How to Clear Down Payment for Customer in SAP T code - F-39

Clear Customer Down Payment in SAP

Business Process Description Overview

You can clear the down payment with the closing invoice by either:

• Transferring the down payment to the receivables account and taking account of this transfer when posting the payment, or 
• Directly clearing the down payment with the invoice when the incoming payment is made 

You can carry out both procedures manually or automatically using the accounts payable payment program. 

T Code :- F-39

Input - Required Fields	Field Value / Comments
Document Date	Document Entry Date
Document Type	Defaults to “DA”
Company Code	1000
Posting Date	Effective date
Currency	Document Currency
Customer Account Number	10000 (Customer Code)

Output – Results	Comments
The system will return a document number for the cleared Customer down payment.

Procedural Steps

1.1. Access the “Clear Customer Down Payments” transaction by:

Via Menus

Node               Transaction code    Text                                                                                                       Nodes                       F-39         Clearing                          Preceding node                         Down payment                      Preceding node                         Document entry                    Preceding node                         Accounts Receivable                  Preceding node                         Financial Accounting              Preceding node                         Accounting

Via Transaction Code

F-39

1.2. On the “Clear Customer Down Payment: Header Data” screen, enter information in the fields specified in the table below:

Then Save

Field Name	Description	R/O/C	User Action and Values	Comments
Document Date	Document Entry Date	R	Enter the Document Date
Document Type	Document type that the transaction will post as	R	Defaults to “DA”
Company Code	Financial company code	R	1000
Posting Date	Effective date	R	Defaults to current date
Period	Enter the fiscal period	R	The proper period will default for the entered posting date
Currency/rate	Document Currency	R	Enter desired currency if different than the defaulting currency
Reference	Enter the reference document number	O	Reference document number contains the document number for customer/Customer
Doc. header text	Enter document header explanations or notes	O	Utilize this field according to your company’s established procedures
Customer Account Number	Enter the account number for Customer	R	Enter the proper Customer account number for which the down payment to be cleared.  Eg. ABC121
Relevant Invoice	Enter the number of the invoice the transaction belongs to	O	You may leave this field blank to select from all down payments for this Customer or can give a particular invoice as reference to which the down payment has to be cleared.
Line Item	Enter the relevant line item	O	You may leave this field blank to select an item from the screen that follows
Fiscal Year	Enter the relevant Fiscal Year	O	Enter the Fiscal Year.
Assignment	The assignment number is an additional information reference field in the line item.	O	You can either enter the field contents manually, or have the system define them automatically in the master record via the sort key field.	The program can display the account line items sorted according to the content of this field.
Text	Contains an explanatory text on the line item.	O	Enter a text manually or transfer a standard text. To transfer a standard text you enter the corresponding text variable with a prefixed equals sign (=XXXX).	Texts with an asterisk at the first position are transferred into the line item list for the correspondence, for example, in dunning letters or payment confirmations. It is a requirement, that the field "Segment text" is present in the form for the correspondence.

Note: In column “R/O/C” of above table, “R” = Required, “O” = Optional, “C” = Conditional

Select the Process Down Payments button to proceed.

1.4. On the screen “Clear Customer Down Payment: Choose Down Payments”, choose the down payments to be cleared by clicking the checkbox to the left of the item.

1.5. After the item(s) is selected, access the menu path Document -> Simulate to review the accounting document.

1.6. On the screen “Clear Customer Down Payment: Display Overview”, review the highlighted accounting document for missing or incorrect information. To edit, double click on the line item.

1.7. Once the document is reviewed, post the document by clicking on the Save icon.


NOTES: The system will return a document number for the cleared Customer down payment.