Complementary Demo Guide

Transcription

1 Complementary Demo Guide Lockbox Payment Process SAP Business ByDesign SAP Business ByDesign Global August 15, 2014 SAP Cloud Reference Systems

2 Table of Content 1 About this Document Purpose Demo Business Context Prerequisites Master and Transactional Data Demo Steps Prepare and create Lockbox File House Bank information Check Storage information Customer information Customer Invoices / Open Items information Process Lockbox File in SAP Business ByDesign Prepare / Create Lockbox File File Upload / File Processing in Business ByDesign Payment Pre-Processing in Business ByDesign July 9,

3 1 About this Document 1.1 Purpose This guide shows you how to prepare and demo the Lockbox Payment Process for Business ByDesign. 1.2 Demo Business Context You are an accounts receivables accountant / accountant and responsible for receivables payments in your company. You also receive customer payments via the lockbox process from your bank. Your task is to process the Lockbox Payment File made available by the bank or provider within SAP Business ByDesign and clear the paid invoices automatically. 1.3 Prerequisites We assume that there are open customer invoices available and ready to pay. If not please create some customer invoices for this process/demo. We also assume that all necessary master data is already available. Please check the How-To Implement document. Please click here to download the Excel-spreadsheet for BAI2 file creation. 2 Master and Transactional Data You need the following information to process the payment and to fill and then create the Lockbox file (BAI2): Description Standard / Example Value Space for your individual data House Bank - Bank Account House Bank - Routing Number Lockbox Number Customer CP Customer Bank Account Customer Bank Routing Number Customer - Invoice Number(s) Customer Invoice Amounts Example: 1INV INV INV Example: 131, USD 111, USD 24, USD July 9,

4 3 Demo Steps 3.1 Prepare and create Lockbox File House Bank information Work Center / View Liquidity Management Master Data My Banks My Bank Select the bank and click on Edit General Note down the House Bank Routing Number. Go to Bank Accounts tab. Note down the House Bank Account Number. July 9,

5 3.1.2 Check Storage information Work Center / View Liquidity Management Master Data Check Storages Check Storage Select the Check Storage Named Lockbox. And click Edit. Note down the Lockbox Number Customer information Work Center / View Receivables Customer Customer Accounts Customer Accounts Select the customer and double-click the customer name. Click on View All. Switch to Financial Data July 9,

6 Bank Data tab. Note down the National Bank Code and Bank Account Number of the customer. July 9,

7 3.1.4 Customer Invoices / Open Items information Work Center / View Receivables Customer Customer Accounts Customer Accounts Select the customer and click View. Note down some of the open invoices (invoice number and amount). July 9,

8 3.2 Process Lockbox File in SAP Business ByDesign Prepare / Create Lockbox File Using the Excel spreadsheet and the included macro you can create a Lockbox BAI2 file which can be uploaded to the SAP Business ByDesign solution. BAI2 LockBox File Generator Check / Add / Change the header data for the file. Open the Excel spreadsheet. Click on Enable Content to activate and enable the included macro. Path Example path: C:\Users\D042507\Desktop\Lo ckbox Enter the path to the location where you wish to store the file. BAI2 Base File Name BAI2_LB You can decide which naming you like to have for the file creation. House Bank Routing No House Bank Account No Lockbox Number Deposit Date (YYMMDD) Add Transaction details Check Number e.g Enter any number as check number. If you like to simulate a check with multiple invoices paid enter in each line the same check number! Customer Bank Routing Customer Bank Account Number Invoice Number e.g. 1INV Amount Paid e.g ,00 If you wish to simulate an under- or over-payment, enter the reduced/heightened amount. To create the file, click on July 9,

9 You receive a success message that the file has been created File Upload / File Processing in Business ByDesign Work Center / View Liquidity Management File Management Inbound Files Inbound Files File Type Bank ID Lockbox Bank of Cleveland Click on New Inbound File. Click Add File (Attachments Area) Click Browse, navigate to your file, select the file and click Open. Click Add. Finan Click on Start File Upload. July 9,

10 Click Close. Refresh the table for the inbound files. Check the status of the upload (Finished). Using the Display Log you can get more information about the uploaded file Payment Pre-Processing in Business ByDesign Work Center / View Payment Management Deposits Lockbox Batches You can see the created Lockbox Batch in the list. Clicking on Assigned Checks in the Details area, you get information about what checks are assigned. July 9,

11 Work Center / View Receivables Payment Clearing Payment Clearing - Show: Open Payment Clearings Based on the company s clearing strategy, the accountant has to manually process the clearing or has to clarify differences. With Show Clearing you get the information about the current clearing proposal done by the system. Click on Edit Check the clearing proposal if everything is fine / or after clean up differences click Clear to start the clearing process of the open items. Click Close to return to the Payment Clearing table. After refreshing the screen (and changing the show filter in the table) you will see that the status changed to completed. With Actions Send to Payment Allocation the current clearing proposal will send to Payment Allocation (process the clearing action). Same Action like Edit Clear! Customer Accounts Go to Receivables Customer Accounts. Select the line with customer CP and click on View. Change Show filter to Cleared Items. Search / Filter for the invoices and you will see that the invoices are cleared. July 9,

12 By clicking on the clearing number you will get more details about how the items were cleared. Click Close. July 9,

13 Icons Caution Example Tip Note User ID and User Role Work Center and Work Center View Copyright 2014 SAP SE or an SAP affiliate company. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company. SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. Please see for additional trademark information and notices. Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors. National product specifications may vary. These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP SE or its affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP SE or SAP affiliate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation, and SAP SE s or its affiliated companies strategy and possible future developments, products, and/or platform directions and functionality are all subject to change and may be changed by SAP SE or its affiliated companies at any time for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place undue reliance on these forward-looking statements, which speak only as of their dates, and they should not be relied upon in making purchasing decisions. July 9,