SAP Business One How-To Guide PUBLIC How to Define Cash Discounts Applicable Release: SAP Business One 8.8 All Countries English December 2009
Table of Contents Introduction... 3 Defining G/L Accounts for Cash Discounts... 4 Setting Authorizations... 5 Defining a New Cash Discount Name... 5 Defining Cash Discounts by Date... 7 Defining Cash Discounts by Days after Posting Date... 8 Updating and Deleting Cash Discounts... 10 Configuring Cash Discounts for Incoming and Outgoing Payments... 11 Defining Cash Discounts for the Payment Wizard Run... 13 Defining the Minimum Cash Discount... 13 Changing When Cash Discounts Apply to A/R and A/P Documents... 14 Changing When Cash Discounts Apply to Manual BP Internal Reconciliations... 15 Using Net... 17 Cash Discounts: Localization Features... 18 Creating Manual Incoming Payments for A/R Invoices: Belgium, Cyprus, Denmark, Great Britain, and the Netherlands... 18 Defining Cash Discounts that Apply on Sales Tax: Canada and US... 18 Database Tables Reference... 18 Copyrights, Trademarks, and Disclaimers... 19 SAP AG 2009 2
Introduction Cash discounts are used to encourage your customers to settle their debts as soon as possible. Your vendors may also grant cash discounts when you pay your A/P invoices prior to their due dates. SAP Business One enables you to do the following: Define cash discounts in the Payment Terms field linked to your customers and vendors Define a hierarchy of cash discounts set according to the payment date Apply a cash discount to freight defined in an invoice Apply a cash discount to tax amounts included in an invoice This feature is dependent on your localization. For example: The cash discount process that automatically applies to VAT is relevant for Austria, Australia, France, Finland, Norway, Portugal, China, Germany, Panama, New Zealand, and Spain. The cash discount process that automatically applies only to the amount before tax is relevant for Cyprus, Denmark, United Kingdom, Netherlands, and Sweden. Once a payment takes place, SAP Business One compares the payment date to the due date of the invoice. If the payment date is earlier than the due date, SAP Business One checks if the payer is entitled to a discount according to the payment term appearing in the invoice. If a discount is warranted, SAP Business One updates accordingly the amount to be paid in the payment. Once the payment is completed, the application creates an appropriate journal entry that also reflects the cash discount. The cash discount feature is not relevant for the following localizations: Israel and Mexico. SAP AG 2009 3
Defining G/L Accounts for Cash Discounts Use the G/L Account Determination window to define default G/L accounts for cash discounts that are used when transactions involving cash discounts are created in SAP Business One. 1. From the SAP Business One Main Menu, choose Administration Setup Financials G/L Account Determination. The G/L Account Determination window opens. 2. On the General subtab of the Sales tab, define a sales cash discount account in the Cash Discount field. 3. On the General subtab of the Purchasing tab, define a purchasing cash discount account in the Cash Discount field. To use the net procedure, you have to define an account in the Cash Discount Clearing field. For information, see Using Net. SAP AG 2009 4
Setting Authorizations For information about the authorizations required for cash discounts, see the document How to Define Authorizations in Releases 8.8 in the documentation area of SAP Business One Customer Portal at http://service.sap.com/smb/sbocustomer/documentation. Defining a New Cash Discount Name Use the Payment Terms - Setup and the Cash Discount windows to define the cash discounts and the methods of applying the discounts. You can choose whether to link a cash discount template to a payment term. You can replace the selected cash discount template in the payment term any time, even after the sales and purchasing invoices are added to the system. To use the cash discount feature, you must link a cash discount template to a payment term. 1. From the SAP Business One Main Menu, choose Administration Setup Business Partners Payment Terms. The Payment Terms Setup window opens. 2. In the Cash Discount Name dropdown list, select Define New. If you have already defined cash discounts in your company, after selecting one of them you can click next to the Cash Discount Name field to open the Cash Discount window. SAP AG 2009 5
The Cash Discount window opens. 4. Specify the following information: Field/Button Code Name By Date Activity/Description Enter a code for the cash discount. This field is mandatory. Enter a name for the cash discount. We recommend entering the name of the cash discount in this field because it is then displayed in the Cash Discount Name dropdown list. Determine the method of applying the cash discount. To apply the cash discount on a specific day of the month, for example, on the 3 rd, 10 th, 15 th, and so on, select this checkbox. For information see Defining Cash Discounts by Date. To apply the cash discount according to the number of days following the posting date of the invoice, for example, after 10 days, 20 days, and so on, deselect this checkbox. For information see Defining Cash Discounts by Days after Posting Date. Freight Sales Tax Select this checkbox to include freight in the cash discount calculation, if freight is included in the invoice. Select to calculate the cash discount also on the sales tax amount calculated in the invoice. 5. Add the cash discount. This field is for the US localization only. For information see Defining Cash Discounts that Apply on Sales Tax: Canada and US. SAP AG 2009 6
Defining Cash Discounts by Date Use the cash discount by date function to apply discounts based on the date of payment. 1. From the SAP Business One Main Menu, choose Administration Setup Business Partners Payment Terms. The Payment Terms Setup window opens. 2. From the Cash Discount Name dropdown list, select Define New. The Cash Discount window opens. 3. To define day-dependent cash discounts, select the By Date checkbox. 4. Specify the following fields: Field Day +Month Activity/Description Enter the day of the month on which to apply the cash discount, for example: 10 th, 20 th, 31 st. Enter the number of months after the invoice's posting date on which to apply the cash discount. For example, enter 0 to apply the cash discount on the same month as the invoice's posting date. Enter 1 to apply the discount on the following month. Discount % 5. Add the cash discount. Enter the cash discount rate relevant for each day and month after the invoice's posting date. SAP AG 2009 7
Example In the Cash Discount window there are four different cash discount rates applied according to the day of payment. The cash discount table is as follows: # Day +Month Discount % 1 10 0 20% 2 20 0 15% 3 31 0 10% 4 15 1 5% 5 0% If the invoice posting date is August 1 st, the discounts apply as follows: Payment Date Cash Discount Rate August 1 10 20% August 11 20 15% August 21 31 10% September 1 15 5% After September 16 0% Defining Cash Discounts by Days after Posting Date Use the cash discount by days after posting date function to apply discounts based on the number of days following the invoice's posting date. 1. From the SAP Business One Main Menu, choose Administration Setup Business Partners Payment Terms. The Payment Terms Setup window opens. 2. In the Cash Discount Name dropdown list, select Define New. SAP AG 2009 8
The Cash Discount window opens. 3. Specify the following fields: Field Days After Posting Date Activity/Description Enter the number of days after the invoice's posting date on which the cash discount applies, for example, 10, 20, 31. Discount % 4. Add the cash discount. Example Enter the cash discount rate relevant for the number of days. The Cash Discount window displays a table with three different cash discount rates. Each rate applies to a payment recorded after a certain number of days following the invoice's posting date. The rates are as follows: # Days After Posting Date Discount % 1 10 20% 2 20 10% 3 31 5% 4 0% If the invoice posting date is August 15 th, the cash discount is calculated as follows: Payment Date Discount % August 15 25 20% August 26 September 4 10% September 5 15 5% After September 16 0% SAP AG 2009 9
Updating and Deleting Cash Discounts You can change and update cash discounts and the methods of applying the discounts at any time, even after adding sales and purchasing invoices to the system. You can choose whether to link a cash discount template to a payment term or not. You can replace the selected cash discount template in the payment term and update the cash discount rates. Modifying the Payment Terms Setup window and the Cash Discount window updates all open documents that utilize those terms. Deletion of cash discounts is possible if the cash discount is not linked to other payment terms or documents. 1. From the SAP Business One Main Menu, choose Administration Setup Business Partners Payment Terms. The Payment Terms Setup window opens. 2. To update the cash discount, click next to the Cash Discount Name field. 3. In the Cash Discount window, make your changes. To delete the cash discount, right-click the window and choose Remove. Alternatively, from the Data menu, choose Remove. 4. Choose the Update button. SAP AG 2009 10
Configuring Cash Discounts for Incoming and Outgoing Payments When you create a payment for an open A/R invoice, SAP Business One calculates cash discounts according to the payment terms of the invoice and the number of days between the invoice posting date and the payment posting date. The following procedure describes the use of cash discounts for incoming payments. Using cash discounts for outgoing payments is similar. The same behavior applies when you create incoming payments for A/R reserve invoices and A/R down payment invoices. 1. From the SAP Business One Main Menu, choose Banking Incoming Payments Incoming Payments. The Incoming Payments window opens. SAP AG 2009 11
2. In the Code field, specify the customer code and press TAB. SAP Business One does the following: Displays all the open invoices for the selected customer. Calculates the cash discount when you record a payment from your customer If you record a payment after the invoice due date has passed, the application does not calculate any cash discount. 3. The following fields are related to the cash discount. You can view and change the discount manually: Field Cash Discount % Total Discount Activity/Description Displays the cash discount rate calculated according to: Invoice posting date Payment posting date Cash discount linked to the payment terms specified in the invoice Displays the total discount amount calculated according to the Cash Discount %. To display this field, choose toolbar. (Form Settings) in the The customer is credited for the original full amount of the A/R invoice. The cash discount applies to VAT as well. In case of partial payment, the customer is credited for the respective amount of the original amount of the invoice and not for the amount actually paid. SAP AG 2009 12
Defining Cash Discounts for the Payment Wizard Run The following cash discount settings apply only when you are running the payment wizard. Defining the Minimum Cash Discount Use the Min. Cash Discount % (A/P) field to define the minimum cash discount percentage to be considered by the payment wizard during the payment run. If the cash discount percentage defined in the payment term of the document is lower than the percentage defined in this field, the wizard ignores the following documents: A/P invoices A/P reserve invoices A/P credit memos A/P down payment invoices A/P down payment requests 1. From the SAP Business One Main Menu, choose Administration Setup Banking Payment Run Defaults. The Payment Run Defaults Setup window opens. 2. In the Min. Cash Discount % (A/P) field, specify the minimum cash discount to be considered by the payment wizard. 3. Choose the Update button. SAP AG 2009 13
Changing When Cash Discounts Apply to A/R and A/P Documents You can decide to give the highest discount for a specific document, even when the date of the payment run deviates from the conditions defined in the cash discount template. This function is relevant only for A/R or A/P documents that create accounting transactions. 1. From the SAP Business One Main Menu, choose Sales A/R or Purchasing A/P and choose a document that creates accounting transactions. 2. Specify the required data, and on the Accounting tab, select the Max. Cash Discount checkbox. 3. Add the document. You cannot change the status of the checkbox after adding the document. SAP AG 2009 14
... How to Define Cash Discounts Changing When Cash Discounts Apply to Manual BP Internal Reconciliations Use the Internal Reconciliation function to reconcile internally transactions posted to business partners. Use the Internal Reconciliation window to define and change cash discounts against A/R or A/P invoices, credit memos, and down payments. Prerequisites 1. You have created an A/R or an A/P invoice, credit memo, or down payment. 2. You have created a payment that is not based on an invoice. 1. From the SAP Business One Main Menu, choose Business Partners Internal Reconciliations Reconciliations. 2. In the BP Internal Reconciliation Selection Criteria window, select the Manual radio button and a business partner. 3. Choose the Reconcile button. You cannot use cash discounts for multiple business partners or for automatic and semiautomatic internal reconciliations. The Internal Reconciliation window opens. 4. To select one or more open invoices, double-click the invoice row or select its checkbox in the Selected column. 5. Select one of the payments using the same method. Once you have selected the payment, the application calculates the cash discount value by default and updates it in the Cash Discount Amount field for each invoice. SAP Business One calculates the cash discount according to the business partner s payment terms and with reference to the posting date of the payment selected for reconciliation. SAP AG 2009 15
SAP Business One cannot calculate the cash discount for more than one payment. Therefore, if you select more than one payment, the cash discount is set to zero. You can change it manually. How to Define Cash Discounts By default, the Cash Discount Amount field is not visible. After you select a payment, if the calculated cash discount is not zero, the Cash Discount Amount field automatically appears. To display this field manually, choose Settings) in the toolbar. (Form SAP Business One cannot calculate the cash discount for more than one payment. Therefore, if you select more than one payment, the cash discount is set to zero. You can change it manually. The cash discount calculated by default is based on the value appearing in the Amount to Reconcile field. You can change the value in the Cash Discount Amount field. For information about manually adjusted cash discount calculations, see the example below. 6. To complete the reconciliation, choose the Reconcile button. The reconciliation can be completed only if the total value in the Amount to Reconcile column is zero. Example The cash discount value total is posted on reconciliation as part of the internal reconciliation journal. You selected an invoice balance due of 100 and a payment of 63. There is a 10% cash discount associated with the invoice. If you manually adjusted the value in the Amount to Reconcile field to 70, on selection of a payment the following fields in the invoice row are updated with the values: Cash Discount Amount: 7 Amount to Reconcile: 63 After the selection of a payment, you manually adjusted the Amount to Reconcile field in the invoice row to 63. The cash discount amount is calculated as follows: (63 / (100 10)% x 100%) - 63 = 7. SAP AG 2009 16
Using Net The Net function lets you decide if you want to recognize a cash discount when you add an A/P invoice to the system or when an actual payment for the invoice is made. The journal entry created by the A/P invoice reflects this recognition. However, if no cash discount is linked to the A/P invoice when the invoice is added, the A/P invoice creates a regular journal entry, even when the Net checkbox is selected. Prerequisites The Net feature is relevant for the following localizations: Austria, Australia- New Zealand, Finland, France, Germany, Spain, and Switzerland. You have defined a cash discount clearing G/L account. For information, see Defining G/L Accounts for Cash Discounts. 1. From the SAP Business One Main Menu, choose Purchasing - A/P A/P Invoice. 2. Specify the necessary information for the invoice. 3. On the Accounting tab, select the Net checkbox. 4. Add the A/P invoice. When you create an A/P invoice with a cash discount template and the Net checkbox is selected, the cash discount is recognized by the time the A/P invoice is added. As with any other invoice, the cash discount is based on the payment terms and the cash discount defined for the business partner. SAP AG 2009 17
The cash discount applies only to the net amount and does not include the VAT. If the cash discount applies to freight, and there is freight with VAT in the A/R invoice, the cash discount should apply to the freight net amount, without any change in the VAT amount applied to the freight. The same behavior applies to purchasing documents, as well as to incoming payments for vendors and outgoing payments for customers that you create. How to Define Cash Discounts Cash Discounts: Localization Features Creating Manual Incoming Payments for A/R Invoices: Belgium, Cyprus, Denmark, Great Britain, and the Netherlands The following notes are relevant when creating manual incoming payments for A/R invoices, A/R reserve invoices, or A/R down payment invoices: The cash discount applies only to the net amount and does not include the VAT. If the cash discount applies to freight, and there is freight with VAT in the A/R invoice, the cash discount should apply to the freight net amount, without any change in the VAT amount applied to the freight. The same behavior applies to purchasing documents, as well as to incoming payments for vendors and outgoing payments for customers that you create. Defining Cash Discounts that Apply on Sales Tax: Canada and US When defining a cash discount in the Cash Discount window, use the Sales Tax checkbox to apply the cash discount on sales tax. If the checkbox is deselected, the cash discount is applied only to the amount before tax, and the sales tax is not discounted. You can change the status of the checkbox at any time. The same behavior applies to outgoing payments that are created for A/P invoices. Database Tables Reference For information about the tables used in cash discounts, see the document Database Tables Reference in the SDK Help Center for 8.8 in SAP Community Network. To access the SAP Business One developers area of SAP Community Network, go to https://www.sdn.sap.com/irj/sdn/businessone. SAP AG 2009 18
Copyrights, Trademarks, and Disclaimers Copyright 2009 SAP AG. All rights reserved. The current version of the copyrights, trademarks, and disclaimers at http://service.sap.com/smb/sbocustomer/documentation is valid for this document. SAP AG 2009 19