account R 100000 Example
Invoice Reference R Document number of the
invoice

3. Choose Process Down Payments and select the corresponding down payment.

4. Choose Save.

A message then appears at the bottom of the screen requesting you to correct the marked line
items. Choose the line item highlighted in color by double-clicking it. Enter the text Down
payment clearing.
5. Save your entries.

Result
The down payment is cleared and the balance of account 21310101 is zero again. The system posts
a new item in the customer account and in account 11310101. The payment block is cancelled. The
new item can now be handled as a partial payment, and included and cleared when an incoming
payment is received (or by the payment program).

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