Including a Debit item on a Vendor during Automatic Payment execution

October 12, 2016

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Introduction

In this post we will demonstrate how the Automatic Payment Program can be configured to be able to pick a debit item in your payment proposal.

Debit items can be posted on a vendor by creating a down payment or posting a credit memo on the vendor. For the purpose of our demonstration we assume that the debit item is created by a down payment.

The down payment process starts with the creation of a down payment request. You create a down Payment request with transaction F-47, either directly in AP, or with link to the Purchase order.

Assume again that in our case, we are creating a down payment request directly from FI-AP without reference to a PO Created from MM.

How to make a payment

To create a payment request follow the menu path:

Accounting — Financial Accounting — Accounts Payable — Document Entry — Down Payment — Request

Or use transaction F-47

Select the G/L indicator “A”.

Press enter

Simulate and save

If you display the Vendor line item with FBL1N, and select the “Noted Items” option, you will see the down payment request as below:

Now you can make the down payment using the automatic payment program F110.

Note: in addition to several configuration settings relating to special G/L Transactions (which will be discussed in another post), you should carry out the configuration step (discussed below) to allow the APP Program to pick the down payment request during the payment run. Otherwise you may get the error below:

Company codes 9999/9999 do not appear in proposal 17.09.2016 FA009; correct

Message no. FZ003

Alternatively, you can still execute the Down Payment manually through F-48, as below:

Accounting — Financial Accounting — Accounts Payable — Document Entry — Down Payment — Down Payment

Click on Requests above

Highlight the item and click on “create down payments”

If you display the Vendor line item with FBL1N, and select the “Special G/L Transactions” option, you will see the down payment as a debit item on the vendor.

Assume now that you posted an invoice with FB60, FV60 etc. of say USD 100,000

If you now display the Vendor line item with FBL1N, and select “Normal items” and “Special G/L Transactions” options, the situation will be as below:

Note: that you have a Debit and a credit item on this Vendor.

However, without the settings below, if you execute the Automatic Payment Program (F110), the debit item of the down payment will not be picked up in the payment run. Meaning that only the invoice posted will be included in the payment proposal (see below), when what you actually wanted is to pay the net (invoice posted minus the down payment made).

In order to pick both the debit and the credit item maintain the settings below:

Financial Accounting (New) —- Accounts Receivable and Accounts Payable—- Business Transactions— Outgoing Payments— Automatic Outgoing Payments—-

Payment Method/Bank Selection for Payment Program— Set Up All Company Codes for Payment Transactions

Or use transaction FBZP

Click on All Company Codes above and select your company code

Double click on your company code

Include the special G/L transaction to be paid and save.

Special G/L indicator “F” means Down Payment Requests
Special G/L indicator “P” means Payment request
Special G/L indicator “A” means Down Payment

With the inclusion of the Special G/L indicator “A” in the above setting, you will be able to pick both the debit and the credit item during the payment run, as below

With the inclusion of the Special G/L indicator “F”, you should be able to pay the down payment request through F11O, instead of manually through F-48 (as done above).