Post Customer Down Payment

Work Instruction
Functional Area: Accounts Receivable / Post Customer Down Payment
Purpose
Use this procedure to post an incoming down payment to a customer account.
Trigger
Perform this procedure when a customer down payment has been received. If a department receives a customer’s down payment check, they must forward it to the Cashier’s office.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:

• Select AccountingFinancial AccountingAccounts ReceivableDocument entryDown paymentPost to go to the Post Customer Down Payment: Header Data screen.

Transaction Code
F-29
Helpful Hints

• The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
• On certain screens you may have to scroll to view some data entry fields.
• If a customer’s down payment is received at a Department, it must be sent to the Cashier’s Office.
• Click to copy a line item.
• Click to move forward to a document line.
• Click to move back to a document line.

Work Instruction
Functional Area: Accounts Receivable / Post Customer Down Payment
Procedure
1. / Start the transaction using the menu path or transaction code.
Post Customer Down Payment: Header Data

2. / As required, complete/review the following fields:
Field / R/O/C / Description
Document Date / Required /
Example:
01/14/05
Type / Required / Document type classifies accounting documents. An accounting documents' document number and required header data entry are controlled by the document type.
Example:
DZ
The document type for down payments will be DZ. This should automatically default.
Company Code / Required / Organizational unit within Financial Accounting
Example:
UC
Posting Date / Required / The date on which a transaction in SAP will be posted to the appropriate accounts; SAP will default this field to be the current date, but changes are allowed. For items to be posted in a future or past period, you must enter the posting date.
Example:
01/07/2005
This is the current date.
Currency/Rate / Required /
Example:
USD
Reference / Required / Allows for further clarification of a document by cross referencing the SAP document with other sources of information, either internal or external to SAP.
Example:
CK#45123258
This field will be used for the check number.
Doc.Header Text / Optional / The document header text contains explanations or notes which apply to the document as a whole.
Example:
Proctor and Gamble
This field will be used for the name of the company sending the check.
Account / Required / Identification for an organization's particular cash account with a financial institution. All information regarding the account is determined using this key.
Example:
1000027
This is the customer’s account number in SAP.
Special G/L ind / Required / Description of the Special G/L ind.
Example:
A – Student Sponsored Billing
Account / Required / Identification for an organization's particular cash account with a financial institution. All information regarding the account is determined using this key.
Example:
100010
This is the cash clearing account number in SAP.
Amount / Required / Line item amount
Example:
100.00
This is total amount of the down payment.
Value date / Optional / Date at which cash value is recognized. This data is used in bank accounts and bank sub-accounts reconciliation. Also used at fund level to properly measure fund cash for the purposes of TIP income distribution and overdraft interest assessment.
Example:
01/10/2005
This date should equal the posting date.
Text / Optional / Description field providing additional information for an entry
Example:
First payment of six
This field can be used to store any information about the down payment that will help with future research.
Assignment / Optional / (1) Free form field used that contains explanations or notes which apply to a document line item. (2) Assignment number; SAP displays account line items according to the content of this field.
Example:
John Robinson
This field will be used to store the name of the student for Student Sponsored Billing and Grants will use this field to identify any grant information that will be helpful for their research.
3. / Perform one of the following:
If You Want to / Then / Go To
Post the document using an existing down payment request / Click .
This will show a list of the down payment requests that have been posted on a customer’s account. / Step 4
Post the down payment without reference to a down payment request / Click . / Step 18
Post Customer Down Payment: Choose requests

4. / Perform one of the following:
If You Want to / Then / Go To
View the down payment request document / Select to the left of the line you want to view. / Step 5
Post the down payment with reference to a down payment request / Select to the left of the line you want to view. / Step 9
5. / Click .
Post Customer Down Payment: Display Overview (2)

6. / Review the displayed information.
7. / Click .
8. / Return to Step 4.
9. / Click .
10. / Perform one of the following:
If / Go To
The Post Customer Down Payment: Display Overview screen is displayed / Step 11
The Post Customer Down Payment: Add Customer item screen is displayed / Step 18
Post Customer Down Payment: Display Overview (3)

11. / Perform one of the following:
If You Want To / Then / Go To
Simulate the accounting entries prior to posting / Select Document Simulate. / Step 12
Post the down payment / Click.
The system displays the message, "Document XXXX was posted in company code UC." / Step 35
Post Customer Down Payment: Display Overview (4)

12. / Review the display information.
13. / Perform one of the following:
If You Want To / Then / Go To
Add another line item / -- / Step 14
Post the down payment / Click .
The system displays the message, "Document XXXX was posted in company code UC." / Step 35
14. / As required, complete/review the following fields:
Field / R/O/C / Description
PstKy / Required / Two-digit numerical key that controls how line items are posted
Example:
Account / Required / Identification for an organization's particular cash account with a financial institution. All information regarding the account is determined using this key.
Example:
15. / Click .
Post Customer Down Payment: Add G/L account item

16. / As required, complete/review the following fields:
Field / R/O/C / Description
Amount / Required / Line item amount
Example:
1000
This represents the total down payment amount. On instances where the payment is for varying purposes (different students, etc) you may post a separate down payment line item for each purpose. In this case the Amount field represents each down payment line item amount. The total of all down payment line items must equal the total amount of the check
Fund / Required / The fund identifies the sponsor and with the application of funds, allows for inception to date reporting and overall budgeting
Example:
A10001
Enter the Fund number that supports the account code string this is being used for this activity.
Grant / Conditional / Master data maintained in the Grants Management (GM) module that contains financial conditions and legal rules that were agreed upon by the sponsor and a grantee.
Example:
1000016
Enter the Grant number that supports the account code string this is being used for this activity.
Value date / Optional / Date at which cash value is recognized. This data is used in bank accounts and bank sub-accounts reconciliation. Also used at fund level to properly measure fund cash for the purposes of TIP income distribution and overdraft interest assessment.
Example:
Assignment / Optional / (1) Free form field used that contains explanations or notes which apply to a document line item. (2) Assignment number; SAP displays account line items according to the content of this field.
Example:
John Smith
This field can be used to enter additional reference information such as the Student’s Name.
Text / Optional / Description field providing additional information for an entry
Example:
Grant down payment
This field is used to explain the business purpose of the down payment.
17. / Return to Step 11.
Post Customer Down Payment: Add Customer item

18. / As required, complete/review the following fields:
Field / R/O/C / Description
Amount / Required / Line item amount
Example:
1000
This represents the total down payment amount. On instances where the payment is for varying purposes (different students, etc) you may post a separate down payment line item for each purpose. In this case the Amount field represents each down payment line item amount. The total of all down payment line items must equal the total amount of the check.
Bus. Area / Conditional / An organizational unit of financial accounting that represents a separate area of operations or responsibilities within an organization. Business areas are used in external and internal reporting.
Example:
U
This information will default based on system settings.
Dunning Area / Optional / An organizational unit within a company code from which dunning is conducted. A dunning area can represent cost center, divisions, channels, sales organizations, business areas, etc.
Example:
01
Although this data is not required, enter the proper dunning area by using the match code selection.
Order / Conditional / An instrument used to monitor costs and, in some instances, the revenues of an organization. Internal orders can be used for the following purposes: monitoring the costs of short-term jobs, monitoring the costs and revenues of a specific service and ongoing cost control.
Example:
A00001
Enter the cost object (order number) that supports the account code string this is being used for this activity.
Cost Center / Conditional / An area of responsibility for capturing costs
Example:
2500000000
Enter the cost object (cost center) that supports the account code string this is being used for this activity.
WBS Element / Conditional / A structural element representing the hierarchical organization of a project used to monitor the costs of a project.
Example:
02125Z10
Enter the cost object (WBS Element) that supports the account code string this is being used for this activity.
Fund / Required / The fund identifies the sponsor and with the application of funds, allows for inception to date reporting and overall budgeting
Example:
A10001
Enter the Fund number that supports the account code string this is being used for this activity.
Grant / Conditional / Master data maintained in the Grants Management (GM) module that contains financial conditions and legal rules that were agreed upon by the sponsor and a grantee.
Example:
1000016
Enter the Grant number that supports the account code string this is being used for this activity.
Func. Area / Required / Used to structure a public organization or enterprise according to functional criteria; The functional area is required in Funds Management in order to fulfill legal reporting requirements subdividing an organization into functions. Equivalent to function as defined by NACUBO.
Example:
6
Enter the Functional Area number that supports the account code string this is being used for this activity.
Funds Ctr / Required / Organizational unit responsible for execution of an assigned budget
Example:
2500000000
This information will default based on the cost center entered.
Cmmt item / Required / Contractual or scheduled expenditure or revenue. Can be actual or forecast. A committment item may not yet be reflected in financial accounting, but will lead to an actual posting in the future.
Example:
225010
This information will default based on system settings.
Assignment / Optional / (1) Free form field used that contains explanations or notes which apply to a document line item. (2) Assignment number; SAP displays account line items according to the content of this field.
Example:
John Smith
This field can be used to enter additional reference information such as the Student’s Name.
Text / Optional / Description field providing additional information for an entry
Example:
Grant down payment
This field is used to explain the business purpose of the down payment.
19. / Perform one of the following:
If You Want to / Then / Go To
Add long text to the document / Click . / Step 20
Add additional information not present on the current screen / Click . / Step 23
Start a new line item for a down payment posting / Click .
In the case of Student Sponsor Billing, if the down payment is for more than one student, each student’s down payment amount should be posted on a separate line. / Step 25
Preview the accounting entries / Click . / Step 27
Simulate the accounting entries prior to posting / Select Document Simulate. / Step 29
Post the down payment / Click .
The system displays the message, "Document XXXX was posted in company code UC." / Step 35
Long Text for Document Line Item

20. / As required, complete/review the following fields:
Field / R/O/C / Description
Unlabeled field (to the right of the Notes field) / Required / Description field providing additional information for an entry
Example:
21. / Click .
22. / Return to Step 19.
Post Customer Down Payment: Correct Customer item

23. / As required, complete/review the following fields:
Field / R/O/C / Description
Credit/Area / Required /
Example:
Dunn. block / Required / Indicator that blocks a document from dunning.
Example:
Dunning key / Required /
Example:
Sp.G/L Assgt / Required /
Example:
24. / Perform one of the following:
If You Want To / Then / Go To
Add additional information not present on the current screen / Click . / Step 25
Start a new line item for a down payment posting / Click .
In the case of Student Sponsor Billing, if the down payment is for more than one student, each student’s down payment amount should be posted on a separate line. / Step 25
Preview the accounting entries / Click . / Step 27
Simulate the accounting entries prior to posting / Select Document Simulate. / Step 29
Post the down payment / Click .
The system displays the message, "Document XXXX was posted in company code UC." / Step 35
Post Customer Down Payment: Add Customer item (2)

25. / As required, complete/review the following fields:
Field / R/O/C / Description
Amount / Required / Line item amount
Example:
1000
This represents the total down payment amount. On instances where the payment is for varying purposes (different students, etc) you may post a separate down payment line item for each purpose. In this case the Amount field represents each down payment line item amount. The total of all down payment line items must equal the total amount of the check.
Bus. Area / Conditional / An organizational unit of financial accounting that represents a separate area of operations or responsibilities within an organization. Business areas are used in external and internal reporting.
Example:
U
This information will default based on system settings.
Dunning Area / Optional / An organizational unit within a company code from which dunning is conducted. A dunning area can represent cost center, divisions, channels, sales organizations, business areas, etc.
Example:
01
Although this data is not required, enter the proper dunning area by using the match code selection.
Order / Optional / An instrument used to monitor costs and, in some instances, the revenues of an organization. Internal orders can be used for the following purposes: monitoring the costs of short-term jobs, monitoring the costs and revenues of a specific service and ongoing cost control.
Example:
A00001
Enter the cost object (order number) that supports the account code string this is being used for this activity.
Cost Center / Optional / An area of responsibility for capturing costs
Example:
2500000000
Enter the cost object (cost center) that supports the account code string this is being used for this activity.
WBS Element / Optional / A structural element representing the hierarchical organization of a project used to monitor the costs of a project.
Example:
02125Z10
Enter the cost object (WBS Element) that supports the account code string this is being used for this activity.
Fund / Required / The fund identifies the sponsor and with the application of funds, allows for inception to date reporting and overall budgeting
Example:
A10001
Enter the Fund number that supports the account code string this is being used for this activity.
Grant / Optional / Master data maintained in the Grants Management (GM) module that contains financial conditions and legal rules that were agreed upon by the sponsor and a grantee.
Example:
1000016
Enter the Grant number that supports the account code string this is being used for this activity.
Func. Area / Required / Used to structure a public organization or enterprise according to functional criteria; The functional area is required in Funds Management in order to fulfill legal reporting requirements subdividing an organization into functions. Equivalent to function as defined by NACUBO.
Example:
6
Enter the Functional Area number that supports the account code string this is being used for this activity.
Funds Ctr / Required / Organizational unit responsible for execution of an assigned budget