Payment Procedures Z Developments

BSNL
User Manual
Finance & Controlling (FICO)
Payment Procedures
Version:1.1
User Manual FI : Accounts Payable
Module Name Finance & Controlling
Business Process Payment Procedures
01.07.2011
Version Control
Date Version Author Change Description

01.02.2010 1.0 Nidhi Tulshan
01.07.2011 1.1 Jaswinder Kaur Updated changes to Vendor Master Creation
Process
The document has been prepared to be used by the following stake-holders:
 End Users Performing day to day transactions as per their Roles and Authorizations in SAP
System.
 Core Team – Directly involved in recording and accounting of costs related to electricity.
 Business Process Owners – Respective Business Leaders, involved in validating the process
design.
Important Note:
The information in this document is only meant to be a reference for ERP Process configured as per the Business
Process approved by BSNL Management for Finance & Controlling Module and is not a complete description of the
SAP product and its functionalities. Its main purpose is to serve as a reference Document for User Training and
Support.
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Course Overview
SAP Finance & Controlling module manages all the transactions related to accounting of
business transactions and controlling module is used for internal reporting purposes. The unit
explains the various steps to be followed after running automatic payment program for
generating the payment advice, RTGS and NEFT form printout and generation of payment file
to be sent to the bank for making payment.
Target Audience
This course is intended for the following audiences:
 Junior Accounts officer

 Chief Accounts officers’
 Senior Management – Accounting and Finance functions.
Course Prerequisites
 Knowledge of navigating SAP systems

 Basic knowledge of Finance & Controlling
Course Goals
This course will prepare you to:

 Take Payment Advice Printout
 RTGS & NEFT Printout
 Automatic Bank Payment File Extraction
 IFSC Details for RTGS/ NEFT Payments
 Vendor Master Report
 Upload Vendor CIN Details
 Temporary Advance Status Report
 Temporary Advance Status Details
Course Objectives
After completing this course, you will be able to:

 Take Payment Advice Printout
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 RTGS & NEFT Printout

 Automatic Bank Payment File Extraction
 IFSC Details for RTGS/ NEFT Payments
 Vendor Master Report
 Upload Vendor CIN Details
 Temporary Advance Status Report
Temporary Advance Status Details
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Important information to be noted:-
 All documents are to be created in reference to the preceding document.

 All SAP Transactions can be executed either by navigating to the required
Transaction through the Menu Path or by simply entering the Transaction Code for
the respective Transaction in the Command Field.
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Table of Contents
1. PAYMENT ADVICE PRINTOUT ........................................................................ 8
2. RTGS AND NEFT PRINTOUT ......................................................................... 15
3. AUTOMATIC BANK PAYMENT FILE EXTRACTION ......................................... 22
4. IFSC DETAILS FOR RTGS /NEFT PAYMENTS .................................................. 28
5. VENDOR MASTER REPORT .......................................................................... 34
6. UPLOAD VENDOR CIN DETAILS .................................................................... 36
7. TEMPORARY ADVANCE STATUS REPORT ..................................................... 42
8. TEMPORARY ADVANCE STATUS DETAILS .................................................... 45
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Input - Required Fields Field Value / Comments

Company Code 1021
Vendor Account 1005107 and 1005108
For all above three scenarios, namely, Print Payment advice, RTGS and NEFT Form printout &
Automatic Bank Payment File Generation we will use same Automatic Payment run made
through Tcode F110 for two vendors
Run Date : 08.08.2011

Identification: UMANL
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For the mentioned Run date and Identification , the proposal is run and payment proposal is
created
Payment Run done for generating payment advice , RTGS / NEFT form printout and bank
payment file
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1. Payment Advice Printout

Once the payment is done either through manual payment or automatic payment run , the
printing of payment advice and sending same to vendor through mail will be performed
separately using below functionality .
To take the printout of the payment advice , go to Tcode ZFI048_1

Via Transaction Code ZFI048_1
Update the following Required ( R ) and Optional ( O ) field
Field Name Description R/O Values( Example )

Automatic Select the radio button if payment advice is R Selected for
Payment generated for automatic payment run Automatic payment
Payment Run Run date in automatic payment run R 08.08.2011
date
Identification Identification specified in payment run R UMANL
Company Code Identifying the company code R 1021
Click on Execute
On execution it will show the print preview of the payment advice generated for two vendors
as specified in the automatic payment run
First Page
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Data in the payment advice
Field Name Description Values( Example )

Logo Company Logo BSNL Logo
Heading Form Heading Payment Advice
Vendor Name of the vendor Tshering
Name
Address Vendor Address
Code Vendor code 1005107
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Payment Date of making payment 08.08.2011

Date
Reference No Payment Document Will be generated after payment run
number
Payment Mode through which RTGS
Mode payment is done
BSNL Bank BSNL Bank through
Details which payment is done
Instrument Cheque No Will be updated if payment is done through cheque

No payment method
Description Text in the payment
advice
Invoice Date Bill Date Date of the vendor bill number

Invoice No Bill number Bill number entered while posting invoice
PO number Purchase Order number Purchase order for which invoice is posted
Invoice Bill amount Amount of the vendor invoice
amount
TDS/ Amount of deduction Total deduction amount calculated per invoice (
Deduction explanation in the annexure page )
Payment Final paid amount Amount of the final payment
Amount
Amount in Payment amount in Final payment amount in words
words words
Footer BSNL Company Code Name and Address of the paying company code
name and Address
Second page
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Data in the Annexure

Heading Form Heading Details of Deduction
Vendor Vendor Code 1005107
Account no
Invoice No Bill number Bill number entered while posting invoice
BSNL Ref No SAP Document 1900000105
number
TDS Amount of TDS 167899
Deduction deducted per
invoice
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Other Any credit memo 4000

Deduction posted against the
invoice
Reason for Text for the
deduction deduction in case
credit memo is
posted
Click on back button
In case you want to send the payment advice before doing payment run , the system gives
below error message
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Therefore payment run is mandatory for sending the payment advice to vendors
Once payment run is done , then for sending payment advice through mail to vendors , put tick
on
Click on execute . On execution it gives below message based on the mail id of the vendors
existing in the vendor master
In case you want to send mail to both the vendors , then click on , otherwise
On clicking , it will go back to the previous screen and allow user to add mail
address in the vendor master
After updating mail address in the vendor master go again to the Tcode ZFI048_1 and select the
option to send mail to vendor . In that case system gives below message
Click on to send mail . System gives below message
Below screenshot of the PDF received by the vendor
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Payment Advice.pdf
Once mail is send , if user again wants to send mail to vendor then on execution system gives
below message
If you want to resend and select , then again mail will be sent to vendor but
with word DUPLICATE at the header level
Attached the mail , received by the vendor
Payment
Advice_Duplicate Copy.pdf
Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete
2. RTGS and NEFT printout
To take the printout of the RTGS and NEFT form , go to Tcode ZFI031
Via Transaction Code ZFI031

Payment Run Run date in automatic payment run R 08.08.2011
date
Page 15 of 50
Office Address Address of the company O CP DELHI

Telephone Telephone No of the company O 9866899990
Number
Fax Number Fax Number of the company O 012458765456
Click on Execute
On execution it will show the print preview of the RTGS and NEFT form generated for two
vendors as specified in the automatic payment run
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Data in the payment advice

Heading Company Name
Office Address given in first CP DELHI

Address screen
Tel No Tel No given in first 9866899990
screen
Fax No Fax No given in first 012458765456
screen
Heading line Details required in the
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mandate form
Here RTGS / NEFT depends upon the total amount
to be paid . If amount is more than Rs. 2 Lakh then
RTGS will come otherwise NEFT will come
BSNL Bank Bank to be identified for Corporation Bank
details payment
Vendor Bank Account number and 786543467789
details account type of the Current Account
vendor bank account as
specified in the vendor
master
Amount Total amount due 1709986
Authorised Signature of authorized After printout of the form , the authorized person
Signatory person can take printout
Before making payment run , the printout of the form cannot be taken .The Print option will be
deactivated
Therefore payment run is mandatory for generating the payment form
Once the payment run is done , The PRINT option will be activated and user can take the
printout of the form
After entering below details , click on Execute
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On execution , system gives below message box
Click on option , the print preview of the form will appear . Here select PRINT
option and give printout
Once the payment run is done , then the above number will appear in the printout form
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This is combination of Payment method : Run Date / Identification / Payment document

number / Company code
System gives message as
To take printout , go to SP01 , select Spool number and take printout.
After taking printout once , if user again wants to take printout , then printout can be taken but
the word DUPLICATE will come in the printout at header level
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3. Automatic Bank Payment File Extraction
To create the payment file to be send to the bank for making payment through RTGS / ECS , go
to Tcode ZFI114
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Paying Company Identifying the company code R 1021
Code
Run date Run date in automatic payment run R 08.08.2011
Click on Execute
On execution it will show the vendors selected for including in the payment file to be sent to the
bank for final payment
In case you want to generate the payment file before doing payment run , the system gives
below error message
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Therefore payment run is mandatory for generating the payment file
After doing payment run , on selecting the , system give

details of the payment document number and the folder path where file is generated
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Go to the folder path and check the payment file .
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After generating the payment file once , if user again wants to generate the file and selects the
below option , system gives below message
Press
Below screen will come
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It shows that file already generated and gives the path where file is stored , user name , date
and the time
4. IFSC Details for RTGS /NEFT payments
The purpose of this development is to generate the single RTGS and NEFT form to be sent to
the bank for making vendor payments . Once the Automatic payment run is done , then giving
Run Date and ID , the RTGS / NEFT form can be generated and print the same for sending the
same to bank .
Give company code , Run Date and ID used for vendor payments , the RTGS / NEFT payment
form can be generated which will give vendor wise details to bank for making payments . The
user can take the printout of the same and send to bank for further processing . Following
details are available :
i) Vendor Name
ii) Vendor Account number
iii) Vendor IFS code
iv) Amount to be paid
v) BSNL Bank details
To create the payment file to be send to the bank for making payment through RTGS / ECS , go
to Tcode ZFI170

Paying Company Identifying the company code R 1021
Code
Run date Run date in automatic payment run R 08.08.2011
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Click on
In case you want to generate the IFSC Details for RTGS /NEFT payments before doing payment
run , the system gives below message
Click on
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Once the payment run is done and after entering below details , click on
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Here select PRINT option and give printout
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System gives message as
To take printout , go to SP01 , select Spool number and take printout.
After taking printout once , if user again wants to take printout , then printout can be taken but
the word DUPLICATE will come in the printout at header level
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Attached the PDF of the duplicate form
IFSC Details for

RTGS NEFT Payments.pdf
5. Vendor Master Report
The purpose of this development is to generate the list of the vendor details based on the
vendor number given or Vendor Account group .
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This list provides the complete list of the vendor details like name , bank details , PAN number ,
Excise details , CIN details
Based on the vendor Account number given or Vendor Account group given the complete list
of vendor details can be fetched . This list will give the following details for the vendor :
i) Vendor Name
ii) Bank details
iii) CIN Details
iv) Excise details
v) PAN number
User can download the same details in excel and keep same for record purpose
Go to Tcode ZFI172

Vendor Vendor Account Number O
Account
Number
Vendor Vendor Account Group R Z001
Account Group
Company Code Company Code O 1021
Click on Execute
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On execution it will show the vendor master report
6. Upload Vendor CIN Details
The purpose of this development is to upload the CIN details of the vendors once the vendor
master is created . The various details which can be uploaded includes Excise details , service
tax details , PAN details
Once the vendor master is created , the CIN details for multiple vendor master can be uploaded
using the BDC upload format . The BDC upload format is attached herewith :
Vendor CIN details

upload format .xls
Instead of entering details for each vendor separately , the data can be mapped in the attached
excel format and using ZFI157 all vendor CIN details can be uploaded in one go .
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File Vendor CIN details excel R Vendor CIN details
excel
Mode Processing mode R E
Click on Execute
Go to TCode XK03

Vendor Vendor R 1005089
Company Code Company Code R 1021
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Press Enter
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Click on
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Click on the tab
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Click on the tab
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7. Temporary Advance Status Report
The purpose of this development is to get both the current and detailed status of the temporary
advance and its settlement . The report can be fetched giving details of the total advances which
is approved and advances which are not approved .
Based on the different criteria such as Company code , employee vendor code , Request number
the report for temporary advances which are approved and which are pending can be fetched .
Also the status report of the temporary advance current detail and detailed view can be
generated . Following details can be derived from the report :
i) Approval status
ii) Remarks given at different levels
iii) Time and Date of action
iv) Amount approved
v) Final SAP document generated
Go to Tcode ZFI070
Page 42 of 50

Business Area Identifying the business area O 8001
Employee Vendor Employee Vendor Code O 98001234
Code
Date Range Date Range O
Request No Temporary Advance Request No. O T00000000053
Status Request Status O
Click on
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Temporary Advance Status Report gets displayed.
Click on the back button
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Enter the below details
Click on
8. Temporary Advance Status Details
The purpose of this development is to check the status of both temporary advance request
number and its settlement . This is required for checking the current status of any temporary
advance applied by user .
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Here giving the request number of temporary advance and making selection for advance details
/ settlement details the detailed screen of the request / settlement will appear which will give
details of the current status , amount , approving level of the request / settlement . This will
help in tracking the status of the request / settlement.
Go to Tcode ZFI174

Request No Temporary Advance Request No. R T00000000053
Click on
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Click on the back button
Enter the below details & click on
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Payment Procedures Z Developments

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BSNL

Date Version Author Change Description

The document has been prepared to be used by the following stake-holders:

This course is intended for the following audiences:

 Junior Accounts officer

 Knowledge of navigating SAP systems

This course will prepare you to:

After completing this course, you will be able to:

 RTGS & NEFT Printout

Important information to be noted:-

 All documents are to be created in reference to the preceding document.

Input - Required Fields Field Value / Comments

Run Date : 08.08.2011

1. Payment Advice Printout

To take the printout of the payment advice , go to Tcode ZFI048_1

Update the following Required ( R ) and Optional ( O ) field

Field Name Description R/O Values( Example )

Data in the payment advice

Field Name Description Values( Example )

Code Vendor code 1005107

Payment Date of making payment 08.08.2011

Instrument Cheque No Will be updated if payment is done through cheque

Invoice Date Bill Date Date of the vendor bill number

Data in the Annexure

Field Name Description Values( Example )

Other Any credit memo 4000

Click on back button

Click on to send mail . System gives below message

Below screenshot of the PDF received by the vendor

Attached the mail , received by the vendor

2. RTGS and NEFT printout

Update the following Required ( R ) and Optional ( O ) field

Field Name Description R/O Values( Example )

Office Address Address of the company O CP DELHI

Data in the payment advice

Field Name Description Values( Example )

Office Address given in first CP DELHI

Therefore payment run is mandatory for generating the payment form

After entering below details , click on Execute

On execution , system gives below message box

This is combination of Payment method : Run Date / Identification / Payment document

System gives message as

To take printout , go to SP01 , select Spool number and take printout.

3. Automatic Bank Payment File Extraction

Update the following Required ( R ) and Optional ( O ) field

Field Name Description R/O Values( Example )

Therefore payment run is mandatory for generating the payment file

After doing payment run , on selecting the , system give

Go to the folder path and check the payment file .

below option , system gives below message

Below screen will come

4. IFSC Details for RTGS /NEFT payments

Update the following Required ( R ) and Optional ( O ) field

Field Name Description R/O Values( Example )

Here select PRINT option and give printout

System gives message as

To take printout , go to SP01 , select Spool number and take printout.

Attached the PDF of the duplicate form

IFSC Details for

5. Vendor Master Report

Update the following Required ( R ) and Optional ( O ) field

Field Name Description R/O Values( Example )

On execution it will show the vendor master report