Vendor Account Clearing in SAP T code - F-44

Clear Vendor

Used to clear open items from one vendor account.

Business Process Description Overview

This function differs from posting with a clearing transaction or posting with a payment in the following ways:

• You do not need to enter a document header 
• You can only clear open items from one account 

You can use this function to clear debits and credits that balance to zero (for example, invoices and payments that you have already entered).

T Code :-  F-44

Input - Required Fields	Field Value / Comments
See required fields under each table below

Output – Results	Comments
Vendor is blocked  (or cancel the block) from posting and / or order processing

Procedure Detail:-

1.1. Access Clear Vendor Transaction by:

Via Menus	Accounting -> Financial Accounting  ->  Accounts Payable  ->  Account  ->  Clear
Via Transaction Code	F-44

1.2. On screen “Clear Vendor: Header Data” Screen, enter information in the fields as specified in the below table:

Field Name	Description	R/O/C	User Action and Values	Comments
Account	Vendor Account Number	R	Enter the vendor account number to clear or select from the Drop Down Menu.
Company Code	Enter the company code	R	1000
Clearing Date		R	Defaults to current date
Currency		R	Defaults to local currency
Period			Defaults by system
Open item selection	-       Normal OI - Special G/L indicator	R	Select to clear the Open item of Normal GL or the Special GL
Additional selections		O	Additional selections can be specified

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

Select process open items to activate the necessary open items to clear.

1.3. On screen “Clear Vendor: Process Open Items” Screen, specify which open items to select.

•  To Display the open items for processing, double-click on the line item.  Use the green arrow to go back to the process open items screen.
• Process the open items by choosing and then activating the necessary open items.  To Select an open item, place the cursor on the line item and click the Select item icon.

Note:  Processing is the last step before posting a clearing document. The system takes tolerances, which are acceptable payment differences, into account when posting clearing documents. Depending on your system configuration, the system posts small differences between debits and credits to an account for underpayment or overpayment. Your system administrator defines the limit of acceptable underpayment or overpayment. See Payment Differences for more details. In general, you should try to choose and process open items so that the debits equal the credits.

When the line item(s) you enter and the open item(s) you process have debits equal to credits, you can post a clearing document. For example, if you enter a vendor payment for Rs.1000, you must choose and process vendor open items that equal Rs.1000. If your system has a 1% tolerance, then you can clear open items with a value from Rs.990 to Rs.1010.

In processing open items, you can:

• Activate or deactivate an open item
• Activate or deactivate cash discount 
• Maintain cash discount amounts 
• Enter partial payments or residual items

Once the debits equal the credits, choose Account Clear.  The system assigns the clearing date and clearing document number to each open item cleared.

Note:

     The Not Assigned amount shows the difference between the amount to be cleared and the net total of the active open items selected for clearing so far. 

          

1.3. Select the “Save” icon to save the changes. 

1.4. Select Yellow up Pointing Arrow or Shift F3 to return to the Main Accounts Payable Menu.