Work Instruction
Functional Area: Accounts Receivable / Post Recurring Entry Documents
Purpose
Use this procedure to create posting documents that will post when the recurring entry documents are run on the set schedule.
Trigger
Perform this procedure when recurring documents have been created and are ready to be posted.
Prerequisites
Before this transaction can be run FDB1 will need to be done.
Menu Path
Use the following menu path to begin this transaction:
  • Select AccountingFinancial AccountingAccounts ReceivablePeriodic processingRecurring entriesExecute to go to the Create Posting Documents from Recurring Documents screen.
Transaction Code
F.14
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).
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.
This transaction is used to schedule a batch program that will post the recurring entry documents (invoices). The user in Financial Services will execute this transaction in order select the required recurring entry documents to be posted and prepare the batch job. This transaction will be done centrally in Financial Services. The batch job will be saved under a user defined batch job name. The Central Systems Administrator will execute the batch program according to the established nightly batch run schedule. If there are any accounting problems during the batch posting, Financial Services is contacted via outlook email the following work day and must manually execute the batch session (transaction SM35; in foreground mode) to manually correct the accounting errors and post the required documents. Accordingly, the required follow on batch activities (for example, invoice/credit memo printing) must also be manually executed by Financial Services.
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.
  • You can also add and delete selection criteria to customize this transaction by selecting this icon see below. After you have made your criteria selections, you can save the variant by selecting this icon .

Work Instruction
Functional Area: Accounts Receivable / Post Recurring Entry Documents
Procedure
1. / Start the transaction using the menu path or transaction code.
Create Posting Documents from Recurring Documents

2. / As required, complete/review the following fields:
Field / R/O/C / Description
Company code / Optional / Organizational unit within Financial Accounting
Example:
UC
A single value or a value range can be entered.
Document number / Optional / The unique identification value assigned to a business event as it is processed in SAP. Cash management: Accounting document number(s) that should be deleted. This data is used to limit the data selection
Example:
1 to 999999999
A single value or a value range can be entered in this field. If you leave this field blank all of the recurring entry documents will be picked up. If you want to run one or a range of documents, you can enter the number(s) in this field.
Fiscal year / Optional / State of Ohio mandated fiscal year (accounting period) running from July 1st of one year to June 30th of the following year
Example:
2005
A single value or a value range can be entered.
Document type / Optional / (1) Document type classifies accounting documents. An accounting document's document number and required header data entry are controlled by the document type. (2) Key that identifies to which group of documents this document will be assigned; Documents of the same type contain common information which is relevant to posting and updating of the value fields in the database
Example:
DR
The transaction type will always be ‘DR’ for invoices.
A single value or a value range can be entered.
Posting date / Optional / 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:
11/01/2004
A single value or a value range can be entered.
Entry date / Optional / Date when the information was entered
Example:
11/18/2004
This will be the date that you enter the document into the system.
A single value or a value range can be entered.
Reference number / Optional / Indicator used to specify that the reference document field will be used as a criteria for selecting open items for payment
Example:
contract # 56213
AR will use this field to enter the contract or purchase order number if applicable.
A single value or a value range can be entered.
Reference transaction / Optional / If an accounting document is posted via the interface in Accounting, the sending application transfers a unique reference. This reference, called the reference transaction
Example:
1000007899 00011996
If an accounting document is posted via the interface in Accounting, the sending application transfers a unique reference. It consists of object key and object type. The object key consists of a reference document number and a reference organizational unit.
Reference key / Optional / If an accounting document is posted via the interface in Accounting, the sending application transfers a unique reference. This reference, called the reference key consists of the object key and object type. The object key consists of a reference document number and a reference organizational unit
Example:
699110009987000001
If an accounting document is posted via the interface in Accounting, the sending application transfers a unique reference. It consists of object key and object type. The object key consists of a reference document number and a reference organizational unit.
This processing option will not be used.
Logical system / Optional / System in which applications sharing a common data basis run; In SAP terms, a logical system is a client in a database
Example:
ALE
System in which integrated applications are running on a common data basis.
This processing option will not be used.
Settlement period / Required / The dates between which business events are to be posted; On internal order processing, accounting periods to be settled
Example:
11/01/2004
The next recurring entry is carried out on the date entered here. During every run of the recurring entry, this date is set automatically to the next date.
Run schedule / Optional / A predetermined schedule for posting recurring entries
Example:
11/30/2004
Plan which contains the required run dates for recurring entry original documents. Using the run schedule, accounting documents can be created from recurring entry original documents at any intervals.
In order to used this processing option, the run schedule must have been defined in the recurring entry document (transaction FBD1).
User / Optional / Identification assigned to a user
Example:
This is the user’s SAP user ID
This selection option is to select by the user that entered the recurring entry document (transaction FBD1).
Batch input session name / Optional / Name identifying batch input session
Example:
Leave Blank for the default
With this parameter, you can freely choose the name of batch input session to be created. If you do not assign a separate name, the batch input session name "SAPF120" is set by the program.
User name / Required / Identification assigned to a user
Example:
KINARDKG
The system will default the users SAP ID. If the batch program should be entered under another user’s ID, change default value.
Blocking date for BI session / Optional / Earliest start date for processing the batch input session
Example:
12/01/2004
Earliest start date for processing the batch input session.
3. / Click .
Create Posting Documents from Recurring Documents (2)

4. / Click until you return to the SAP Easy Access screen.
/ The system displays the message, "Session SAPF120 was created."
5. / You have completed this transaction.
9/11/2017
Ver: / 29_AR_F.14_Post Recur Entry Docs_R1_CustBillThruPaym.udc
© University of Cincinnati / 1/9
Work Instruction
Functional Area: Accounts Receivable / Post Recurring Entry Documents
Result
You have scheduled the batch program that will post the recurring documents. The Central Systems Administrator will execute the batch program according to the nightly batch schedule.
Comments
None
9/11/2017
Ver: / 29_AR_F.14_Post Recur Entry Docs_R1_CustBillThruPaym.udc
© University of Cincinnati / 1/9