How to Clear Down Payment for Customer in SAP T code - F-39

Clear Customer Down Payment in SAP

Business Process Description Overview

You can clear the down payment with the closing invoice by either:

  • Transferring the down payment to the receivables account and taking account of this transfer when posting the payment, or 
  • Directly clearing the down payment with the invoice when the incoming payment is made 
You can carry out both procedures manually or automatically using the accounts payable payment program. 

T Code :- F-39



Input - Required Fields
Field Value / Comments
Document Date
Document Entry Date
Document Type
Defaults to “DA”
Company Code
1000
Posting Date
Effective date
Currency
Document Currency
Customer Account Number
10000 (Customer Code)


Output – Results
Comments
The system will return a document number for the cleared Customer down payment.




Procedural Steps

1.1. Access the “Clear Customer Down Payments” transaction by:

Via Menus
Node               Transaction code    Text                             
                                                                        
Nodes                       F-39         Clearing                         
Preceding node                         Down payment                     
Preceding node                         Document entry                   
Preceding node                         Accounts Receivable                 
Preceding node                         Financial Accounting             
Preceding node                         Accounting                           

Via Transaction Code
F-39

1.2. On the “Clear Customer Down Payment: Header Data” screen, enter information in the fields specified in the table below:


Then Save


Field Name
Description
R/O/C
User Action and Values
Comments
Document Date
Document Entry Date
R
Enter the Document Date

Document Type
Document type that the transaction will post as
R
Defaults to “DA”

Company Code
Financial company code
R
1000

Posting Date
Effective date
R
Defaults to current date

Period
Enter the fiscal period
R
The proper period will default for the entered posting date

Currency/rate
Document Currency
R
Enter desired currency if different than the defaulting currency

Reference
Enter the reference document number
O
Reference document number contains the document number for customer/Customer

Doc. header text
Enter document header explanations or notes
O
Utilize this field according to your company’s established procedures

Customer Account Number
Enter the account number for Customer
R
Enter the proper Customer account number for which the down payment to be cleared.  Eg. ABC121

Relevant Invoice
Enter the number of the invoice the transaction belongs to
O
You may leave this field blank to select from all down payments for this Customer or can give a particular invoice as reference to which the down payment has to be cleared.

Line Item
Enter the relevant line item
O
You may leave this field blank to select an item from the screen that follows

Fiscal Year
Enter the relevant Fiscal Year
O
Enter the Fiscal Year.

Assignment
The assignment number is an additional information reference field in the line item.

O
You can either enter the field contents manually, or have the system define them automatically in the master record via the sort key field.

The program can display the account line items sorted according to the content of this field.
Text
Contains an explanatory text on the line item.

O
Enter a text manually or transfer a standard text. To transfer a standard text you enter the corresponding text variable with a prefixed equals sign (=XXXX).

Texts with an asterisk at the first position are transferred into the line item list for the correspondence, for example, in dunning letters or payment confirmations. It is a requirement, that the field "Segment text" is present in the form for the correspondence.


Note: In column “R/O/C” of above table, “R” = Required, “O” = Optional, “C” = Conditional

Select the Process Down Payments button to proceed.



1.4. On the screen “Clear Customer Down Payment: Choose Down Payments”, choose the down payments to be cleared by clicking the checkbox to the left of the item.


1.5. After the item(s) is selected, access the menu path Document -> Simulate to review the accounting document.


1.6. On the screen “Clear Customer Down Payment: Display Overview”, review the highlighted accounting document for missing or incorrect information. To edit, double click on the line item.


1.7. Once the document is reviewed, post the document by clicking on the Save icon.


NOTES: The system will return a document number for the cleared Customer down payment.

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