User ID: LAUSD Password: training 1. Accounts Receivable Course Exercise Guide May 2013
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1 User ID: LAUSD Password: training 1 Accounts Receivable Course Exercise Guide May 2013
2 TABLE OF CONTENTS EXERCISE 1 DISPLAY AN AR CUSTOMER... 4 EXERCISE 2 CREATE AN AR CUSTOMER... 5 EXERCISE 3 CHANGE AN AR CUSTOMER... 6 EXERCISE 4 PARK AN INVOICE... 7 EXERCISE 5 PARK A CREDIT MEMO... 9 EXERCISE 6 REQUEST CORRESPONDENCE EXERCISE 7 TRIGGER CORRESPONDENCE EXERCISE 8 PRINT AN INVOICE FROM THE SPOOL EXERCISE 9 PARK A MULTI-LINE INVOICE EXERCISE 10 CHANGE A PARKED INVOICE EXERCISE 11 EXCEL UPLOAD OF MULTIPLE AR DOCUMENTS EXERCISE 12 APPROVE UPLOAD OF MULTIPLE AR DOCUMENTS EXERCISE 13 MASS PRINT JOB COST BILLING INVOICES EXERCISE 14 DISPLAY AND CHANGE A POSTED INVOICE EXERCISE 15 REVERSE A POSTED INVOICE EXERCISE 16 MANUALLY CLEAR CUSTOMER OPEN ITEMS EXERCISE 17 RESET CLEARED ITEMS EXERCISE 18 RUN THE CUSTOMER LINE ITEMS REPORT Exercise Guide Page 2 of 26 REVISED: 5/31/2013 8:02:00 AM
3 EXERCISE 19 RUN THE CUSTOMER BALANCE DISPLAY REPORT EXERCISE 20 RUN THE CUSTOMER AGING REPORT Exercise Guide Page 3 of 26 REVISED: 5/31/2013 8:02:00 AM
4 Exercise 1 Display an AR Customer You have received a request to create a new customer for the Zoo Magnet Parent Council and wish to confirm whether the master record has already been created in SAP. Accounts Receivable/Cash Management Manage Master Data Display Customer in the Customer field Select Account group City Name ZCUS *los angeles* *zoo* Double-click on the line with customer Company code 1000 Exercise Guide Page 4 of 26 REVISED: 5/31/2013 8:02:00 AM
5 Exercise 2 Create an AR Customer You received a request to create a new customer master record and have confirmed that it does not exist in SAP. Accounts Receivable/Cash Management Manage Master Data Create Customer Account group LAUSD FI Cust Acct Group or ZCUS Company code 1000 Name Street Training Customer + your initials 200 N Spring Street Postal Code City Country Region Los Angeles US CA Recon. account Sort key Z01 the tab Terms of payment Z001 the tab Dunn.Procedure Write down the number of your customer LAUS SAP displays the message Customer 2xxxxxx has been created in company code 1000 Exercise Guide Page 5 of 26 REVISED: 5/31/2013 8:02:00 AM
6 Exercise 3 Change an AR Customer You have received a request to change the address of a customer. Accounts Receivable/Cash Management Manage Master Data Change Customer Customer Use the customer number you just created Company code 1000 Go to the tab (if necessary) Street PO Box 2013 SAP displays the message Changes have been made Exercise Guide Page 6 of 26 REVISED: 5/31/2013 8:02:00 AM
7 Exercise 4 Park an Invoice You have received a request to create an invoice for a customer. Enter the necessary data needed to park the invoice and send it for approval through workflow. Accounts Receivable/Cash Management Process Transactions Park or Edit Invoice Company code (if necessary) 1000 Customer Invoice date Posting date Reference Number of the customer you created Today s date Today s date FAC Amount 100 Text Short description of the invoice G/L acct D/C Credit Amount in doc.curr. 100 Cost center Fund Enter a long text description of the line item. This will appear on the invoice. Exercise Guide Page 7 of 26 REVISED: 5/31/2013 8:02:00 AM
8 Write down the document number of your parked invoice SAP displays the message Document 2xxxxxxx 1000 was parked. Exercise Guide Page 8 of 26 REVISED: 5/31/2013 8:02:00 AM
9 Exercise 5 Park a Credit Memo You have received a request to create a credit memo for a customer. Enter the necessary data needed to park the invoice and send it for approval through workflow. Accounts Receivable/Cash Management Process Transactions Park or Credit Memo Company code (if necessary) 1000 Customer Invoice date Posting date Reference Number of the customer you created Today s date Today s date FAC Amount 30 Text Short description of the credit memo the tab Bline date Inv.ref. Enter today s date Invoice number from the previous exercise G/L acct D/C Debit Amount in doc.curr. 30 Fund Exercise Guide Page 9 of 26 REVISED: 5/31/2013 8:02:00 AM
10 The message appears Notes Enter a long text description of the line item Write down the document number of your credit memo SAP displays the message Document 2xxxxxxx 1000 was parked. Exercise Guide Page 10 of 26 REVISED: 5/31/2013 8:02:00 AM
11 Exercise 6 Request Correspondence Your parked invoice has been approved. You now wish to display and then request correspondence in the first step of printing the invoice. Accounts Receivable/Cash Management Process Transactions Display Posted Document Document number Your approved invoice number Company code 1000 Fiscal year 2013 Select the menu path Environment Correspondence Corr. ZAR01 SAP displays the message Exercise Guide Page 11 of 26 REVISED: 5/31/2013 8:02:00 AM
12 Exercise 7 Trigger Correspondence After requesting correspondence for your invoice you must then trigger correspondence. Accounts Receivable/Cash Management Period End Closing Print Customer Correspondence per Requests Correspondence ZAR01 Company code 1000 Document number Your approved invoice number Fiscal year 2013 Record the spool number (ignore commas) Spool number Exercise Guide Page 12 of 26 REVISED: 5/31/2013 8:02:00 AM
13 Exercise 8 Print an Invoice from the Spool After triggering correspondence for your invoice you must go to the spool to print. Accounts Receivable/Cash Management Period End Closing Display Spool Requests (All Jobs) Spool Request Number Date created Spool request number (without commas) from the previous exercise Today s date Fiscal year 2013 Type Spool no. Select Exercise Guide Page 13 of 26 REVISED: 5/31/2013 8:02:00 AM
14 Exercise 9 Park a Multi-line Invoice You have received a request to create a multi-line invoice for a customer. Enter the necessary data needed to park the invoice and send it for approval through workflow. Accounts Receivable/Cash Management Process Transactions Park or Edit Invoice Company code (if necessary) 1000 Customer Invoice date Posting date Reference Number of the customer you created Today s date Today s date FAC Amount 500 Text Short description of the invoice G/L acct D/C Credit Amount in doc.curr. 300 Fund Notes Enter a long text description of the line item. This will appear on the invoice. Exercise Guide Page 14 of 26 REVISED: 5/31/2013 8:02:00 AM
15 G/L acct D/C Credit Amount in doc.curr. 200 Fund Notes Enter a long text description of the line item. This will appear on the invoice. Write down the number of your invoice document SAP displays the message Document 2xxxxxxx 1000 was parked. Exercise Guide Page 15 of 26 REVISED: 5/31/2013 8:02:00 AM
16 Exercise 10 Change a Parked Invoice Your parked invoice was rejected and you must now make a change to the parked document before resubmitting for approval through workflow. After the invoice is approved repeat all steps in Exercises 6, 7, and 8 to print the invoice. Accounts Receivable/Cash Management Process Transactions Display Parked Document Company code (if necessary) 1000 Doc. Number Your parked document from the previous exercise Fiscal year 2013 G/L Account SAP displays the message Document 2xxxxxxx 1000 was parked. SAP displays the message Preliminary posted document 2xxxxxxx 1000 was changed. Exercise Guide Page 16 of 26 REVISED: 5/31/2013 8:02:00 AM
17 Exercise 11 Excel Upload of Multiple AR Documents You have been provided with a spreadsheet containing multiple invoices. You must now upload the spreadsheet to SAP to park the invoices and submit them for approval. Accounts Receivable/Cash Management Process Transactions Customer Invoice Upload from Excel (modified) File name Enter the location and name of your Excel Remove the check from the Test Run check box Write down the invoice number range Exercise Guide Page 17 of 26 REVISED: 5/31/2013 8:02:00 AM
18 Exercise 12 Approve Upload of Multiple AR Documents You have received an requesting that you approve invoices that were uploaded with an Excel spreadsheet. Accounts Receivable/Cash Management Process Transactions Approve Invoice Upload from Excel (modified) Place the cursor in the Server File field Double-click on txt file you wish to approve Exercise Guide Page 18 of 26 REVISED: 5/31/2013 8:02:00 AM
19 Exercise 13 Mass Print Job Cost Billing Invoices The nightly batch job has generated invoices for job cost billing. You wish to print multiple invoices (mass printing). Execute the mass printing transaction and then view your invoices in the spool. Instructions Mass Print and then run the spool transaction. Company code 1000 Document number See data sheet for number range Fiscal year 2013 Document Type DJ Further selections Correspondence ZGM19 Go to the spool to locate your invoices and print them to a local printer Exercise Guide Page 19 of 26 REVISED: 5/31/2013 8:02:00 AM
20 Exercise 14 Display and Change a Posted Invoice You wish to add text to the customer line item of a posted invoice. Accounts Receivable/Cash Management Process Transactions Display Posted Document Document number Use one of your invoice numbers from exercise 9 Company code 1000 Fiscal year 2013 Double-click on the customer line item Text Enter a text description for the line item SAP displays the message Exercise Guide Page 20 of 26 REVISED: 5/31/2013 8:02:00 AM
21 Exercise 15 Reverse a Posted Invoice You realize that there was an error on a customer invoice that you posted in a previous exercise. You wish to reverse the invoice. Instructions Accounts Receivable/Cash Management Manage Information Reverse Document Document number Use the invoice from the previous exercise Company code 1000 Fiscal year 2013 Reversal reason 01 SAP displays the message Document 2xxxxxxx was posted in company code Write down the number of the reversal document Exercise Guide Page 21 of 26 REVISED: 5/31/2013 8:02:00 AM
22 Exercise 16 Manually Clear Customer Open Items After posting a payment against a customer invoice the customer account is left with small but uncollectable balance that is greater than the tolerance. You wish to manually clear the customer account. Instructions Accounts Receivable/Cash Management Manage Information Manually Clear Customer Open Items Account See data sheet (customer number) Company code 1000 Double-click to activate the two line items you wish to clear and Select the menu path Document Simulate Double-click the AR writeoff line item Fund Cost Center Functional Area Grant NOT_RELEVANT SAP displays the message Document 28xxxxxx was posted in company code Exercise Guide Page 22 of 26 REVISED: 5/31/2013 8:02:00 AM
23 Exercise 17 Reset Cleared Items A customer payment was posted incorrectly to a customer account. You wish to reverse the payment document and reset the invoice to open. Instructions Accounts Receivable/Cash Management Manage Information Reset Cleared Items Document number See data sheet (payment document) Company code 1000 Fiscal year 2013 Reversal reason 02 SAP displays the message Clearing 2xxxxxxx reset SAP displays the message Document 2xxxxxxx was posted in company code 1000 Exercise Guide Page 23 of 26 REVISED: 5/31/2013 8:02:00 AM
24 Exercise 18 Run the Customer Line Items Report You wish to display the line item postings in a customer account. Accts Recv/Cash Mgmt Manage Information Display Customer Line Items Customer account Company code 1000 Fiscal year 2013 Status Line Item Selection Exercise Guide Page 24 of 26 REVISED: 5/31/2013 8:02:00 AM
25 Exercise 19 Run the Customer Balance Display Report You wish to display the balances in a customer account. Reports Accts Recv/Cash Mgmt Display Customer Account Balances next to the Customer field Lower limit Upper limit Company code 1000 Fiscal year 2013 Double-click on the number in the Cum. balance column for the current period Exercise Guide Page 25 of 26 REVISED: 5/31/2013 8:02:00 AM
26 Exercise 20 Run the Customer Aging Report You wish to display the customer aging report. First show the report for customer and then for the range of customers listed below. Reports Accts Recv/Cash Mgmt Accounts Receivable Aging Report Company code 1000 next to the Customer field Lower limit Upper limit Open at key date Today s date Exercise Guide Page 26 of 26 REVISED: 5/31/2013 8:02:00 AM
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