Projects:AdvPaymentMngt/Test Scripts/Receivables Flow

Contents 1 Receivables Flow 2 Manual Payment Generation 2.1 Sales Invoice Creation 2.1.1 Write off the difference amount 2.2 Payment Plan tab & Payment Details tab to verify 2.3 Creating more Sales Invoices 2.3.1 Leave the amount as an underpayment 2.3.2 Auto selection of multiple invoice 2.3.3 Refund the difference amount to customer 2.4 Posting the accounting Entries 2.5 Sales Order Creation 2.6 Receive Payments Window 2.7 Direct Posting in G/L Item 3 Automatic Payment Generation 3.1 Simple Execution with Deferred Payment Method 3.2 Print Check Execution Process Payment Method 4 Payment Execution

Receivables Flow

Joan Starts with an invoice and receives payments against it. The received payments may be under payment with respect to actual amount, or write-off the difference amount.

Let start with step by step flow to complete the above scenario.

You can achieve this payment using by automatic completion or manual completion of work flow using two scenario such as:

1. "Add Payment" button in Sales Invoice.
2. "Receive Payments" window

Manual Payment Generation

Sales Invoice Creation

1. Go to "Sales Management"
2. Navigate to Sales Invoice by clicking on Transaction sub folder
3. Create an new invoice by clicking New button
4. Select the Organization as B12.
5. Select the document type, for example, AR Invoice
6. Select the Business Partner, for example, McGiver Supplies
7. Once selected it will automatically populate certain fields like Partner Address, Price List, Form of Payment, etc. Verify all the auto loaded fields.
8. Select Payment Method from the drop down list. Example: Manual Wire Transfer
9. Click on Lines tab and create a new record by clicking "New" button.
10. Select the product, for example, Hammer
11. If the product has Attribute value then set that value.
12. Enter the Quantity value as =10
13. Leave the Net Unit Price as its (5.80).
14. Select the tax as "Vat 16%" from the list.
15. Go back to Header and click Complete
16. The Message appears like Process completed successfully. Now you can see the button Add Payment button in the Sales Invoice window.
17. Click on "Add Payment" button in Sales Invoice window. It will pop-up the "Add Payment" Window.

Please find below the screen shot which has "Add Payment" button.

Write off the difference amount

After the step 17, please continue with the following steps. This is an example for Making the below payment with respect to the expected payment amount. The remaining amount would be written off

• The Expected Payment field shows with the amount for example, 67.28
• Enter the Actual Payment as 65.00 or 60.00
• The difference amount would be displayed 2.28 or 7.28
• From this window, select the option called "Write off the difference"
• Finally click on the Process button. Now the difference amount would be written off.

Please find below the "Write off the difference amount" screen shot.

Please also find the screen shot for the selection of payment action document from Add Payment window.

Payment Plan tab & Payment Details tab to verify

After the completion of Process Add Payment, navigate to Payment Plan tab from the invoice. In this tab, you can view the scheduled payment entries in Payment Plan tab.(switch from grid view to form view).

Look at the Breadcrumbs which help to navigate (Sales Management || Transactions || Sales Invoice || Header >> Payment Plan).

Now click on Payment Details tab under Payment Plan tab. Breadcrumbs - Sales Management || Transactions || Sales Invoice || Header >> Payment Plan >> Payment Details. Please look at the screen shot below.

Creating more Sales Invoices

Create two more Sales Invoice by following above steps (Step No 1 to 16). If you want please use the below values as inputs.

First Invoice

• Document Type = AR Invoice
• Business Partner = McGiver Supplies
• Product = Hat
• Quantity = 10

Second Invoice

• Document Type = AR Invoice
• Business Partner = McGiver Supplies
• Product = Shirt
• Attribute = Medium
• Quantity = 100

Leave the amount as an underpayment

After the completion of step 15, please go ahead with the following steps, this is an example for Making the below payment with respect to the expected payment value. The remaining amount will be paid in next invoice / iteration.

16. Select the Invoice that has been created with "Hat" product from Grid view.

17. Click on "Add Payment" button, Now you will also see the another Invoice which is belongs to "Shirt" product. Note: The default selection of invoice would be "Hat" product

• The Expected Payment field shows with the amount for example, 406
• Enter the Actual Payment as 300
• The difference amount would be displayed 106
• From this window, select the option called "Leave this as an underpayment"
• Click on "Process" button. Now the invoice differences amount would be available for next payment.

After completion of step 16, please proceed with the below steps, this is an example for Making the excess payment with respect to the expected payment amount

17. Here once again select the Invoice that has been created with "Hat" product.

18. Click on "Add Payment" button.

Auto selection of multiple invoice

This is the scenario,If one or more invoices available, it will automatically select the next invoice for the difference amount.

• The Expected Payment field shows with the amount for example, 106
• Enter the Actual Payment as 500. (for example, press tab key and please look at the Expected payment field, it will show as 778.80 it because of 106 +672.80 next invoice amount -refer the screen shot)
• The difference amount would be considered in next invoice 394 (500-106)
• From this window, select the option called "Leave this as an underpayment"
• Click on "Process" button. Now the invoice differences amount would be available for next payment.

Refund the difference amount to customer

This is another scenario, If only one invoice is available, then the balance amount can be Refund or Used Later in next invoice

• The Expected Payment field shows with the amount for example, 4918.5
• Enter the Actual Payment as 5000
• The difference amount would be 81.75
• From this window, select any one of the option called:
  • Leave the credit to be used later or
  • Refund amount to customer
• For example, in the below screen shot - "Refund amount to customer" has been selected.
• Click on "Process" button. Now the invoice differences amount would be refunded to the customer.

Posting the accounting Entries

• After completing the "Add Payment" Process, you can post the accounting entires by clicking the "Post" button.
• Please look the below screen shot which shows the accounting entries after clicking on the Post button

Sales Order Creation

1. Go to "Sales Management >> Transaction >> Sales Order"
2. Create new order by clicking New button
3. Select the transaction document type, for example, On Credit Order
4. Select the Business Partner, for example, Bellen Ent.
5. Once selected it will automatically populate certain fields. Verify all the auto loaded fields.
6. Click on Lines tab and create a new record by clicking "New" button.
7. Select the product, for example, hammer
8. If the product has Attribute value then set that value.
9. Put Quantity value as =10
10. Leave the Net Unit Price as its (5.80).
11. Select the tax as "Vat 16%" from the list.
12. Go back to Header and click Complete
13. The Message appears like Process completed successfully.

Please find below the screen shot of Sales Order generation.

Receive Payments Window

After completion of Sales Order or Sales Invoice (don't process the payment document generation using the button "Add Payment") navigate to Receive Payments window under Financial Management >> Receivables & Payables >> Transactions folder / menu.

Please find below the screen shot for the Receive Payments Window

1. Once you click the window you will see the list of created Payments from Sales Invoice or Order. (In Grid View)
2. Now you can create the new Receive Payment record by click the New Icon button.
3. Select the Business Partner that you have created recently.
4. Select the different Payment Method at the time of payment receipt.
5. For example, select "Cash Deposit" from the list, even though you have selected the Wire Transfer in Sales Order / Sales Invoice.
6. Save the record.
7. Click on "Select Orders or Invoices" button. It will pop-up the "Add Payment" window.
8. By default the Transaction type is selected as "Invoices", please change to "Orders" otherwise "Orders or Invoices".
9. Select the orders or invoice from the list by clicking the check boxes.
10. And enter the amount for the order or invoices selected.
11. Select the options below to the total amount. (The option will display according to the difference amount)
12. For example, the option is selected in the below screen shot is "Write-off the difference"

Direct Posting in G/L Item

In the pop-up "Add Payment" window on right side corner you can to see the field called Transaction Type drop down list to select whether to list out "Orders", "Invoices", "Orders or Invoices" apart from this you have one more option called "G/L Item".

The G/L Item option will help you to post the direct entries in the books of accounts. Please find below the screen shot that how the entries would be affected.

Automatic Payment Generation

On selection of automatic type payment method, the add payment execution process will be completed automatically.

Note: The Payment Method setup will have option called automatic receipt and automatic withdrawal. Please refer General Setup.

Simple Execution with Deferred Payment Method

Here we are going to create one more sales invoice by selecting the payment method type which has been setup as Automatic Simple Execution Process with Deferred option checked. Please refer the screen shot.

Apart from the above setup, also you should map the Payment Method for the Business Partners to whom you want to do the automatic payment process. To setup the mapping please refer General Setup. To check quickly, Click on Business Partner link from Master Data Management. Select one Business Partner example, McGiver then navigate to Customer Tab in that you will find Payment Method field select from the list Automatic Simple Execution Wire Transfer. Also navigate to Vendor Tab to map the Payment Method.

Please create one more entry in Sales Invoice (refer the steps from 1 to 16 in the section 2.1) and there is no need to execute the process of Add Payment by clicking the button. After successful completion of Sales Invoice i.e. clicking on Complete button, it will automatically creates the Payment document.

Now its time verify the automatic payment document generation. Please navigate to Payment Plan tab for the invoice created, you can see the entry created in the tab. Also navigate to Payment Details (sub tab) which is under Payment Plan tab.

Print Check Execution Process Payment Method

Same as above but the execution type is different. So at the time of payment execution it will show one parameter field called Check No, in this we need to provide some value. Please refer the screen shot.

Payment Execution

This is an execution process to receive the payment from customer(s) i.e. when the list of Receive Payment document has Awaiting Execution status, those list of records will be displayed in this window.

Note: Please make use of the following Execution Type=Automatic and Execution Process=Print check simple process configured in Payment Method for example, Payment Method Name=Automatic Print Check Wire Transfer.

To test or work on this window, please follow the step:

Before start creation remember that don't click on Execute button after completion of invoice. Click Cancel.

1. Create a new Sales Invoice with the organization B12.
2. Selection of Business partner should be the mapped with the below Payment method and Financial Account.
3. Select the Payment Method as Automatic Print Check Wire Transfer.
4. Fill up necessary details and complete the invoice (don't click on Execute button)
5. Click Cancel.
6. Then navigate to Financial Management || Receivables & Payables || Transactions || Payment Execution || Payment Execution.
7. Select the Organization for example, B12
8. Select the Payment Method and Financial Account should be same as above.
9. Select the option called Received in since it is a Sales Invoice.
10. Click on Search
11. Now you will get the record the table.
12. Now you can click on Process button. To complete the Payment.

To verify the above payment, please follow the below step

1. Navigate to Receive Payments please follow the breadcrumbs Financial Management || Receivables & Payables || Transactions || Receive Payments || Header.
2. Then select the record from the list with reference to Sales Invoice - Document no which is displayed in description section.
3. Check the Status of the document it will be shown as Payment Received.