Product Documentation SAP Business ByDesign August Cash Flow Management

Transcription

1 Product Documentation PUBLIC Cash Flow Management

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3 Table Of Contents 1 Cash Flow Management Business Background Point-of-Sale Transaction Processing Supplier Remittance Advices Customer Remittance Advices Electronic Submission of Outgoing Remittance Advices Determination of Payment Method / Reservation Creating User-Defined Payment File Formats Incoming Payments by SEPA Direct Debit Foreign Currency Remeasurement Reclassification Canceling a Supplier Invoice Canceling a Customer Invoice Netting of Payables and Receivables Payables Business Background Open Items Payables Supplier Account Monitor Cash Discounts for Payables in Financials Down Payments Made in Financials Chain Liability Netherlands Views Quick Guide for Suppliers (Payables) Quick Guide for Automatic Payments (Payables) Quick Guide for Payment Clearing (Payables) Quick Guide for Payment Runs (Payables) Quick Guide for Balance Confirmation Runs (Payables) Quick Guide for Foreign Currency Remeasurement Runs (Payables) Reclassification of Payables Quick Guide Reports Aging List for Payables Forecast List for Payables Details to Items of Suppliers Open Item List Suppliers Payment Statistics - Suppliers Payment Statistics Cash Discount Supplier List Table Of Contents P U B L I C 2016 SAP SE or an SAP affiliate company. All rights reserved. 3

4 4 Receivables Business Background Open Items Receivables Customer Account Monitor Automatic Dunning Cash Discounts for Receivables in Financials Down Payments Received in Financials Refund of Payments Received Pledging Agreements Austria Views Quick Guide for Customers (Receivables) Quick Guide for Automatic Payments (Receivables) Quick Guide for Payment Clearing (Receivables) Quick Guide for Dunning Quick Guide for Dunning Runs Quick Guide for Payment Runs (Receivables) Quick Guide for Balance Confirmation Runs (Receivables) Quick Guide for Foreign Currency Remeasurement Runs (Receivables) Reclassification of Receivables Quick Guide Quick Guide for Central Bank Reporting Reports Aging List for Receivables Forecast List for Receivables Dunning History - Customers Dunning History - Documents Dunning Statistics Details to Items of Customers Details to Open Items of Customers Customer List Account Financial Data SEPA Mandate List Accounts Receivable Pledging of Open Items Payment Management Business Background Payment Allocation and Clearing Credit Card Chargebacks Period-End Activity for External Payments Customer Payments by External Payments Customer Payments by Credit Card Postings for Bill of Exchange Receivables Cash Outpayments - Switzerland Foreign Payment Format Views SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Table Of Contents

5 Payment Monitor Quick Guide Quick Guide for Payment Allocation Payment Allocation and Clearing Petty Cash Quick Guide (Payment Management) Check Deposits Quick Guide Lockbox Batches Quick Guide Quick Guide for Bill of Exchange Deposits Quick Guide for Bill of Exchange Cashings Remittance Advices Quick Guide Clearing House Statements Quick Guide Payment Media Runs Quick Guide Quick Guide for Payment Deposit Runs Quick Guide for Credit Card Settlement Runs Foreign Currency Remeasurement for Cash Quick Guide Quick Guide for Direct Debit Rejection Runs Reports Payment Statistics - Customers Checkbook Register Liquidity Management Business Background Cash Position Bank Directory and Bank Directory Updates Bank Statements Bank Transfers Bank Payment Advice Check Lots and Check Numbers for Outgoing Checks Banks and Bank Accounts Monitoring Payment Allocation Processing Clearing Houses and Clearing House Accounts Electronic Bank Statement File Formats Electronic Payment Formats Manual Payment Formats Liquidity Check Liquidity Forecast Bank Directory Upload for Six Interbank Clearing Switzerland Forecast Planning Item ISR Payments - Switzerland Payment Processing Using ISR Switzerland Views Quick Guide for Master Data (Liquidity Management) Cash Position Quick Guide File Management Quick Guide Bank Payment Advice Bank Statements Quick Guide Payment Monitor Quick Guide Table Of Contents P U B L I C 2016 SAP SE or an SAP affiliate company. All rights reserved. 5

6 Bank Payment Advices Quick Guide Quick Guide for Bank Transaction Status Notifications Liquidity Forecasts Quick Guide Reports Bank Statement Item Details Cash Position by Payment Method Cash Position by Transaction Source Liquidity Forecast by Liquidity Level Liquidity Forecast by Payment Method Liquidity Forecast by Transaction Currency Liquidity Forecast by Transaction Source Tax Management Business Background Tax Management Work Center Tax Returns Tax Payments Tax Transactions and Tax Postings Tax Determination Tax Determination Access to Tax Data by Tax Authorities (GDPdU) Views Tax Authorities Quick Guide Sales and Use Tax Entries Quick Guide VAT Entries Quick Guide Withholding Tax Base Amount Entries Quick Guide Sales and Use Tax Returns Quick Guide VAT Returns Quick Guide EC Sales Lists Quick Guide Withholding Tax Returns Quick Guide US Tax Payments Quick Guide Sales and Use Tax Return Runs Quick Guide VAT Return Runs Quick Guide EC Sales List Runs Quick Guide Withholding Tax Return Runs Quick Guide Quick Guide for Service/Excise Tax Returns - India Tax Adjustments Quick Guide India Quick Guide for Other Tax Returns India Quick Guide for Other Tax Return Runs India Quick Guide for A-29 Reports Mexico Quick Guide for Service/Excise Tax Return Runs India Reports Open VAT / Sales Tax Items SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Table Of Contents

7 Reported VAT / Sales Tax Items All VAT / Sales Tax Items All VAT / Sales Tax Items with Journal Entry Details VAT / Sales Tax Calculation Overview Withholding Tax Items Travel and Expenses Business Background Travel Advances Review and Approval of Expense Reports Rule of Austria Rule of 5/5/15 - Austria Nonmonetary Compensation - Germany Views Expense Arrangements Quick Guide Expense Reports Quick Guide Quick Guide for Expense Settlement Recalculation Runs Mileage Accumulation Quick Guide Quick Guide for Day Accumulation - Austria Reports Expense Reports By Cost Object Expense Reports Overview Expense Reports Receipts and Reimbursements Expense Reports - Taxable and Tax-Exempt Amounts for Payroll Expense Reports Input VAT Refund Expense Reports Itinerary Expense Reports - Overview of Trips to Communities in Austria Expense Reports - Taxable and Tax-Exempt Amounts for Austria Table Of Contents P U B L I C 2016 SAP SE or an SAP affiliate company. All rights reserved. 7

8 1 Cash Flow Management Overview Cash flow management in the SAP Business ByDesign solution supports your organization in tracking and optimizing cash flow and keeping tight control of receivables, payables, payments, and liquidity. Automation speeds the collection of receivables, and analytical functions assess your cash position in real time. SAP Business ByDesign helps you optimize your liquidity, so you have sufficient financial resources available at all times. Relevance The Cash Flow Management business area is relevant if you need support for: Payables/receivables Payment and liquidity management Tax management Travel and expenses Benefits Your core operations become fully integrated. Nearly every business process supported by the SAP Business ByDesign solution is connected to the financials area. Data flows automatically to financial activities such as payables and receivables processing and to accounting activities such as inventory accounting. This deep integration enables innovative functions for automating revenue recognition as well as for forecasting and analyzing profitability. You have better control over receivables, payables, payments, and liquidity. Liquidity management functions in SAP Business ByDesign let you optimize your working capital. You can assess cash positions in real time, identify critical issues, and generate new tasks for financial personnel responsible for addressing these issues. This results in shortened cash cycles. The software can also help you optimize your payment processes by taking advantage of early payment discounts that may reduce cash flow in the short term but ultimately save you money and contribute directly to the bottom line. You can collaborate more closely with your business partners along the value chain. With cash flow management software in SAP Business ByDesign, you can cut costs and react faster to business changes. Comprehensive integrated functionality such as support for payment reminders, payment advices, and electronic bank transfers or statements enables you to streamline and accelerate your financial operations. SAP Business ByDesign provides the holistic and flexible collaboration functionality you need to seamlessly connect and communicate with your business ecosystem for example, with banks, clearing houses, tax authorities, and lockbox providers. Note: If Cash Flow Management is not activated the master data of e.g. tax authorities, banks or clearing houses can also be entered in the Business Partner Data work center. Tasks become more automated and your employees performance accelerates. SAP Business ByDesign enables you to automate routine tasks whenever possible. For example, the software automatically supports clearing, dunning, and payment processes. When exceptions occur, SAP Business ByDesign proactively alerts the responsible employee and may offer suggestions or additional functions; for example, during the clearing process the software proactively provides potential matches of open items and incoming payments SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Cash Flow Management

9 2 Business Background 2.1 Point-of-Sale Transaction Processing Overview The Point-of-Sale Transactions view enables you to process sales transactions and cash transactions, such as, cash transfer or cash balancing transactions, from an external system. A point-of-sale transaction is typically a business transaction that is performed at the point of sale, and subsequently entered in an external (remote) system before being transferred at a point later in time to the SAP Business ByDesign system. If a sales transaction or cash transaction is complete and consistent, it is automatically processed by the system and forwarded to Financial Management and Inventory Management. However, should the sales transaction or cash transaction be incomplete or inconsistent, you can use the Sales Transactions and Cash Transactions view to receive, analyze, and process the sales or cash transaction data. You can then display and correct the data before it is released to Financial Management and Inventory Management. If required, you can use the Sales Summaries subview to check for missing sales transactions by viewing sales summaries that are periodically sent by the external system. You can access the Sales Summaries subview from the Customer Invoicing work center under Sales Summaries. Note that a customer can pay for a sales transaction (purchase) using cash, credit card, or invoice (the customer receives an invoice that is created in the external system). If a customer returns a sold item to the point of sale, a new sales transaction will be sent containing a sales item with associated return reason code, and negative amounts and quantities. The procedure used to process the sales transaction is exactly the same as that for a sales transaction containing positive amounts and quantities. Point-of-Sale Transactions processing supports the sale and redemption of gift certificates. Prerequisites Configuration settings are usually performed by an administrator. If you do not have the required authorization, contact your administrator. You have obtained a written agreement with SAP or a written agreement between the customer and an SAP approved third party solution provider for this particular functionality, as it is not included in the SAP Business ByDesign license. Point of Sales Transactions are enabled in your solution configuration. To find this business option, go to the Business Configuration and choose the Implementation Projects view. Select your implementation project and click Edit Project Scope. In the Scoping step of the project, ensure that the Point-of-Sale is selected within Customer Invoicing. In the Questions step, expand the Sales scoping element and select Customer Invoicing. Select Point-of- Sale and answer the questions related to Point-of-Sale integration. Business Background P U B L I C 2016 SAP SE or an SAP affiliate company. All rights reserved. 9

10 Verify that all the required master data has been created, for example: Account data Account data must be regularly synchronized between the external (remote) system, and the SAP Business ByDesign system. Material data (for sales of inventory-managed articles) Material data must be regularly synchronized between the external (remote) system, and the SAP Business ByDesign system. Petty cash Clearing house Clearing house account G/L accounts for revenues Projects and corresponding tasks for events that are mapped by the external system Site (for sales of inventory-managed articles) Logistics Area (for sales of inventory-managed articles) Payment terms Credit card data for customers (if needed) Bank account data for the representation of accounts with online payment services (if needed) Process Flow Scenario 1: Sales Transactions 1. The customer makes a purchase from an external distribution channel. The following standard purchase variants are available: Purchase using a cash payment Purchase by credit card Purchase by invoice Purchase by credit card without customer data and other payment cards Purchase using an online payment service Mixed purchase. For example, using a combination of credit card and cash payment 2. The external system starts a batch upload and sends the data to Point-of-Sale Transaction Processing. 3. Point-of-Sale Transaction Processing does one of the following: If the sales transaction data is inconsistent, the sales transaction is not automatically released, and manual correction of the data is required before releasing to Financial Management and Inventory Management. If the sales transaction data is consistent, it is automatically released to Financial Management and Inventory Management. Scenario 2: Cash Transactions Cash Transfer 1. The cashier makes a cash transfer from one petty cash to another, for example, from the cash register to the main safe, and enters the transfer amount in the point-of-sale device. 2. The external system starts a batch upload and sends the data to Point-of-Sale Transaction Processing. 3. Point-of-Sale Transaction Processing does one of the following: SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Background

11 If the cash transfer transaction data is inconsistent, the transaction is not automatically released, and manual correction of the data is required before releasing to Financial Management. For more information about manual correction, see Correct and Release a Cash Transaction. If the cash transfer transaction data is consistent, it is automatically released to Financial Management. Scenario 3: Cash Transactions Cash Balancing 1. The cashier counts the amount of cash in a petty cash and enters it in the point-of-sale device. Usually this happens regularly at the end of a certain time period, for example, a day. 2. The external system calculates the difference between the counted amount and the expected amount and transfers it to Point-of-Sale Transaction Processing. The absolute amounts (counted and expected) are not transferred to Point-of-Sale Transaction Processing. 3. Point-of-Sale Transaction Processing does one of the following: If the cash balancing transaction data is inconsistent, the transaction is not automatically released, and manual correction of the data is required before releasing to Financial Management. For more information about manual correction, see Correct and Release a Cash Transaction. If the cash balancing transaction data is consistent, it is automatically released to Financial Management. See Also Point-of-Sale Transactions Quick Guide Point-of-Sale Transaction Processing in Financial Management 2.2 Supplier Remittance Advices Overview A remittance advice is a message exchanged between payer and payee that automates the clearing of open items by specifying when and how much of which invoices will be paid. Both the buyer and the seller can send the message. Outgoing remittance advice items contain: Amounts (payment amount and gross amount) and currency Invoice number for the open item Incoming remittance advice items contain: Amounts (payment amount and gross amount) and currency Entries for the open item (such as the invoice number) Depending on company policy, suppliers receive a remittance advice for each payment or only for payments that combine multiple invoices. You create a remittance advice to inform the payee which open items are cleared with a payment, which makes it easier for the payee to assign the payment to the open item. If you have given suppliers authorization for direct debit with mandate, they can send a remittance advice to announce the direct debit from the account and to indicate which open invoices the payment clears. You edit remittance advices in the Payment Management work center. The following applies to the remittance advice business process: A remittance advice can refer to one or more business transactions, but to only one payment. Business Background P U B L I C 2016 SAP SE or an SAP affiliate company. All rights reserved. 11

12 A remittance advice can contain a note to a payment method, for example, a bank transfer or check. An individual remittance advice can refer to both national and international payment processing. Each remittance advice refers to only one payment date. Depending on the agreements made, a remittance advice can be created by and for each customer or supplier. Remittance advices are printed by the payment run if the relevant field was selected in the payment media run and if certain requirements have been met (see Creating Supplier Remittance Advices below). Incoming remittance advices are assigned to payments by default. Incoming remittance advices that are due in the future are automatically included in the liquidity forecast. To view the liquidity forecast, in the Liquidity Management work center, open the Cash Position view. Prerequisites You have made the following settings in the Business Configuration work center: Scoping Under Questions Cash Flow Management, you have made the basic settings for your payment processes. Fine-Tuning In the Fine-Tune phase, you have made the following settings for cash flow management: For outgoing remittance advices: You have configured the note to payee in case a remittance advice needs to be printed. For incoming remittance advices: Clearing Strategies The settings that you make here also apply to remittance advices. You specify the settings for the tolerance limits and when manual clearing or manual allocation should take place. Features Entering Remittance Advices Received from Suppliers You copy all the incoming remittance advices manually or electronically into the system. You enter received remittance advices in the Payment Management work center in the Remittance Advices view. Creating Supplier Remittance Advices If multiple invoices of a supplier are paid with an outgoing payment, the system automatically creates a remittance advice when you use the payment media run. This happens if this was specified in the master data or the predefined space for the note to payee of the payment method is not sufficient to represent the explanations on the individual invoices. The system does not save remittance advices sent to suppliers. However, you can print advices as often as you want. You can create remittance advices for each payment or only for selected payments: For each payment You define whether remittance advices are to be created for payments in the master data of the supplier. To activate the creation of a remittance advice for each payment, proceed as follows: 1. In the Payables work center, open the Suppliers view and the Suppliers subview. 2. Select the supplier for whom you want to make this setting. 3. Choose Edit Financial Data. 4. Under Advice Control, select the Advice Required checkbox SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Background

13 You must make these settings for each supplier individually. For payments where the predefined space for the note to payee is not sufficient: The remittance advice is created with the payment medium. For selected payments If you only want to create a remittance advice for payments of individual invoices or payments for multiple invoices without having defined this in the master data, proceed as follows: 1. In the Payment Management work center, open the Payment Monitor view. 2. Select the required payments. 3. Click Create Remittance Advice. The system accesses the invoice data during creation. The new advice status of the payment Issued is displayed in the detail area of this screen under Remittance Advice Data. Submitting a Supplier Remittance Advice You can submit outgoing remittance advices using an electronic interface if you have made the appropriate settings in configuration and for master data. For more information, see Electronic Submission of Outgoing Remittance Advices [page 16]. Sending a Supplier Remittance Advice by You can send outgoing remittance advices by if you have made the appropriate settings in configuration and entered the appropriate master data, including an address for the supplier in question. If you want to send encrypted , you must additionally ensure that a valid certificate has been assigned to the supplier s address. You can also sign s. If you want to use encryption and signatures, you must activate the Payment Management Remittance Advice scenario in configuration. For more information on this task, see Configuration: Encryption and Signature Check. For more general information, see Security. Generating a Supplier Remittance Advice To print supplier remittance advices or submit them using an electronic interface or , proceed as follows: 1. In the Payment Management work center, open the Periodic Tasks view and the Payment Media Runs subview. 2. Choose New Payment Media Run The New Payment Media Run screen appears. 3. Fill the relevant fields on the New Payment Media Run screen and select the Including Advice checkbox. Save your entries. 4. Choose Activate. The remittance advices are generated automatically during the next payment media run. You can generate an outgoing supplier remittance advice more than once. 5. To schedule the printing or electronic sending of remittance advices and thus to do this at specific times on a recurring basis, choose Schedule. The Schedule Job screen appears. Enter the data required for the scheduling and save your entries. Viewing the Status of a Supplier Remittance Advice You can view the advice status for each outgoing payment in the Payment Management work center in the Payment Monitor view. The status is displayed in the details under Advice Data. In the Advice Required field, the system also Business Background P U B L I C 2016 SAP SE or an SAP affiliate company. All rights reserved. 13

14 displays whether a remittance advice is required, if this was specified in the master data of the supplier or the space for the note to payee was not sufficient. 2.3 Customer Remittance Advices Overview A remittance advice is a message exchanged between payer and payee that automates the clearing of open items by specifying when and how much of which invoices will be paid. Both the buyer and the seller can send the message. Outgoing remittance advice items contain: Amounts (payment amount and gross amount) and currency Invoice number for the open item Incoming remittance advice items contain: Amounts (payment amount and gross amount) Entries for the open item (such as the invoice number) Depending on company policy, customers send a remittance advice for each payment or only for payments that combine multiple invoices. Since you know which open items the customer is clearing with the payment, it is easier for you, as payee, to assign the payment to the open item. If you have given customers authorization for direct debit with mandate, they can send a remittance advice to announce the direct debit from the account and to indicate which open items the payment clears. You edit remittance advices in the Payment Management work center. The following applies to the remittance advice business process: A remittance advice can refer to one or more business transactions, but to only one payment. A remittance advice can contain a note to a payment method, for example, a bank transfer or check. An individual remittance advice can refer to both national and international payment processing. Each remittance advice refers to only one payment date. Depending on agreements, a remittance advice can be created by and for each business partner. Outgoing remittance advices are printed by the payment media run, if the relevant field was selected in the payment media run and if certain requirements have been met (see Creating Customer Remittance Advices below). Incoming remittance advices are assigned to payments by default. Incoming remittance advices that are due in the future are automatically included in the liquidity forecast. To view the liquidity forecast, in the Liquidity Management work center, open the Liquidity Forecasts view. Prerequisites You have made the following settings in the Business Configuration work center: Scoping Under Questions Cash Flow Management, you have made the basic settings for your payment processes. Fine-Tuning In the Fine-Tune phase, you have made the following settings for cash flow management: For outgoing remittance advices: You have configured the note to payee in case a remittance advice needs to be printed SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Background

15 For incoming remittance advices: Remittance Advice Deletion Period (optional) Specify how long the advice data should be stored. Clearing Strategies (mandatory) The settings that you make here also apply to remittance advices. You specify the settings for the tolerance limits and when manual clearing or manual allocation should take place. Features Entering Remittance Advices Received from Customers You copy the incoming remittance advices manually or electronically into the system. You enter received remittance advices in the Payment Management work center in the Remittance Advices view. Automatic Allocation of Received Remittance Advices to Incoming Payments Automatic allocation of received remittance advices to open invoices and related incoming payments is supported. After you have transferred remittance advices to the system, an automatic allocation to the related incoming payments is executed using the advice number. Therefore, you no longer need to search for open items or manually assign them to incoming payments. This does not result in any postings. A proposal for the clearing of the items is created automatically based on the advised payment. When payment is received, it will be assigned to the advice and complete the proposed clearing. If differences are detected when the advice is allocated to incoming payments that affect the invoice amount or invoice date, these differences are displayed along with remittance advices that cannot be assigned to any invoice. You can see a list of remittance advices in the Payment Management work center. Creating Customer Remittance Advices If multiple invoices of a customer are debited by direct debit, a remittance advice is created automatically by the payment media run. This happens if this was specified in the master data or the predefined space for the note to payee of the payment method is not sufficient to represent the explanations on the individual invoices. Remittance advices sent to customers are not saved. However, you can print advices as often as you want. You can create remittance advices for each payment or for selected payments: For each payment You define whether remittance advices are to be created for payments in the master data of the customer. To activate the creation of a remittance advice for each payment for which you have authorization to debit the invoice amounts from the customer's account by direct debit with mandate, proceed as follows: 1. In the Receivables work center, open the Customers view and the Customers subview. 2. Select the customer and click Edit Financial Data. 3. Under Advice Control, select Remittance Advice Required. You must make these settings for each customer individually. For payments where the predefined space for the note to payee is insufficient, the remittance advice is created with the payment medium. For selected payments: If you only want to create a remittance advice for payments of individual invoices or payments for multiple invoices without having defined this in the master data, proceed as follows: 1. In the Payment Management work center, open the Payment Monitor view. 2. Select the required payments and click Create Remittance Advice. Business Background P U B L I C 2016 SAP SE or an SAP affiliate company. All rights reserved. 15

16 3. The system accesses the invoice data during creation. The new advice status of the payment Issued is displayed in the detail area of this screen under Remittance Advice Data. Submitting a Customer Remittance Advice You can submit outgoing remittance advices electronically if you have made the required settings in configuration and the master data. For more information, see Electronic Submission of Outgoing Remittance Advices [page 16]. Generating a Customer Remittance Advice To print customer remittance advices or send them electronically if the customer has given you authorization for direct debits, proceed as follows: 1. In the Payment Management work center, open the Periodic Tasks view and the Payment Media Runs subview. 2. Click New Payment Media Run. 3. Fill the relevant fields on the New Payment Media Run screen and select the Including Payment Advice checkbox. Save your entries. 4. Click Set to Active. The remittance advices are generated automatically during the next payment media run. You can generate an outgoing customer remittance advice more than once. 5. To schedule the printing or electronic sending of remittance advices and thus to do this at specific times on a recurring basis, click Schedule. Enter the data required for the scheduling and save your entries. Viewing the Status of a Customer Remittance Advice You can view the advice status for each outgoing payment in the Payment Management work center in the Payment Monitor view. The status is displayed in the details under Advice Data. In the Advice Required field, the system also displays whether a remittance advice is required, if this was specified in the master data of the customer or the space for the note to payee was not sufficient. Viewing the Remittance Advice History 1. In the Payment Management work center, open the Remittance Advices view. 2. To display the payment of a specific customer, choose the filter function and enter the customer in the Payer/ Payee ID field. All advices of the selected customer are displayed. You can sort the advices according to their status (for example, released, canceled, confirmed). 2.4 Electronic Submission of Outgoing Remittance Advices You can send outgoing remittance advices to your customers or suppliers through an electronic interface if the required settings have been made on both the sender and receiver side. Prerequisites Business Configuration The use of outgoing bank transfers and checks is activated in your solution configuration. To find this business option, go to the Business Configuration work center and choose the Implementation Projects view. Select your SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Background

17 implementation project and click Edit Project Scope. In the Scoping step of the project, ensure that Payment and Liquidity Managementis selected within Cash Flow Management. In the Questions step, expand the Cash Flow Management scoping element, select Payment and Liquidity Management and answer the questions related to outgoing bank transfers and checks. Master Data Both the sending and the receiving company of the remittance advice must have their own standard form of identification, such as a unique company D-U-N-S number (Data Universal Numbering System), which is assigned to companies by Dun & Bradstreet. This ID is entered by both parties in the master data and required in each case by the system to uniquely assign the electronic exchange of data between two companies. The following IDs can be used as a standard form of identification: German customs number D-U-N-S number Global location number Standard Carrier Alpha Code (for freight companies) To enter a standard ID, go to the Organizational Management work center and choose Common Tasks Edit Org Structures. On the General tab, you can enter your standard ID using the External Business Identifiers link. Both the sender and receiver need to agree upon a standard ID to use and communicate this to each other. The following procedure uses the D-U-N-S number as the standard ID. 1. Data Retrieval and Entry of the D-U-N-S Number for Remittance Advice Sender: On the Sender Side: Go to the Payables work center and choose Common Tasks Show Organizational Structures. On the Organizational Structure: <Name of Company> screen, the General tab displays the D-U-N-S number. Inform the receiver of this number. On the Receiver Side: Go to the Receivables work center and choose Customers. Select the appropriate customer and choose Edit General. On the Corporate Account: <Name of Company> screen, enter in the D-U-N-S- Number field the D-U-N-S number that you received from the sender. 2. Data Retrieval and Entry of the D-U-N-S Number for Remittance Advice Receiver: On the Receiver Side: Go to the Receivables work center and choose Common Tasks Show Organizational Structures. On the Organizational Structure: <Name of Company> screen, the General tab displays the D-U-N-S number. Inform the sender about this number. On the Sender Side: Go to the Payables work center and choose Suppliers. Select the appropriate supplier and choose Edit General. On the Supplier: <Name of Company> screen, enter in the D-U-N-S-Number field the D-U-N- S number that you received from the sender. Process Flow For your company to be able to send remittance advices electronically, you need to ensure that both the XML output channel is set and that the interface is set up, also on the supplier side, as described below. Business Background P U B L I C 2016 SAP SE or an SAP affiliate company. All rights reserved. 17

18 Setting the Electronic Submission of Remittance Advices The function for submitting remittance advices electronically needs to be activated on both the sender and receiver side. Setting the Communication Arrangement on the Receiver Side 1. Go to the Application and User Management work center and choose Input and Output Management Communication Arrangements. Choose New. 2. On the New Communication Arrangement screen, enter the required data including your customer in the Business Partner ID field. Enter Dun & Bradstreet Number under the Identification Type. Under Selected Service, choose the following values: Business Document: Remittance Advice Inbound Collaboration Template: Remittance Advice (Inbound Using SAP ESD) Collaboration Template Type: XI Inbound In the Security section in the Authentication field, choose the value SSL Client Certificate. Alternatively, choose the User Name/Password value and edit the User Name field accordingly. 3. A URL is generated and shown under Technical Settings. Inform the sender of this URL. 4. Save. The configured interface now enables you to receive remittance advices in electronic form, in which you are notified electronically about payment requests. Setting the Communication Arrangement on the Sender Side 1. Go to the Application and User Management work center and choose Input and Output Management Communication Arrangements. Choose New. 2. On the New Communication Arrangement screen, enter the required data including your supplier in the Business Partner ID field. In the Identification Type field, enter Dun & Bradstreet Number. Under Selected Service, choose the following values: Business Document: Remittance Advice Outbound Collaboration Template: Remittance Advice (Outbound Using SAP ESD) Collaboration Template Type: XI Outbound Under Technical Settings, enter in the URL field the URL that the recipient of the remittance advice provided you with. In the Security section in the Authentication field, choose the value SSL Client Certificate. In the User Name field, choose System Key, which then enables you to use the Download Certificate function displayed alongside. Alternatively, choose the User Name/Password value and edit the User Name field accordingly. Save. 3. Navigate to the Payables work center and choose Suppliers. Select your supplier and choose Edit Addresses. On the Communication tab, choose Collaboration. 4. In the Remittance Advice Outbound field, choose XML and then Save. You can now initiate payment transactions using the corresponding supplier invoices, and send remittance advices to your suppliers electronically with notification of your payment requests. If the recipient of the remittance advice does not use this solution but does use a Web service, the recipient can inform the sender of the URL provided by the Web service. The remittance advice can then be submitted using that URL SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Background

19 2.5 Determination of Payment Method / Reservation Overview The payment method specifies how you execute payments, for example, by check or bank transfer. You create the payment method settings for internally initiated payments and your company's account information. You specify the payment method at the following locations: In the customer or supplier master data In the open items You also define the detailed information (for example, the account number and bank code for a bank transfer). The system accesses this data when creating the payment proposal list: If you have not specified a payment method in the master data, you can enter the payment method in the open items when processing the payment proposal list. The payment method specified this way overrides the payment method specified in the master record. You can also specify a payment method in the open items that is not contained in the master record. If multiple payment methods are specified in the master data but none in the open items, the system examines in the sequence in which the payment methods were entered, whether the payment methods specified for the payment run can be performed. The system attempts to determine the quickest and most favorable payment method. For disbursements in foreign currencies, the system checks whether the payment methods allow disbursements to suppliers, customers, or banks abroad. For collections in foreign currencies, the payment method for foreign currency payments must be allowed. Prerequisites Configuration Settings Fine-Tuning Determination of Payment Method / Reservation is activated in your solution configuration. To find this activity, go to the Business Configuration work center and choose the Implementation Projects view. Select your implementation project and click Open Activity List. Select the Fine-Tune phase and select the following activities from the activity list. Payment methods of the country under Global Settings for Payments: Definitions that must be countryspecific for a payment method. This is necessary for all payment methods that are used in a country by your company. For example, if you have companies in Germany, France, and the United States, you define the payment method Check separately for each country. Payment methods of the company under Bank Account and Payment Method Determination and Prioritization for Automatic Payments Prioritize Bank Accounts and Payment Method based on Amount : Define the payment methods used for each company, with maximum and minimum amounts. Supplier Master Data If you have agreed a payment method with a business partner, you can specify this directly in the master record. You can also specify multiple payment methods in the master record. The system selects one during the payment run, according to the payment method specified in the document or one of the payment methods specified in configuration during bank prioritization. Business Background P U B L I C 2016 SAP SE or an SAP affiliate company. All rights reserved. 19

20 To specify payment methods in the master record, choose Payables Suppliers, select a supplier and click Edit. Then choose Financial Data Payment Data. Under Payment Methods, you can select all payment methods defined for your company. Customer Master Data You define a payment method in the customer master record if you want to execute internally initiated payments. This concerns, for example, an agreement to debit customer invoices directly from a customer's account by direct debit. If you define payment methods in the customer master data, these payments are also included in the payment proposal list. Choose Receivables Customers and click Go. Choose a customer, then click Edit and choose Financial Data Payment Data. Under Payment Methods, you can select any payment method defined for your company. Features Payment Methods in Open Items You can specify the payment method for each disbursement during invoice entry. This payment method then appears in the payment proposal list. However, if no payment method is specified, the standard payment method from the master data appears in the payment proposal list. You can change this to any other payment method defined in the master record. To change the payment method in open items, proceed as follows: 1. In the Payables work center, choose Automatic Payments. This view displays the Payment Proposal List, showing all due open items. 2. Select the payment for which you want to change or enter the payment method and choose Edit. The Payment Proposal:<Payment Proposal Number> screen is displayed. 3. Enter a payment method under Payment Method or change the existing one. If a payment method is specified in the item to be paid, this takes precedence over the entries in the master record. 4. Save your entries. Payment Reservation To execute the payment, there must be an Allocation of Liquidity. When allocating the liquidity, the system checks whether there is sufficient liquidity for the disbursement at the bank and reserves the relevant amount for this payment. For important payments, you can decide that there should be no allocation of liquidity. The payment is then made regardless of the availability of liquid funds. 2.6 Creating User-Defined Payment File Formats Overview SAP Business ByDesign supports the most popular file formats for electronic bank transfer for the countries for which a fully localized solution is available. However, it may be that your bank uses its own custom payment formats or a variant of one of the popular formats. It is now possible to create user-defined payment file formats, which are as per your bank specification, using the Outgoing Bank Transfers fine tune activity. To create a payment file format, you should first create a payment file structure in Payment File Structures. You then assign this payment file structure to a payment medium format SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Background

21 To find this activity, go to the Business Configuration work center and choose the Implementation Projects view. Select your implementation project and click Open Activity List. Select the Fine-Tune phase, then select the Outgoing Bank Transfers activity from the activity list. You can create user-defined payment file formats that are flat files using this activity; it is not possible to create XML-based formats. Prerequisites A suitable payment medium format exists. If one does not exist, you should create a payment medium format. For more information, see Edit Payment Medium Formats under Outgoing Bank Transfers Process Flow 1. In Outgoing Bank Transfers Payment File Structures, create a payment file structure according to the bank specification for the format. 1. Enter general data such as the payment file structure ID. 2. Define the records to be used within the structure. 3. Define the fields used within each of these records. For more information, see Create a Payment File Structure 2. You must then assign this payment file structure to a payment medium format. In Assign a Payment File Structure to a Payment Medium Format, map the payment file structure to an existing payment medium format. For more information, see Assign a Payment File Structure to a Payment Medium Format 3. You should then select the new payment file format in My Bank. If, in the previous step, you assigned the payment file structure to a file format already in use within My Banks, you can skip this step. 1. Go to Liquidity Management My Banks. 2. Select the relevant bank and click Edit. 3. Under Payment Formats, add the payment file format, which you have created. 4. You can then create outgoing bank transfers using this payment file format. 1. Go to Payment Management Payment Monitor, create a new payment by clicking New Payment by Outgoing Bank Transfer. 2. Enter the required details for the bank transfer such as payee, payee's bank account number, and payment amount. For more information, see Create an Outgoing Bank Transfer task in the Payment Monitor Quick Guide [page 121]. After you release an outgoing bank transfer, the payment using your payment file format now appears under Payment Monitor. 5. You can then create a payment file using this payment file format. 1. In the Payment Monitor, choose the outgoing bank transfer, which you released in the previous step. It should have the status Ready for Transfer. 2. Click Actions for Bank Transactions and choose Create Payment File. 3. Business Background P U B L I C 2016 SAP SE or an SAP affiliate company. All rights reserved. 21

22 To download the payment file locally, you should do the following: Go to the Outbound Files subview under File Management view, select the new payment file, and click Edit. From Outgoing File, go to the Attachments and select the payment file. To download the file from the browser window to your computer, click Download. If the bank rejects the payment file, a potential reason is errors in the layout or content of file. If this is so, you should recheck the correctness of the payment file structure against the bank specification, and also make use of any feedback from the bank. 2.7 Incoming Payments by SEPA Direct Debit Overview The Single Euro Payments Area (SEPA) enables you to make direct debits within the participating European countries. To make SEPA direct debits, you need to obtain a statutory debit authorization in the form of a mandate. If you have created a valid mandate of your customer, it is selected in the payment run or during the manual direct debit and the relevant data is then sent to the bank. For SEPA transactions, the international bank code BIC (SWIFT) must be entered, which replaces the conventional national bank code. The international account number IBAN also needs to be entered, which appears instead of the national account number. New XML payment formats are also used. The functions for directly debiting your customers (within the SEPA participating countries) are available in the Receivables, Payment Management, and Liquidity Management work centers. Outgoing SEPA direct debits that are initiated by a supplier, for example, are not supported. Prerequisites You have made the following predefined settings in business configuration and the master data: Business Configuration Scoping Under Questions Cash Flow Management, you have made the basic settings for your incoming payment processes. Fine-Tuning In the fine-tuning activity Global Settings for Payment, you have prioritized your payment methods to include SEPA direct debit for each concerned country by selecting Direct Debit and moving the entry to the desired position. Master Data In the Liquidity Management work center, My Banks view, you have made the following settings for the bank: On the Payment Formats tab, you have selected the payment medium format SEPA Direct Debit. On the Bank Accounts Payment Method tab, you have selected the entry SEPA Direct Debit. You have received a unique creditor identifier from your country s national bank and have entered your company in the master data in the Organizational Management work center SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Background