J03 BPP 02 en in

Release V2.
470
February 2005
English
Accounts Payable
Accounting
Down Payments
Buildiing Block Business Process Procedure
SAP AG
Neurottstr. 16
69190 Walldorf
Germany
SAP Best Practices J03-Accounts Payable Accounting Down Payments: BPP
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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,
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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.
Abbreviations
R Required entry field

(used in the end-user procedures)
O Optional entry field
C Conditional field
Contents
Down Payment Processing.................................................................................................................. 6
1 Down Payment Request............................................................................................................... 6
2 Posting Down Payment................................................................................................................. 8
3 Posting an Invoice......................................................................................................................... 9
4 Displaying a Document............................................................................................................... 11
5 Down Payment Clearing............................................................................................................. 12
Down Payment Processing

Purpose
Processing vendor down payments in a company involves many different transactions, some of
which can be carried out automatically by the system. You first create a down payment request
manually. This is a purely statistical document that you require to enable the system to post the
down payments to your vendor automatically using the payment program or you can make the
payment manually. Once the down payment request has been created, you can enable the system
to post the down payments in the next automatic payment run. If the vendor invoice is later posted
manually, the invoice is cleared with the down payment that has already been posted so that only
the difference remains to be paid to the vendor.
If the Vendor services or supplies are subject to withholding tax, the tax need to be deducted at the
time of payment or at the time of invoice liability booking which ever is earlier. You have two types of
withholding tax types defined in the system i.e. withholding tax type to deduct the TDS at the time of
invoice liability and Withholding tax type to deduct the TDS at the time of Advance Payment. Use
the applicable tax codes.
This scenario explained without considering the Withholding tax.
Process Flow
This scenario shows the following steps
 Create Down Payment Request
 Post Down Payment
 Post Vendor Invoice
 Clear Down Payment
1 Down Payment Request

Use
Create a down payment request to make the down payment to the vendor.
Prerequisites
Vendor master record must be created using the “Accounts Payable Accounting: Master Data” and
do not maintain any values in the Withholding Tax Accounting details screen.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 Menu Accounting  Financial Accounting  Accounts Payable 
Document Entry  Down Payment  Request
Transaction code F-47
2. On the Down Payment Request: Header Data screen, make the following entries:
Field name User action and Comment
values
Document Date Today’s date
Posting Date Today’s date
Document Type KA Vendor document
Company Code BP01 India Best Practices Ltd, Bangalore
Currency INR
Reference Request 453 Advance Payment reference text
Account A2000
Trg.Sp.G/L ind. A Enter the Target Advance Payment Special G/L
indicator to be posted at the time of clearing the
down payment request.
3. Choose Enter.
4. On the Down Payment Request: Add Vendor Item screen make the following entries:
values
Amount 25000
Bus.Pl/Secn.Code Leave blank Enter Section code, if the vendor is subject to
withholding tax
Due On Today’s date + 1 Due date of the down payment
Text Advance Payment Enter the relevant text applicable to this line item
to the Vendor
5. On the Down Payment Request: Add Vendor Item screen choose the Withholding tax push
button. System will display the pop window Enter Withholding tax Information. With holding Tax
codes will be default from the vendor master record. If the transaction is not relevant for
withholding tax, remove the withholding tax code in the pop up screen and choose Enter.
6. To post the down payment request document Choose Document Post.
Result
The system displays the message Document 17000000xx was posted in company code BP01. Make
a note of the document number.
Example
Document 1700000002 was posted in company code BP01
2 Posting Down Payment

Use
Down payments to vendors can be posted automatically using the payment program or manually.
The process demonstrated is manual down payment.
Procedure
1. Access the transaction choosing one of the following navigation options:
Document  Down Payment  Down Payment
2. On the Post Vendor Down Payment: Header Data screen make the following entries
values
Type B1 Bank Payment SBI
Currency INR
Reference Adv Payment 453 Advance Payment reference text
Account A2000
Sp.G/L ind. A Enter the Special GL Indicator.
Bank – Account 24510000
Bank - Amount 25000
Value date Today’s date Today’s date defaulted by the system, if required
can be changed
Bank -Text C.No.xxxxxxx Enter the relevant reference data as required
3. Choose the push button Requests to process further
4. On the Post Vendor Down Payment: Choose Requests screen select the down payment line
item
5. Choose the Create Down Payments push button
6. System will display the overview of the document to be posted.
7. To save the document, use the menu Document  Post or press Ctrl+S.
Result
The system displays the message Document xxxxxxxx was posted in company code BP01. Make a
note of the document number.
Example
Document 1400000 was posted in company code BP01
3 Posting an Invoice
1. To post a vendor invoice for office supplies, choose the following menu path:
Document Entry  Invoice
Transaction code FB60
2. Enter the following data if it is not already defaulted in the system:
values
3. If the Company code is not defaulted use the following option to assign BP01 as the company
code.
To change the company code, choose Edit  Change Company Code.
4. Enter the following basic data:

values
Vendor A2000
Invoice Date Today’s date Date of the vendor invoice
Posting Date Today’s date Posting date in the SAP system
Reference RE1210 Vendor’s invoice number
Amount 50000 Invoice amount
Currency INR Document/invoice currency
Calculate Tax The system calculates the input tax, if required
Bus.Place/Sectn leave blank Enter the Section code if the vendor is subject
to withholding tax
Text Stationery and Enter the Text for the line item
other materials
Withholding Tax Tab The Withholding Tax Type / W/Tax Code
defaulted from the Vendor Master Record
Name of W/hld.Tx Typ Blank Example - Withholding tax type - Tax
Deduction at the time of invoice posting has
been defaulted from the vendor master record

Name of W/hld.Tx Typ Blank Example - Withholding Tax Type - Tax
Deduction at the time of payment posting has
been defaulted from the Vendor master record
W/tax Code Blank Example –I1-INV-CONTS.CORP-TDS
SEC.194C-2.10%. If the invoice is subject to
withholding tax keep the Withholding Tax code
on invoice posting. .
If the services / supplies are not relevant for
TDS remove withholding tax code I1.
W/tax Code Blank Example - System defaulted P1- PAY-CONTS.
CORP- TDS SEC.194C-2.20%, This tax will
be used to deduct the tax at the time of
payments. Remove the P1 as tax deducted
using the I1.
W/Tax Base FC Blank System will default automatically while posting
the document, the amount entered in the basic
Data. If tax to be withheld on modified base
amount use has to change the amount.
With / tax Amt. FC Blank System will calculate the Tax to be withheld
based on the Tax code.
Other Field Values defaulted by the system in the Payment Tab (baseline date and Payment
Terms). If required you can change the default value.
If the Withholding tax information is not maintained in the Vendor Master Record, system will
not display any data in the Withholding Tax tab
5. Enter the following data for the item:
values
G/L Acct 58102000 Office supplies
D/C Debit
Amount in Doc. Curr. 50000 Enter the gross amount. The system calculates
the input tax automatically.
Tax Code V0 Input Tax Zero
Jurisdiction Code IN00 Jurisdiction code
IN00
Text Stationery Items Enter the line item relevant text
purchased
Cost Center Example Enter the valid cost center, if the cost
accounting assignment as applicable
1201-Purchasing
6. To check the document before it is posted, choose Simulate (F9).
Doc.type : KR ( Vendor invoice ) Normal document

Doc. Number Company code BP01 Fiscal year 2003
Doc. date 21.12.2003 Posting date 11.12.2003 Period 09
Ref.doc. RE1210
Doc.currency INR
Itm PK Account Account short text Assignment Tx Amount
1 31 A2000 Rama Stationary 50,000.00-

2 40 58102000 "Statnry, pr-Adm" V0 50,000.00
7. To post the document into the system use menu path Document  Post or Choose Post
(Ctrl+S).
8. At the bottom of the screen, the system outputs the message: Document 19000000xx was
posted in company code BP01, where xx are the sequential document numbers posted by the
system.
9. Make a note of the invoice document number.
Results
You have posted the vendor invoice in Financial Accounting.
Example
Document 1900000005 was posted in company code BP01.
4 Displaying a Document
1. To display the posted invoice document, choose the following menu path:
Document  Display
Transaction code FB03
Enter the following data:

values
Document Number 19000000xx Enter the document number you noted
previously.
Company Code BP01
Fiscal Year Current year
Choose Enter.
On the screen that follows, the posted document is displayed in the document overview along with
all the document header information (such as the document number, posting date, invoice date, and
the individual posting lines).
Double-Click one of the posting lines (or choose the magnifying glass icon) to display the details for
that posting line.
You can then choose Display  Change (Shift+F1) to switch to the change mode and change
certain details in the document, such as the terms of payment.
Alternatively, you can also go directly from the document overview to the change mode of a posting
line. To do so, position the cursor on the posting line you require and choose Change Row
(Ctrl+Shift+F11).
You cannot change vendor or G/L accounts, amounts, tax amounts, or tax codes. If you
detected an error when posting the document, you have to reverse it.
5 Down Payment Clearing

You now want to clear the down payment with the invoice so that, in a later payment run, only the
open difference remains to be paid.

Document Entry  Down Payment  Clearing
1. Enter the following selection data:
values
Company Code BP01
Currency INR
Vendor A2000
Relevant Invoice 19000000xx Enter the document number of the invoice that
you have posted.
2. Choose Process Down Pmnts.

The down payment document created by the payment program is then displayed. Choose the down
payment document by clicking it twice, and then choose Save.
The system now displays the document overview. At the bottom of the screen, a message appears
requesting you to correct the marked line items. Choose the line item highlighted in color by double-
clicking it, and enter the text Down payment clearing.
Choose Post.
The system displays the message Document 17000000xx was posted in company code BP01.

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Release V2.

© Copyright 2005 SAP AG. All rights reserved.

ORACLE® is a registered trademark of ORACLE Corporation.

JAVA® is a registered trademark of Sun Microsystems, Inc.

MaxDB is a trademark of MySQL AB, Sweden.

Type Style Description

R Required entry field

Down Payment Processing

This scenario explained without considering the Withholding tax.

1 Down Payment Request

6. To post the down payment request document Choose Document Post.

2 Posting Down Payment

3. Choose the push button Requests to process further

5. Choose the Create Down Payments push button

6. System will display the overview of the document to be posted.

To change the company code, choose Edit  Change Company Code.

4. Enter the following basic data:

been defaulted from the vendor master record

Doc.type : KR ( Vendor invoice ) Normal document

1 31 A2000 Rama Stationary 50,000.00-

Enter the following data:

5 Down Payment Clearing

SAP R/3 Menu Accounting  Financial Accounting  Accounts Payable 

2. Choose Process Down Pmnts.

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