Work Instruction
Functional Area: General Ledger / Mark Recurring Entry Document for Deletion
Purpose
Use this procedure to mark a recurring document for deletion.
Trigger
Perform this procedure when a business event has occurred which negates the need for the recurring document. For example, a payment contract has terminated and will not be renewed.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
  • SelectAccounting Financial Accounting General ledger Document Reference Documents Recurring Document FBD2 - Change to go to the Change Recurring Document: Initial Screen.
Transaction Code
FBD2FBD2
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 need 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).
One way the University will use this functionality is in the area of office space rental (Accounts Receivable) and salary and benefits consultant billing (Accounts Receivable). For example, in the case of salary and benefits consultant billing, personnel in the Financial Services department will enter the recurring entry document based on data in the contracts for IPA agreements. These agreements are received by Financial Services from departments throughout the University for the salary and benefits of consultants that are paid through UC payroll. The University bills an agency in order to be reimbursed for the payroll expense. Recurring invoices will also be used to bill Practice Plan entities and other areas that rent office space from the University.
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: General Ledger / Mark Recurring Entry Document for Deletion
Procedure
1. / Start the transaction using the menu path or transaction code.
Change Recurring Document: Initial Screen

2. / As required, complete/review the following fields:
Field / R/O/C / Description
Document Number / Required / The unique identification value assigned to a business event as it is processed in SAP; the system automatically creates and assigns document numbers as each document is posted--manual assigning of document numbers is not possible.
Example:
9100000000
Company Code / Required / Organizational unit within Financial Accounting
Example:
UC
Fiscal Year / Required / The fiscal year for which this transaction is relevant
Example:
2005
3. / Click .
Change Recurring Document: Overview

4. / Review the displayed information.
5. / Click .
Change Recurring Document: Initial Screen (2)

6. / Select View Recurring entry data…to open the Change Recurring Document: Recurring entry data window.
Change Recurring Document: Recurring entry data

7. / Select to the left of Deletion indicator.
8. / Click .
Change Recurring Document: Initial Screen (3)

9. / You have completed this transaction.
/ The system displays the message, "Changes have been saved."
10. / Click until you return to the SAP Easy Access screen.
8/11/2017
Ver: / 04_GL_FBD2_Mark Rec Ent Doc For Del_R1_GLMgmt_01.udc
© University of Cincinnati / 1/8
Work Instruction
Functional Area: General Ledger / Mark Recurring Entry Document for Deletion
Result
You have marked a recurring document for deletion.
Comments
None
8/11/2017
Ver: / 04_GL_FBD2_Mark Rec Ent Doc For Del_R1_GLMgmt_01.udc
© University of Cincinnati / 1/8