Account Receivable operating procedures - India - WP1

4.1.1 AR - Clearing (Domestic)

Step:
After retrieving Bank Statement on daily basis

1. Check corresponding AR in RCS by entering transaction FBL5N

2. Use transaction F-28 to clear related open items

Fill in all the details required

• Document date – Payment Receiving Date
• Type – DZ
• Fill in Company code, Period, Currency/Rate, Reference, Doc. Header text, Clearing text
• Bank Data
  • Account -G/L account No. of incoming bank
  • Amount- payment amount in Local / foreign currency
  • Amount in L/C – payment amount in local currency (if any)
  • Bank Charge – amount charged (if any)
  • Value Date – similar as posting date and document date
  • Text- similar to clearing text
• Open Item selection
  • Account – customer code
  • Account Type – D (for incoming transaction)

3. Click "Process Open items" after filling in all the details.

4. Select invoices that match with incoming payment by double clicking on the amount.

5. If transaction contains bank charge or withholding tax, "Not assigned" box will show remaining amount.

6. To process "Bank charge" or "Withholding Tax", Click  button. Go to PstKY 40, then Enter G/L account.

** Bank Charge – GL 98300810

** Cost center – 7154-8300

7. Click  "Save" for verifying and posting [Get the document number]

Step:
After receiving Advance payment amount notification from related person, or statement.

1. Enter transaction F-21 to post incoming advance payment

Fill in all the details requird

• Document date – Payment Receiving Date
• Type – DZ
• Fill in Company code, Period, Currency/Rate, Reference, Doc. Header text, Clearing text
• Customer
  • Account – customer code
  • Special G/L Ind – Put "A (Down payment)"
• Bank Data
  • Account -G/L account of incoming bank
  • Amount- payment amount in Local/foreign currency
  • Amount in L/C – payment amount in local currency (If any)
  • Bank Charge – amount charged (if any)
  • Value Date – similar as posting date and document date
  • Text- similar to clearing text

2. Click "New Item" 

Fill in all the details required

• Amount – Payment Receiving Amount
• Tax code – 8U
• Text - similar to clearing text

3. Click Document Simulate

4. Click  "Save" for post [Get the document number]

5. Advise CA about advance payment received to create Sales Order and give feedback to AR on S/O details

4.1.3 Clear AR Advance payment

Step:
After Billing has been issued for advance incoming payment

1. Use transaction F-32 to clear advance payment received posting with related AR open item.

Fill in all the details requird

• Account – Customer code
• Clearing date – Payment Receiving Date
• Fill in Company code, Period, Currency/Rate,
• Open item Selection
  • Special G/L Ind – Put "A (Down payment)"

2. Click "Process open item" 

3. Select invoices that match with advance incoming payment by double clicking on the amount.

4. Click Document Simulate

5. Click  "Save" for post [Get the document number]

Step:
After receiving Bank Statement (Internet Banking) on daily basis

1. Check corresponding AR in RCS by entering transaction FBL5N

2. Use transaction F-28 to clear related AR open items. 

Fill in all the details requird

• Document date – Payment Receiving Date
• Type – DZ
• Fill in Company code, Period, Currency/Rate, Reference, Doc. Header text, Clearing text
• Bank Data
  • Account -G/L account No. of incoming bank
  • Exchange rate – as in the credit advice
  • Amount- payment amount in foreign currency
  • Amount in L/C – payment amount in local currency
  • Bank Charge – amount charged (if any)
  • Value Date – similar as posting date and document date
  • Text- similar to clearing text
• Open Item selection
  • Account – customer code
  • Account Type – D (for incoming transaction)

3. Click "Process Open items" after filling in all the details.

4. Select invoices that match with incoming payment by double clicking on the amount.

5. Click  "Save" for post [Get the document number]

Step:
After receiving Bank Statement (Internet Banking).

1. Check corresponding AR in RCS by entering transaction FBL5N (No open item)

• Advice CA about advance payment received to create Sales Order and give feedback to AR on S/O details

2. Use transaction F-21 to post advance payment

Fill in all the details requird

• Document date – Payment Receiving Date
• Type – DZ
• Fill in Company code, Period, Currency/Rate, Reference, Doc. Header text, Clearing text
• Customer
  • Account – customer code
  • Special G/L Ind – Put "A (Down payment)"
• Bank Data
  • Account -G/L account of incoming bank
  • Amount- payment amount in foreign currency
  • Exchange rate- as in credit advice.
  • Amount in L/C – payment amount in local currency
  • Bank Charge – amount charged (if any)
  • Value Date – similar as posting date and document date
  • Text- similar to clearing text

3. Click "New Item" 

Fill in all the details requird

• Amount – Payment Receiving Amount
• Text - similar to clearing text

4. Click Document Simulate

5. Click  "Save" for post [Get the document number]

Step:
After receiving approved Billing Cancellation request from Customer Service with line manager approval, validate the request and follow below steps:

1. Process cancellation by entering transaction VF11
2. Input Billing document number and press "Enter"
3. Check details and information of the billing
4. Click "Cancel" in Billing document button.
5. Click "Save" 

Step:
After receiving balance confirmation file, AR will check customer balance at that specific date in FBL5N and fill total amount in the file, then send back to FO for stamp and signature. 

Step:
Every month-end, AR have to check Offset balance in FBL5N of customer (2035489) ESTEEM INDUSTRIES PVT. LTD. If there is payable amount in that month, AP will transfer that amount into customer account. AR will clear by T-code F-32.