Functional Area: Accounts Receivable / Park Customer Credit Memo
Purpose
Use this procedure to park a customer credit memo.
Trigger
Perform this procedure when a good or service has been cancelled or returned from a customer.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
- Select AccountingFinancial AccountingAccounts ReceivableDocument EntryDocument ParkingPark/edit credit memo to go to the Park Customer Credit Memo: Company Code UC screen.
FV75
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.
o Click on the FV75 transaction screen. The following are
recommended settings. Select to the left of them.
o Select “Documents only in local currency”
o Select “No special GL transactions”
o Select “Documents Not Cross-Company Code” so you don’t have to data enter the “UC” company code on each transaction
o Select “No partner business area in head. screen”
o Select “Display Periods”
o “Local Currency” is already defaulted. Leave it this way.
o In the Doc.type option field, use the option pull-down menu and select “Document type ready for input.”
o Select “Document Date Equals Posting Date” so SAP will fill in both dates, normally with today’s date. You can always adjust it if necessary.
o Click to save your user profile, then click .
- Enter /nfv75 in the Command field, then click Enter to refresh the screen and bring in the editing options.
- Click to view the customer master record.
- Click to view the open items (invoices and credits) on the customer’s account.
- Click to view other documents parked or held by you.
- Click to discontinue view of other documents parked by you.
Work Instruction
Functional Area: Accounts Receivable / Park Customer Credit Memo
Procedure
1. / Start the transaction using the menu path or transaction code.
Park Customer Credit Memo: Company Code UC
2. / As required, complete/review the following fields:
Field / R/O/C / Description
Customer / Required / UC Flex code that identifies a customer; A customer is a business partner who orders goods and services
Example:
1000016
This information will be printed on customer credit memos.
Reference / Optional / 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:
PO #9876
This information will be printed on customer credit memos.
Document date / Required / Specifies the issue or creation date of the document
Example:
02/21/2005
This information will be printed on customer credit memos.
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:
02/21/2005
The posting date should always equal the current date.
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:
DG (Customer credit memo)
This information will be printed on customer credit memos.
Amount / Required / Line item amount
Example:
1000
This information will be printed on customer credit memos.
Text / Required / Description field providing additional information for an entry
Example:
RENT
Company Code / Required / Organizational unit within Financial Accounting
Example:
UC
3. / Click the tab.
Park Customer Credit Memo: Company Code UC (Payment tab)
4. / As required, complete/review the following fields:
Field / R/O/C / Description
Pmnt terms / Required / Defines cash discount percentages and payment periods
Example:
This data will default based on the customer master record (update as required).
5. / Click the tab.
Park Customer Credit Memo: Company Code UC (Details tab)
6. / As required, complete/review the following fields:
Field / R/O/C / Description
Assign. / Optional / (1) Free form field used that contains explanations or notes which apply to a document line item; (2) Assignment number
Example:
SAP displays account line items according to the content of this field.
Header txt / Optional / Description of the header, designed to identify the header
Example:
7. / Perform one of the following:
If You Want To / Then / Go To
Enter a note about the credit memo / Click the tab.
This section is provided in order to accommodate documenting long text; use as needed. This text will not print on the customer credit memo. / Step 8
Enter the line item information / -- / Step 9
Park Customer Credit Memo: Company Code UC (Notes tab)
8. / Enter notes as necessary.
9. / Click the tab.
Park Customer Credit Memo: Company Code UC (Basic data tab)
10. / As required, complete/review the following fields:
Field / R/O/C / Description
G/L acct / Required / Unique identification number, SAP uses several kinds of accounts; SAP's general ledger accounts are similar to standard accounts in most accounting systems; SAP also uses sub-ledger accounts for customers (accounts receivable), vendors (accounts payable), and assets (asset accounts); These sub-ledger accounts roll-up to a general ledger account
Example:
100000
This data object aligns to the CUFS Object and Sub Object.
Amount in doc.curr. / Required / Line item amount
Example:
100
This information will print on the customer invoice or credit memo.
Fund / Required / The fund identifies the sponsor and with the application of funds, allows for inception to date reporting and overall budgeting
Example:
Cost center / Required / An area of responsibility for capturing costs
Example:
This data object aligns to CUFS Area and Org.
Functional 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
This data object aligns to CUFS Function. Typically the system configuration will default this data, however in some cases, manual input is required.
Example:
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:
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:
WBS element / Optional / A structural element representing the hierarchical organization of a project used to monitor the costs of a project
Example:
Text / Required / Description field providing additional information for an entry
Example:
This information is printed on the customer invoices and credit memos. Student Sponsor Billing credit and invoices will have the student’s name in this field.
Assignment / Optional / (1) Free form field used that contains explanations or notes which apply to a document line item; (2) Assignment number;
Example:
SAP displays account line items according to the content of this field.
This information is printed on Student Sponsor Billing customer invoices and credit memos. Student Sponsor Billing credits and invoices will have the student’s UC ID number in this field.
11. / Perform one of the following:
If You Want To / Then
Duplicate an entire general ledger line item / 1. Click to the left of the line you want to duplicate.
2. Click .
Copy a particular field value / 1. Click the column you want to copy.
2. Click .
12. / Perform one of the following:
If You Want To / Then / Go To
Review the accounting entries prior to posting/parking / Click . / Step 13
Post the document (update accounting) without further editing or review / Click .
The system displays the message, “Document XXXX was posted in company code UC.” / Step 19
Park the document / Click .
The system displays the message, "Document XXXX was parked in company code UC”. / Step 19
Document Overview
13. / Review the displayed information.
14. / Perform one of the following:
If You Want To / Then / Go To
Add more data to a line item / 1. Click on the line you want to add more data to.
2. Click . / Step 15
Post the document (update accounting) / Click .
The system displays the message, “Document XXXX was posted in company code UC.” / Step 19
Park the document / Click .
The system displays the message, "Document XXXX was parked in company code UC”. / Step 19
Correct G/L account item
15. / Click .
Correct G/L account item (2)
16. / As required, complete/review the following fields:
Field / R/O/C / Description
Amount / Required / Line item amount
Example:
This information will default from the previous screen and cannot be changed at this point.
Amt.in loc.cur. / Required / Line item amount
Example:
This information will default from the previous screen and cannot be changed at this point.
Reference key 1 / Optional / (1) Free form field used that contains explanations or notes which apply to a document line item; (2) Assignment number
Example:
SAP displays account line items according to the content of this field.
This information is printed on Student Sponsor Billing customer credit memos. This field will contain the student’s academic year (for billing).
Reference key 2 / Optional / (1) Free form field used that contains explanations or notes which apply to a document line item; (2) Assignment number
Example:
SAP displays account line items according to the content of this field.
This information is printed on Student Sponsor Billing customer credit memos. This field will contain the student’s contract number.
17. / Click .
18. / Return to Step 14.
Document Overview (2)
19. / Click until you return to the SAP Easy Access screen.
20. / You have completed this transaction.
8/11/2017
Ver: / 04_AR_FV75_Park Cust Cred Memo_R1.1_CustomerBilling_02.udc
© University of Cincinnati / 1/18
Work Instruction
Functional Area: Accounts Receivable / Park Customer Credit Memo
Result
You have parked a customer credit memo.
Comments
None
8/11/2017
Ver: / 04_AR_FV75_Park Cust Cred Memo_R1.1_CustomerBilling_02.udc
© University of Cincinnati / 1/18