Post Incoming Payments in SAP T Code - F-28

Posting Incoming Payment

Business Process Description Overview :-

The system offers a number of options for applying customer and vendor payments including:

• Incoming payment 
• Outgoing payment 
• Credit memo or debit memo 
• Transfer postings 

To post incoming payments and clear open items. 

• Enter a clearing document header (including bank and customer information) 
• Select a clearing transaction 
• Enter a line item (optional) 
• Choose the open items which you want to clear 
• Process the open items selected 
• Post the clearing document 

T Code :- F-28

Input - Required Fields	Field Value / Comments
Document Date	Document date of the entry.
Document Type	Defaults to DZ
Company Code	1000
Currency	Your Local Currency
Account (Bank data)	GL cash account to debit.
Amount (Cash received)
Account (Open Item Selection)	Customer account

Output - Results	Comments
	A listing of unpaid items appears

1.1. Access “Posting an Incoming Payment” by:

Via Menus	Accounting -> Financial accounting  ->  Accounts receivable  ->  Document Entry -> Incoming payment Accounting  ->  Real Estate Management   ->   Real Estate General Contract  ->  Postings   ->   Customer Menu   ->   Document Entry  ->    Incoming Payment
Via Transaction Code	F-28

1.2 On the screen “Post Incoming Payments: Header Data”, enter in the information from the table below:

Field Name	Description	R/O/C	User Action and Values	Comments
Document Date	Date of the document to be applied.	R	Enter the date of the posting.
Document type	Shows the name of the document type	R	Defaults in as “DZ”	Can be set as default.
Company code	Four-character identifier of the company code.	R	Enter in the company code Can default in a value based upon settings in User Parameters.	You must pick the company code in which the customer account to receive the Credit exists.
Posting date	Effective date of posting in the ledgers.	R	Defaults in as today’s date.
Period	Current period within the fiscal year.	R	Defaults in based on the posting date.
Currency/Rate	Document currency	R	Enter in the document currency.	Can be set as default.
Document number	The system uses this number to access the document.	O	The system will generate this number when the document is saved.	Do not enter a document number
Translation date	The date for determining which exchange rate is to be used.	O	Only enter if the translation date is not the same as the document date.
Reference	User-definable text field to be used as a search criterion when displaying or changing documents.	O	For example, you can enter in the payment advice number or the document number to  which the payment is being applied.
Cross-CC no.	Number of the cross-company code transaction.	O
Doc. Header text	Text which applies to the entire document; not just specific line items.	O
Trading part. BA	Business area of the trading partner.	O
Clearing text	Text added to any clearing documents created through this transaction.	O

(Note: On Above table in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)

 1.3. Under the BANK DATA area:

Field Name	Description	R/O/C	User Action and Values
Bank account	The account number entered here identifies the G/L bank.	R	Enter the G/L bank account number that will be credited by the creation of the debit on the Vendor’s account.
Business area	Used for segment reporting.	O
Amount	The check/payment amount.	R	Enter transaction amount in the document currency.
Amt. in loc.cur.	Line item amount in the local currency of the company code.	O
Bank charges	The amount of bank charges deducted from the payment, express in the document currency.	O
LC bank charges	The amount of bank charges deducted from the payment, expressed in the local currency.	O
Value date	Date that is used in bank accounts and bank sub-accounts.	O
Profit center	Used for analyzing operating results.	O
Text	Freely definable field for entering explanatory text for the line item.	O
Allocation	Additional information reference field for the line item.	O

1.4. Under the OPEN ITEM SELECTION area:

Field Name	Description	R/O/C	User Action and Values	Comments
Account	Account to which to apply the payment for the open item(s).	R	Enter Customer  Account Number to which the payment  applies.
Account type	Account type. Options include Vendor, Customer, Material, etc.	O	Default is “S” indicating  G/L account. Change this to reflect to appropriate account—Customer,  Vendor, etc.	Enter the  appro- priate a/c type . i. e.  D =   Customer
Special G/L ind	Only check if clearing an open item that has a special G/L indicator, for example, down payments.	O
Standard OIs	Check if only standard open items are to be cleared.	O
Pmt advice no.	Payment advice number.	O
Other accounts	Allows processing across multiple accounts.	R	Click on Other accounts to add other accounts to be processed.	The purpose of performing this Post with Clearing process is to be able to work with items across multiple accounts.
Distribute by age	Selects items to be cleared automatically based on days past due.	C	Click in box to perform age-based clearing.
Automatic search	Indicates that the system should try to find open items to clear based on clearing amount.	C	This pulls together possible open items for transfer based on the proposed clearing amount.

1.5. Under the ADDITIONAL SELECTIONS area:

Field Name	Description	R/O/C	User Action and Values	Comments
	A series of other document selection criteria.	O	The default selection is ‘None’. Click on any single selection option.

(Note: On Above table in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)

  

1.6. Press the <PROCESS OPEN ITEMS> pushbutton to continue. Either you can do process open items or directly credit a customer account.

1.7. On the screen “Post Incoming Payments: Process open items”:

1. Note: It is easier to process the payment if all open items are set inactive. To do so, click the <Editing Options> pushbutton.

2. Under “Open Item Processing” in the Accounting Editing Options screen, check the box for “Selected items initially inactive”.

3. To SAVE, click on the diskette icon, then green arrow back to the screen “Post Outgoing Payments: Process Open Items”.

4. Select Open Items until the difference is zero.

5. Differences within tolerances will be written off to the accounts determined in configurations of the user or user group.

6. Select the Res. items tab to complete processing for line items with residual items remaining open after applying the payment.

7. Remaining amount, which is to be posted during clearing of a Residual Item representing the new Accounts Receivable due from the Customer.

8. Enter the residual item amount in the line item(s) and a reason code to coincide with the residual item.

1.8. SAVE/Post the payment--Select the <POST> (diskette) icon—Control + S.

1.9. Return to Main Menu--Select theñ Yellow Arrow, or press Shift + F3.

• The result of this step is the posting of the payment from a customer.