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Accounts Receivable

SAP Best Practices


Purpose, Benefits, and Key Process Steps

Purpose
This scenario deals with posting accounting data for customers in Accounts Receivable.

Benefits
The Accounts Receivable is also an integral part of sales management.
All postings in Accounts Receivable are also recorded directly in the General Ledger.
The payment program can automatically carry out direct debiting and down payments.

Key Process Steps


Post down payment request
Post down payment manually
Post customer invoice
Post a credit note with invoice reference
Down payment clearing manually
Posting payments using the payment program
Posting manual payment
Automatic clearing of open items in customer accounts
Manual clearing of open items in customer accounts
Manual bank statement processing
Display of bank statement items with bank statement monitor
Reprocessing an account statement
Dunning
Account balance interest calculation
One-Time-Accounts postings
Setting a credit limit
Credit control reporting
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Required SAP Applications and Company Roles

Required
Enhancement package 7 for SAP ERP 6.0

Company Roles
Accounts Receivable Accountant
Accounts Receivable Manager
Bank Accountant
Process Bank Statement

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Detailed Process Description

Accounts Receivable
When you post data in Accounts Receivable, the system creates a document and passes
the data entered to the general ledger. General ledger (Profit and Loss) accounts and
customer accounts are then updated according to the transaction concerned (receivable,
down payment, credit memo and so on) customer payment activities. All business
transactions are posted to and managed by means of accounts and for this customer
master records are created. One time Customers are used for avoiding building up of huge
master data volume.

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Process Flow Diagram
Accounts Receivable 1/2
Event

Master Records Down Payment Document Entry

Process Process Process


Decision Decision Decision
Accounts Receivale Accountant

Create Create One Post a Down Post a Create one-


Customer Time Post Customer Payment Customer Time-Accounts
Master Customer Down Payment Request Invoice in postings
Accounting

Post a Credit Clear Down


Memo in Payment
Accounts Manually
Receivable

Post
Post Post
Outgoing
Automatic Incoming
Payment
Payment Payment
Manually
Process
Decision
Receivable
Accounts
Manager
Statement
Process
Bank

COGS = Cost of Goods Sold, RMA = Return Material Authorization, GR = Goods Receipt, QA = Quality Assurance

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Process Flow Diagram
Accounts Receivable 2/2
Accounts Receivable Accountant Event

Clearing Dunning Reporting

Process
Decision Run Dunning

Automatic Manual Clearing Interest


Clearing of open Items Calculation

Display and
Display a Change
Document Customer Line
Item
Receivable
Accounts
Manager

Display a Display
Set Credit Credit Control
Customer Customer
Limit Report
SEPA mandate Balance
Accountant
Bank

Manual Bank Postprocess


Statement Bank Statement
Statement

Display an
Process

Account
Bank

Statement in
Bank Statement
Overview

COGS = Cost of Goods Sold, RMA = Return Material Authorization, GR = Goods Receipt, QA = Quality Assurance

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Legend

Symbol Description Usage Comments Symbol Description Usage Comments

Band: Identifies a user role, such as Accounts Role band contains


Payable Clerk or Sales Representative. This band tasks common to that To next / From last Diagram: Leads Flow chart continues on the next /
to the next / previous page of the previous page
can also identify an organization unit or group, role. Diagram
<Function>

rather than a specific role. Diagram


Connection
The other process flow symbols in this table go
into these rows. You have as many rows as
required to cover all of the roles in the scenario.
Hardcopy / Document: Identifies a Does not correspond to a task
printed document, report, or form step in a document; instead, it is
External Events: Contains events that start or end used to reflect a document
External to

the scenario, or influence the course of events in Hardcopy / generated by a task step; this
the scenario. Document shape does not have any
SAP

outgoing flow lines

Flow line (solid): Line indicates the normal Connects two tasks in
sequence of steps and direction of flow in the a scenario process or Financial Actuals: Indicates a Does not correspond to a task
a non-step event financial posting document step in a document; instead, it is
scenario. used to reflect a document
Flow line (dashed): Line indicates flow to Financial generated by a task step; this
infrequently-used or conditional tasks in a Actuals shape does not have any
scenario. Line can also lead to documents outgoing flow lines
involved in the process flow.

Business Activity / Event: Identifies an action that Does not correspond Budget Planning: Indicates a Does not correspond to a task
either leads into or out of the scenario, or an to a task step in the budget planning document step in a document; instead, it is
Business outside Process that happens during the scenario document used to reflect a document
Activity / Event Budget generated by a task step; this
Planning shape does not have any
outgoing flow lines
Unit Process: Identifies a task that is covered in a Corresponds to a task
step-by-step manner in the scenario step in the document
Unit Process Manual Process: Covers a task Does not generally correspond to
that is manually done a task step in a document;
instead, it is used to reflect a task
Manual that is manually performed, such
Process Reference: If the scenario references Corresponds to a task Process as unloading a truck in the
another scenario in total, put the scenario number step in the document warehouse, which affects the
Process and name here. process flow.
Reference

Existing Version / Data: This block Does not generally correspond to


Sub-Process Reference: If the scenario references Corresponds to a task covers data that feeds in from an a task step in a document;
another scenario in part, put the scenario number, step in the document external process instead, this shape reflects data
Sub- name, and the step numbers from that scenario Existing coming from an external source;
Process here Version / this step does not have any
Reference Data incoming flow lines

Process Decision: Identifies a decision / branching Does not usually


point, signifying a choice to be made by the end correspond to a task System Pass / Fail Decision: This Does not generally correspond to
user. Lines represent different choices emerging step in the document; block covers an automatic a task step in the document;
from different parts of the diamond. Reflects a choice to decision made by the software instead it is used to reflect an
Process be made after step System automatic decision by the system
Decision execution Pass/Fail that is made after a step has been
Decision executed.

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