Functional Area: Accounts Receivable / Enter Recurring Entry Document
Purpose
Use this procedure to establish a recurring entry document in the system.
Trigger
Perform this procedure when a billing agreement has been established where the same customer will be billed for the same amount according to a periodic billing schedule.
Prerequisites
None
Menu Path
Use any of the following menu paths to begin this transaction:
- Select AccountingFinancial AccountingAccounts ReceivableDocument EntryReference DocumentsRecurring Entry Document to go to the Enter Recurring Entry: Header Data screen.
- Select AccountingFinancial AccountingAccounts PayableDocument EntryReference DocumentsRecurring Entry Document to go to the Enter Recurring Entry: Header Data screen.
- Select AccountingFinancial AccountingGeneral LedgerDocument EntryReference DocumentsRecurring Entry Document to go to the Enter Recurring Entry: Header Data screen.
FBD1
Business Process Information
Recurring invoicing functionality is used to automatically post business transactions that are repeated regularly such as rent or insurance. The following data never changes in recurring entries: (1) Posting key, (2) Account and (3) Amounts. Recurring entry functionality can be used across FI modules Accounts Receivable, Accounts Payable and General Ledger. To establish a recurring entry agreement in the system a recurring entry document must first be defined. The recurring entry document represents details of the billing agreement such as billing amounts, general ledger/accounting information, payment terms, posting schedule, etc. The recurring entry document is defined in the system using transaction code FBD1. There are several other transactions that are used in this business process:
- Change Recurring Entry Document (Transaction code FBD2) - It is important to note that once a recurring entry document has been saved in the system only certain fields on the document can be changed. If a change is needed to a field that cannot be updated, the document must be deleted and re-entered correctly.
- Create Postings (Transaction F.14) - This transaction takes the data from the recurring entry document and posts the required invoices.
- Delete Recurring Entry Document (Transaction F.56).
The data maintenance of the recurring entry documents (creation, updates (changes), deletions, etc.) will be centrally maintained at the Financial Services departments. Requests for new or changes to existing recurring entry documents will be channeled to Financial Services via UC mail (hard copy forms) or e-mail just as it is done currently.
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.
Work Instruction
Functional Area: Accounts Receivable / Enter Recurring Entry Document
Procedure
1. / Start the transaction using the menu path or transaction code.
Enter Recurring Entry: Header Data
2. / As required, complete/review the following fields:
Field / R/O/C / Description
Company Code / Required / Organizational unit within Financial Accounting
Example:
UC
First run on / Required / First posting date for recurring entry; Date on which the entry should first be run
Example:
11/15/2004
This is the first date that the recurring document should run.
Last run on / Required / Last posting date for a recurring entry
Example:
11/15/2005
This is the last day that the recurring entry should run.
Interval in months / Conditional / Time period in months
Example:
1
This is the number of times that this document should be run in terms of months.
The recurring entry document can be defined with a periodic run schedule (defined in months by day) or with an user defined specific run schedule which must be defined in configuration first.
Run date / Conditional / The run date is used for identifying the parameters; It is the date on which the program is to be carried out as planned, however, a program run at an earlier or later date is also possible.
Example:
15
This is the day of the month that this document should be run.
The recurring entry document can be defined with a periodic run schedule (defined in months by day) or with an user defined specific run schedule which must be defined in configuration first.
Run schedule / Optional / A predetermined schedule for posting recurring entries
Example:
The recurring entry document can be defined with a periodic run schedule (defined in months by day) or with an user defined specific run schedule which must be defined in configuration first.
3. / Perform one of the following:
If / Then
You want the subsequent invoice documents to have the same text data (document header and line item short text) that is defined in the recurring entry document / Select to the left of Copy texts.
4. / As required, complete/review the following fields:
Field / R/O/C / Description
Document type / Required / Document type classifies accounting documents. An accounting documents' document number and required header data entry are controlled by the document type.
Example:
DR
For an Accounts Receivable billing, always use the “DR” option for recurring invoices.
Currency/Rate / Required / Monetary unit; The currency of the entity processing transactions
Example:
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:
Contract#89465
This should be a unique number on the contract/agreement that will identify this document.
Document Header Text / Optional / Free form field used that contains explanations or notes which apply to a document.
Example:
Internal Med. Rent
This text contains an explanation of what the document is as a whole.
This is not line item text.
Trading Part.BA / Optional / Trading Partner Business Area (not used)
Example:
PstKy / Required / Two-digit numerical key that controls how line items are posted
Example:
01
For an Accounts Receivable billing, always use posting key ‘01’.
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:
1000019
For an Accounts Receivable billing, this is the customer account number.
5. / Perform one of the following:
If You Want To / Then
Enter the billing data in an alternate data entry listing format / Click .
Default line item data based on a pre-defined account assignment model / Click .
Accounts Receivable function has not defined any account assignment models.
Create the recurring entry document by copying the data from an existing document / Click .
6. / Click .
Enter Recurring Entry: Add Customer item
7. / As required, complete/review the following fields:
Field / R/O/C / Description
Customer / Required / SAP code that identifies a customer; A customer is a business partner who orders goods and services.
Example:
1000023
Data defaults from previous screen.
G/L Acc / Required / G/L Account - Code identifying the account in the general ledger where this item will post; Collection of balance sheet and profit and loss statement accounts; Includes Balance Sheet Accounts (1), Liabilities (2), Fund Balance Accounts (3), Revenue Sources (4), Expense Accounts (5), GAAP Only Accounts (6), Budget Reserves (7), Transfer Accounts (8) and CO Secondary Postings (9)
Example:
130001
Data defaults based on the account entered in previous screen.
Company Code / Required / Organizational unit within Financial Accounting
Example:
UC
Data defaults from previous screen.
Amount / Required / Line item amount
Example:
5100.00
This is the fixed amount of the recurring document that will be used for the entire document interval.
Bus. Area / Required / Business Area - Campus to which the cost center is assigned; Uptown (U), Clermont (C), Raymond Walters (R)
Example:
The system will determine this data; leave blank.
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:
Payt terms / Required / Terms agreed upon with the vendor for the payment of goods supplied or services rendered
Example:
0013
These terms will default from the customer master, but you can change them if this recurring document will have different terms than are defaulted from the customer master.
Days/percent / Optional / Period within which a payment must be made. This information defaults from the payment term used on the document. The information includes cash discount days and final payment (net due) days.
Example:
The system will determine this data; leave blank.
Bline date / Optional / Baseline date is the date used to calculate cash discount deadline (if applicable) and the net due date for document.
Example:
11/05/2004
The system will determine this data; leave blank.
Disc. amount / Optional / The cash discount amount, for open items, the cash discount agreed upon (assuming a fixed amount was agreed upon and not a percentage rate). The cash discount amount, for cleared items, is the actually cash discount received. The cash discount amount is derived based on the payment term used on the accounting document.
Example:
The system will determine this data; leave blank.
Disc. base / Optional / Part of the invoiced amount for which cash discount is granted. The amount is always in document currency.
Example:
The system will determine this data; leave blank.
Invoice ref. / Optional / This field is used to cross reference SAP documents. In the standard system this field is used in the following business scenarios: credit memos that reference a SAP invoice; partial payments for a SAP invoice and partial clearings of a SAP down payment document. When the documents are cross referenced using this field, the system will automatically present both documents for clearing during clearing or payment transactions.
Example:
This field is used to cross reference two separate documents.
Pmnt block / Optional / Indicator used to block an outgoing payment. Payment blocks can be set on an individual document or on an account (therefore blocking all open items on the account).
Example:
A
This function is typically used in Accounts Payable.
Pmt Method / Optional / Code used to identify the payment medium (check, ACH, etc.) used for outgoing payments.
Example:
C
This function is typically used in Accounts Payable.
Pmt meth.supl. / Optional / Description of the Pmt meth.supl.
Example:
MA
This function is typically used in Accounts Payable.
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:
SAP displays account line items according to the content of this field.
Text / Optional / Description field providing additional information for an entry
Example:
Monthly Rent Billing for UC Office Space
This is the line item text.
8. / Perform one of the following:
If / Then / Go To
You want to document long text supporting the recurring entry document / Click . / Step 9
Sales or use tax is applicable for the recurring entry document / Select to the left of Calculate tax.
This function is not in scope for the SAP roll-out. / Step 11
Long text for Document Line Item
9. / As required, complete/review the following fields:
Field / R/O/C / Description
Notes / Optional / Description field providing additional information for an entry
Example:
10. / Click .
Enter Recurring Entry: Correct Customer item
11. / 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:
50
For Accounts Receivable documents, this line item represents the revenue accounting string. Therefore, the posting key should be “50” (credit).
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:
Trans.type / Optional / Description of the Trans.type.
Example:
12. / Click .
Enter Recurring Entry: Add G/L account item
13. / As required, complete/review the following fields:
Field / R/O/C / Description
Amount / Required / Line item amount
Example:
100
Tax Code / Optional / Indicates the type of tax and the amount of tax for a specific line item
Example:
Cost Center / Conditional / Cost Center - Organizational unit for capturing costs
Example:
2100000000
The document requires some type of cost object: cost center, internal order or WBS element.
Fund / Required / Separate & distinct fiscal/accounting object containing a complete self-balancing set of accounts used to segregate cash and other financial resources, together with associated liabilities, residual equities, and related changes; Amounts are separated by fund so that certain activities can be performed or objectives achieved in accordance with special regulations, restrictions, or limitations; Funds are classified into fund types, which have distinctive accounting and reporting requirements
Example:
A10001
Grant / Optional / Grant - Award to the university as additional resources normally to support instruction, research, public service and scholarship with specified guidelines for spending and reporting
Example:
Functional Area / Required / Functional Area - Organizational unit in accounting that classifies the expenses of an organization by functions; i.e. Instruction (0), Research (1), Public Service (2), Academic Support (3), Student Services (4), Institutional Support (5), Operation and Maintenance (6), Scholarship and Fellowship (7), Auxiliaries (8), Hospital (9), None (X)
Example:
7
Funds Center / Required / Organizational unit responsible for execution of an assigned budget
Example:
2100000000
System will derive this information.
Commitment Item / Required / Commitment Item - Code identifying the account in Funds Management where this item will post; Collection of balance sheet and profit and loss statement accounts; Includes Balance Sheets (1), Liabilities (2), Fund Balance Accounts (3), Revenue Sources (4), Expense Accounts (5), GAAP Only Accounts (6), Budget Reserves (7), Transfer Accounts (8) and CO Secondary Postings (9). Most map directly 1-1 to G/L Accounts.
Example:
412001
System will derive this information.
Earmarked Funds / Optional / Earmarked Fund - Funds Reservation; Used to reserve portions of a budget for expected expenses
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:
AR BILL
SAP displays account line items according to the content of this field.
Text / Optional / Description field providing additional information for an entry
Example:
AR BILL
14. / Perform one of the following:
If / Then
Repeat the exact same accounting line item data / Click .
Document long text supporting the recurring entry document / Click .
Enter data in additional open reference fields (such as reference key 1 or referency key 2 fields) / Click .
Review/enter additional accounting relevant data such as WBS element or internal order number / Click .
15. / Perform one of the following:
If / Go To
You want to add multiple accounting line items / Step 11
16. / Perform one of the following:
If You Want To / Then
Review the accounting entries prior to posting / Click .
Post / Click .
Posting the recurring entry document does not update accounting. The recurring entry document serves as basis/guide used in the actual posting of the billing documents.
/ The system displays the message, "Document XXXX has been created."
17. / Click until you return to the SAP Easy Access screen.
18. / You have completed this transaction.
9/11/2017
Ver: / 28_AR_FBD1_Enter Recur Entry Doc_R1_CustBillThruPaym.udc
© University of Cincinnati / 1/18
Work Instruction
Functional Area: Accounts Receivable / Enter Recurring Entry Document
Result
You have created a recurring document.
Comments
None
9/11/2017
Ver: / 28_AR_FBD1_Enter Recur Entry Doc_R1_CustBillThruPaym.udc
© University of Cincinnati / 1/18