FB75

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BUSINESS PROCESS PROCEDURE

Title: Enter Outgoing Credit MemosProcess: Accounts ReceivableT-Code: FB75

File Name: FB75.doc Release: R/3 4.6CBPP Control Number: BF0283 Responsibility: Barry Grandon

External References

Links to External DocumentsExternal Reference LinksProcess DiagramStandard Operating ProceduresJob AidsReference Materials

Version Number Change Description 1.0 Original document

Overview

Trigger:

An authorized processor, in either an agency or the comptroller’s office, needs to create a customer credit memo in the system. The credit memo may be generated from an interface or manually. After all editing has been completed and all required fields contain data that has been validated, a physical hard copy of the credit memo may be printed and sent to the customer.

Business Process Description OverviewA customer may be issued a credit memo for numerous reasons such as inadequate goods, damaged goods, etc. Regardless of the reason, the credit memo posting is similar to other standard document postings within the SAP R/3 system. The basic document entry requirements are the same, in accordance with certain configuration settings. Once posted, the credit memo is applied against the customer account balance, and subsequently offsets future billings.

Input CommentsGeneration of credit information by billing entity. The customer returns an item(s), or an error in previous billing is discovered.

Steps Details1. A customer return is received, or a billing error is discovered.

Billing agency receives return or discovers an error on a previously issued invoice.

2. Credit information is gathered. Required data for issuing credit memo is captured (customer, commodity, quantity, unit of issue, etc.).

3. Credit information is entered into SAP. Manual data entry or file feed containing required data is entered into SAP credit memo process.

4. Information is validated or corrected, as needed.

Data entry error corrected immediately by person inputting data. File feed errors corrected by system administrator.

5. Credit memo is posted to SAP. Document can be printed and distributed to the customer.

Last changed on: Last changed by: Version: 1.0 Page 4/8/2023 Barry Grandon 1 of 21

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Output CommentsCredit memo is generated and distributed.

Steps Details1. Upon saving the document, system is updated

The customer’s account, general ledger account, CO and FM objects are updated.

2. Paper or electronic credit memo is produced by SAP, and distributed to the customer.

Distribution could be by U.S. Mail, delivery service, internal mail or electronically.

Tips and Tricks

For today’s date, use the keystrokes F4 followed by F2 instead of using the drop-down calendar feature.

For setting user-specific editing defaults, set your Editing Options and User Parameters to default in the desired company code, currency and line layouts. Refer to the BPP on Setting Editing Options and User Parameter ID’s for guidance.

Use the transaction drop down menu to toggle between transaction FB75 (create customer credit memo) and FB70 (create customer invoice). After making

selection, click the enter button to activate your selection.

On screen “Enter customer credit memo”, click on the “editing options” button. Make sure the following entries are active:

o Documents not cross-company codeo Propose final amount”o Document type option should be “Document type ready for input”o All other check boxes are user optional

On screen “Enter customer credit memo”, click on the “Tree on” button to open the tree view which gives the user access to:o Screen variants – AR Invoice Entry (AR standard)o Account assignment templates


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o Held documents

On screen “Enter customer credit memo”, click on the “Hold” button to put a transaction on hold. Only the person who put the transaction on hold can access it.

On screen “Enter customer credit memo”, click on the “Park” button to place a document in a parked status. There are specific SAP transactions for parking documents (FV70 and FV75).

On screen “Park customer credit memo/edit parked customer credit memo”, after required

information on the ‘Basic data’ tab has been completed, click ‘Enter’ to display the customer master data preview screen to the right of the ‘Basic data’ information.

Clicking on the “display customer” button will take you to the “Display Customer Master” transaction screen (FD03).


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Clicking on the “List of open items” button takes you to the “Customer line item display” (FBL5N).

On screen “Enter customer credit memo”, the icon can be used to save user defined line

item variants.

On screen “Enter customer credit memo”, the balance display notes the balance status of the document. A green light indicates that the document can be posted without warnings, a yellow light indicates that the document can be posted with a warning, and a red light indicates that the document cannot be posted.

Account assignment models can be used to default line item data. To access account assignment models, use menu path Edit Select Account Assignment Model Template


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Procedural Steps

1.1. Access the “Create Customer Credit Memo” transaction by:

Via Menus Accounting Financial Accounting Accounts Receivable Document Entry Credit Memo

Via Transaction Code FB75

1.2. On screen “Enter customer credit memo (Basic data tab)”, enter information in the fields as specified in the below table:


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Field Name Description R/O/D/N User Action and Values CommentsBasic data (Header Data)Transactn Indicates if the document will be a

customer invoice or credit memoR Defaults to ‘Credit memo’. See Tips and Tricks

for details.Customer (Number)

The customer number to be credited. R Enter relative customer number. The old customer number can be used as a match code lookup for the new SAP customer number.

If customer “one time” is used, the end user must input the customer address data in the credit memo document.

Sp. G/L Special ledger transaction indicator determines if the transaction is going to be a special ledger transaction such as customer down payment, bills of exchange etc.

N Leave blank We are not currently using any special g/l transactions.

Document date Enter in the document date. This will be the document date that will print on the credit memo.

R Enter in the date manually, use pull-down calendar, or use the F4-F2 shortcut.

Doc. Type Indicates the classification of the document.

R Defaults to ‘Customer Credit memo’. If credit memo was originally created outside of SAP, change to ‘External Create Credit Memo’

Posting date Date the document will post in SAP R Defaults in as today’s date.Reference Field allocated to any extra numeric or

name identifiers. O Can be used to contain external

document reference numbers. This is helpful as an additional document search criterion, and can be used in correspondence printing.

Amount Amount to be debited on the customer’s account (Total amount of the credit memo including taxes).

R Enter the amount of the credit memo. If ‘Propose final amount’ indicator is set in Editing Options, the amount can be system calculated based on the line items posted.

Currency A medium of exchange in current use within a particular country.

R Default as USD. Currency field name not denoted on the Basic Data screen.

Calculate tax If you select this field, the system calculates the taxes automatically during simulation or posting.

N N/A

Tax Amount Tax amount due from the customer. N N/ATax code Identifies what types of taxes are to

be calculated.N Defaults to ‘C0’ AR tax exempt Tax code field

name not directly present on screen.

Text Enter the billing job number or use pull down menu.

O If the billing job number is known, enter ‘=YYY’ where YYY is the billing job number and the short text describing the billing job will be transferred by the system.

Paymnt terms Short description of the payment terms of the credit memo

D Defaults from the payment terms of the customer master.

To change the payment terms, see field descriptions of the ‘Payment’ tab.

Baseline date Date used to calculate the due date of the credit memo.

D Defaults based on the payment term used in the document.

To change the payment terms, see field descriptions of


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Field Name Description R/O/D/N User Action and Values Commentsthe ‘Payment’ tab

Company code Organizational unit in SAP, which represents the company as a legal entity for reporting.

D There will be only one company code for the Commonwealth ‘COPA’.

The user can set a default company code it their User Profile Favorites.

R = Required, O = Optional, D = Display, N = Not Required

Click on tab to continue

1.3. On screen “Enter customer credit memo (Details tab)”, enter information in the fields as specified in the below table:


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Field Name Description R/O/D/N User Action and Values CommentsDetails (Header Data)

This tab is access only if the user must change default information.

Assign. Not used. OHead Text Used for customer account code

information.O Enter customer’s (agency) account

code information for payment coding. This field is used for inter-agency billing for agencies that are not on SAP.

Bus. Area Billing agency. R Will default from other information. Leave blank at header.

Tr.part.BA Business area of the trading partner. N Leave blankContract The unique number that identifies a

contract—loan, lease-out, etc. The con-tract number can be assigned either externally by the user or internally by the system.

N Leave blank We are not using leasing or contract loans in SAP.

Flow type The flow type classifies a flow in the cash flow. A flow changes an ac-counting item—position item, expense or income, and so on. Flow type can be used in connection with a financial transaction if you have assigned the flow type to the corresponding product type in the IMG.

N Leave blank We are not using this functionality.

Ref. Key 1 FSP Direct Allocation indicator. ORef. Key 2 FSP document number. ORef. Key 3 Federal amount for FSP invoices. ODunn. Key Determines that the item can only be

dunned with restrictions or is to be displayed separately on the dunning notice.

O If a specific dunning letter / level is to be used for the credit memo, indicate with the dunning key; other wise leave blank.

If you enter a key in an item, then it can only reach the maximum dunning level defined for this key.

Dunn. Block Key which reflects the reason for a dunning block indicator.

O Enter a dunning block reason if the credit memo should not be dunned; otherwise leave blank.

Cmmt item Commitment items represent budget and fund accounting classifications of GL Accounts and Cost Elements in the Funds Management Module. They are used to reflect the type of revenues and expenditures being budgeted and also to detail balances for each fund in FM.

N Defaults based on the reconciliation account used in the customer master record. Leave blank.

Fund A fund represents the lowest level source of funding required for budgeting and monitoring. The fund master includes an Application of Fund and Fund Type fields that are used as grouping criteria. Funds are not in a hierarchy.

N This data will be entered at the line item level. Leave blank


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Field Name Description R/O/D/N User Action and Values Comments

Details (Header Data)

This tab is access only if the user must change default information.

Funds Ctr Fund centers represent the organizational areas of responsibility for budgetary monitoring and reporting. Funds Centers are in a standard hierarchy, which is used, in drill-down reporting. For reporting purposes Funds Centers can be organized in alternative hierarchies.

N This data will be entered at the line item level. Leave blank



1.4. On screen “Enter customer credit memo (Payment tab)”, enter information in the fields as specified in the table below:

Field Name Description R/O/D/N User Action and Values CommentsPayment This tab is only accessed if the user


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(Header Data) is required to change the default information.

Bline date Baseline date for due date and payment term calculation.

R The date is determined based on the payment term used. If the payment term has been defined with the baseline date based on the ‘document date’ the document date entered on the ‘Basic data’ tab will be used. If the payment term has been defined with a baseline date based on the ‘posting date’ the posting date entered on the ‘Basic data’ tab will be used.

Let the system determine the baseline date based on the payment term.

Pmnt terms Payment terms which define when a credit memo is due for payment

R Defaults from the customer master record; change as needed.

Default term for credit memo is due immediately.

Discount Cash discount amount in document currency.

N System will calculate the discount amount based on the payment terms.

Leave blank

Disc. Base Amount used to calculate the cash discount

N System will determine the discount base according to configuration settings.

Leave blank

Pmnt meth Outgoing payment methods used if a credit memo should be paid via cash.

N Leave blank Used for credit memo processing.

Pmnt block Payment block reasons. Restricts the document from processing an outgoing payment.

N Leave blank Used for outgoing payments.

Inv. Ref Cross reference document number for credit memos.

N Leave blank Used for credit memo processing

Part. Bank Partner bank type used for outgoing payments.

N Leave blank

House bank Bank that will be used to issue an outgoing payment

N Leave blank Used for cash payments of credit memos.




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1.5. On screen “Enter customer invoice (Tax tab)”, enter information in the fields as specified in the below table:

Field Name Description R/O/D/N User Action and Values CommentsTax (Header Data)

This data is not needed at the Header level.

Tax doc.currency

Taxes on sales/purchases amount in document currency. The amount serves, together with other values such as: the tax code and tax base amount.

N The tax amounts will not be calculated by the system

Leave blank

Tax code Identifies if document is tax exempt of taxable; C0 – AR tax exempt and C1 – AR taxable

N Tax code data is entered on the ‘Basic data’ tab

Leave blank

Tax jurisdictn Code

The tax jurisdiction is used for deter-mining the tax rates in the USA. It de-fines to which tax authorities you must pay your taxes.

N Tax jurisdiction codes are defined at the line item.

Leave blank

Calculate tax Indicator for tax to be calculated automatically

N Activate as needed on the ‘Basic data’ tab.

Leave blank


Click on tab to continue.


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1.6. On screen “Enter customer credit memo (Notes tab)”, enter information in the fields as specified in the below:

Field Name Description R/O/D/N User Action and Values CommentsNotes (Header Data)Item long text Free form text field O Enter long text describing the invoice.

Function used to cut word text O

Function used to copy word text O

Function used to paste cut or copied word text

O

Function used to Undo last action O

Function used to Redo last action O

Function used to search word text O

Functions used to load and save word tax as local file.

O



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Scroll down on the screen

1.7. On screen “Enter customer credit memo (Items section)”, enter information in the fields as specified in the below:

Field Name Description R/O/D/N User Action and Values CommentsItems (Line item data)GL Account The General Ledger Accounts (GL

Accounts) are the structures that classify debit and credit values for accounting transactions in the FI module and form the basis for creating balance sheets and income statements.

R Enter revenue account. Revenue series is 4XXXXXX.

D/C Debit or credit indicator. R Defaults to ‘Debit’ posting key. Doc. Currency Amount

The amount for the credit entry of this transaction. .

R Enter line item amount. Do not include taxes if the invoice is taxable.

Assignment no. The assignment number is an additional information reference field in the line item enabling the system to display the account line items sorted according to the content of this field.

O Enter reference data as needed.

Cost Center A Cost Center is an organizational unit within a controlling area that represents a revenue and cost collector for more permanent activities or areas of responsibility.

O Use match code to enter the cost center number.

Each general ledger line item requires one CO object; one of the following must be completed per line item Cost Center, Order (internal order) or WBS element

Order Internal orders are used to plan, collect, monitor, and settle the actual costs of specific operations and tasks performed. They allow users to control their costs throughout the entire life cycle of the order (from initial creation through planning and posting of actual costs right up to final settlement).

O Use match code to enter internal order. Internal orders will be used for:

Maintenance cost collection Costs with pre-determined life

i.e., dockets, claims, cases, missions

Federal Grants


Value date. Will be used for capturing service period.

O Enter GAAP service period in format MM/DD/YY. Will default to current date,

Changes should only be needed in


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Field Name Description R/O/D/N User Action and Values Commentschange if required. July-August periods.

WBS element A WBS element is an element in a project work breakdown structure (WBS) and is used as a cost collector for activities with discrete start and end dates. At least one WBS element must exist in a project.

O Use match code to enter the WBS element


Functional area

Functional Area is a responsible program dimension of a governmental organization.

R Functional area will default based on the CO object used in the line item.

Fund A fund represents the lowest level source of funding required for budgeting and monitoring. The fund master includes an Application of Fund and Fund Type fields that are used as grouping criteria. Funds are not in a hierarchy.

R Enter fund via manual entry or match code.

Tax code Identifies if document is tax exempt of taxable; C0 – AR tax exempt and C1 – AR taxable

R Tax code will default from header data.

Tax juristic Code

The tax jurisdiction is used for deter-mining the tax rates in the USA. It de-fines to which tax authorities you must pay your taxes.

R Always use Pennsylvania jurisdiction code ‘PA0000000’

Jurisdiction code defaults from the CO object used (cost center, order or WBS element).

Text An explanatory text for a line item. OQty Quantity of materials sold O Enter quantityBase quantity unit

Unit of measure in which stocks of the material are managed.

O Enter unit of measure

Material Material number from material master. O Enter material master record number


At the bottom of each of the tabs there is a row of buttons

Provides detail information on a selected item in the “Items” block.

Selects all lines in the “items” block.

Highlight 2 lines in the items block, click this button, and all the lines in between are selected.

Deselects all selected items in the “items” block.

Select a single line in the “items” block, click this button, and a single line will be inserted above the selected line.

Multiple line insert – do not use.


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Deletes a selected line or lines in the “items” block.

Duplicates a selected line or lines in the “items” block. It inserts the duplicated lines(s) at the end of already existing lines.

Duplicates the information in the cell at the intersection of a selected column or columns and a selected single line in the row immediately below the selected line.Sorts lines in the “items” block in ascending order based on the selected column.

Sorts lines in the “items” block in descending order based on the selected column.

1.8. Once all required fields have been filled, post the credit memo by clicking on the save

button. A message will appear at the bottom that the document has been created and a system-generated number will be attributed to that document.

NOTE: Optional functions that can be performed before posting/saving the document:

Simulating the Posting: Select SIMULATE Button. This optional step will create any automatically generated document lines such as inter-company entries and allow you to view them before posting.

Park the document: Select the PARK button. This will park the document (NOT post it) and can be retrieved for future reference.

Hold the document: Select the HOLD button and enter a temporary document number. When a document is held, only a preliminary document number is assigned. The temporary document in number entered by the user together with the name of the user who has entered the document is used to identify the document.

Cross Functional Dependencies:

Team Dependent tasks


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Workflow Requirements:

Trigger Approval Response

Unit Testing Conditions and Variations:

Test Case “Credit memo with taxes”

Test Case Description:

A customer credit memo is created with two revenue line items. The credit memo includes taxes.

Setup Data: Object Value/Code Description/Comments/Notes


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1 Customer account 10000182 General ledger account

(clearing)4000100

3 General ledger account (revenue)

4200500

4 Cost center 10101000006 Fund 10181021007 Tax code C1 Activate ‘calculate tax’8 Jurisdiction code PA00000009 Amount (header 53.0010 Amount (line item) 30.00

11 Amount (line item) 20.00

Expected Results: 1 Customer’s account should have an open credit memo for 53.00 (Recon acct increased02 Tax receivable acct should have a 3.00 line item entry3 Statistically post to FM

Actual Results:1 Document # 1600000002 posted to customer 100000182 Tax receivable acct. has a 3.00 entry.3 Statistically posted to FM, document # 5000000139

Confirmation Test Plan:1 Customer refers to credit for payment of open invoice.2 Send revenue transmittal information to Treasury (outbound interface) 3 Receive revenue information from Treasury (inbound interface)4

Test Case Created by : Mary Walker Date: 11/7/2001Test Completed by : Barry Grandon Date: 11/9/2001

Test Case “Regular credit memo (external customer)”

Test Case Description: A customer credit memo is created with two revenue line items. The credit memo does not include taxes.



(clearing)4000100


4200500


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4 Cost center 10101000006 Fund 10181021007 Tax code C08 Jurisdiction code PA00000009 Amount (header 50.0010 Amount (line item) 30.00


Expected Results: 1 Customer’s account should have an open credit memo for 50.00 (Recon acct increased02 Statistically post to FM

Actual Results:1 Document # 1600000003 posted to customer 10000192 Statistically posted to FM, document # 15000000140



Test Case “Regular credit memo (one time customer)”



1 Customer account ONE TIME2 General ledger account

(clearing)4000100


4200500



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Expected Results: 1 Prompt user to enter customer address data2 Customer’s account should have an open invoice for 50.00 (Recon acct increased03 Statistically post to FM

Actual Results:1 Prompted to enter customer information (MS JENNIFER JONES)2 Credit memo document # 1600000004 posted to customer ONETIME3 Posted statistically to FM, document #5000000130



Test Case “Regular credit memo (external customer) Hold credit memo”




(clearing)4000100


4200500



Expected Results:


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1 Credit memo should not post to system.; no open credit memo on customer’s account2 No one else should see held doc

Actual Results:1 No credit memo posted to customer, document 1109 created in held documents for Barry Grandon2 Held document does not show up when attempted to be viewed by Mary Walker.



Test Case “Regular credit memo (external customer) Park credit memo”




(clearing)4000100


4200500



Expected Results: 1 Invoice should not post to system.; no open invoice on customer’s account2 Park doc should be visible on park doc report


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Actual Results:1 Document # 1600000007 was parked, no open invoice on customer’s account.2 Document # 1600000007 shows up on the parked document report.


Test Case Created by : Mary Walker Date: 11/7/2001Test Completed by : Frank Zwetolitz Date: 12/12/01
