Index

Work Instruction Enter Recurring Entry (FBD1)Process: FinanceSub-Process: Accounts Payable

Wednesday, October 20, 2010 FIAP_FBD1.udc 1 /47

Purpose

Use this procedure to enter non-PO (purchase order) related recurring vendor or customer payments. Recurring entries are business transactions that are repeated regularly. Examples of recurring entries aremonthly rent payments made by the Commonwealth and monthly rent payments received by theCommonwealth.

Trigger

Perform this procedure when a recurring entry is required. Recurring entries occur in Accounts Payable,Accounts Receivable and General Ledger and the functionality is the same for all three.

Prerequisites

Before beginning this task, obtain the following information:

· Security access· Customer or vendor account number, if applicable· Appropriate accounting information such as fund, general ledger, and cost center· First run, last run, run schedule dates· How often (in months) to run· Appropriate document type· Optional information such as text or notes

Menu Path

Use the following menu path(s) to begin this transaction:

· Select Accounting Financial Accounting Accounts Payable Document Entry Reference documents Recurring Document to go to the Enter Recurring Entry

Header Data screen· Select Accounting Financial Accounting Accounts Receivable Document

Entry Reference documents Recurring Document to go to the Enter RecurringEntry Header Data screen

· Select Accounting Financial Accounting General Ledger Document Entry Reference documents Recurring Document to go to the Enter Recurring Entry

Header Data screen

Transaction Code



FBD1

Helpful Hints

Review the following:

· For entering a date:o Use the keystrokes F4 followed by another F4 followed by F2 to select the current

date of F4 to scroll through the calendar instead of using the DROPDOWNCALENDAR feature

· Post with Referenceo Use this functionality when creating a new recurring payment which is similar to an

existing invoice

Documentation:

· For SAP agencies recurring documents will be sent via XML to Treasury



Procedure

1. Start the transaction using the menu path or transaction code.

Enter Recurring Entry: Header Data

2. Perform one of the following:If ThenEnter recurring entry - Accounts Payable Complete steps 3 - 26Enter recurring entry - Accounts Receivable Complete steps 28 - 46




3. As required, complete/review the following fields:

Field R/O/D Description

Company Code R Commonwealth of PA.

Example:COPA

First run on R First posting date for recurring entry. Date on which theentry should first be run.

Example:12/01/2008

Last run on R Last posting date for a recurring entry.

Example:02/01/2009




Interval in months R Time period in months.

Example:1

Run date R The date the payment run was made.

Example:1

Run schedule O Plan which contains the required run dates for recurringentry original documents.

Example:

Transfer amounts inlocal currency

O Indicator: Transfer Foreign Currency and Local Currencyamounts in original document.

Example:

Copy texts O Defines the type of text transfer, for example, copying,saving references or reading dynamically from thetemplate.

Example:

Transfer tax in amountsin local currency

O Indicator: Also transfer tax amounts in local currency.

Example:

4. If applicable, select the Transfer amounts in local currency checkbox.

5. If applicable, select the Transfer tax amounts in local currency checkbox.

6. Select the Copy texts checkbox.






Document Type R Key that identifies which group of documents this documentwill be assigned. Documents of the same type containcommon information which is relevant to posting andupdate of the value fields in the data base. Document typesfor BCS are AGCY AGCY (Agency); BFM BFM (BFM);COPS COPA (Comptroller Ops); FMBU FMBU (FMSupport); GBO GBO (Gov Budget Office); MIGR MIGR(Migration Document).

Example:KR




Currency/Rate R General: Medium of exchange (i.e. USD = US Dollars).Plant Maintenance: Currency of the money used to acquirethe equipment.

Example:USD

Reference R Allows for further clarification of an entry by reference toother sources of information, either internal or external toSAP. Any SAP posted document number can be used as a"reference" when entering a new document. Note: Finance -Accounts Payable: Enter invoice number shown onvendor’s invoice. If no vendor invoice is provided, make alogical entry as a reference. Finance - AccountsReceivable: Enter SAP document number of invoice inwhich credit is to be applied.

Example:

Translatn Date O Relates to currency translation and is not currently utilizedby COPA.

Example:02/28/2009

Document Header Text O Free form text that contains explanations or notes whichapply to the document as a whole, that is, not only forcertain line items.

Example:

Trading part.BA O A trading partner is a legally independent companybelonging to the group.

Example:

PstKy R Two-digit numerical key that controls how line items areposted.

Example:31

Account R Unique identification number. SAP uses several kinds ofaccounts. SAP’s general ledger accounts are similar tostandard in most accounting systems. SAP also uses sub-ledger accounts for customers (accounts receivable),vendors (accounts payable), and assets (asset accounts).These sub-ledger accounts roll-up to a general ledgeraccount.

Example:100000




SGL Ind O Indicator which identifies a special G/L transaction.

Example:

TType O Asset Transaction Type. The transaction type in AssetAccounting classifies the business transaction. Thetransaction type controls various system activities whenbusiness transactions are posted.

Example:

8. Select the ENTER icon.

Enter Recurring Entry Add Vendor item





Amount R The amount listed on the invoice.

Example:100

Calculate tax O Indicator for the system to calculate the tax. Not being usedby the Commonwealth.

Example:

Bus. Area R A Commonwealth agency or department (positions 1-2 ofFunds Center).

Example:15

Payt Terms R Key for defining payment terms composed of cash discountpercentages and payment periods. In most businesstransactions, the system defaults the key specified in themaster record of the customer/vendor.

Example:


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10. Select the Payt Terms MATCHCODE icon.



Terms of Payment (1) 76 Entries found

11. Double-click to select the appropriate payment terms. Example:






Bline Date O Date to which the periods for the cash discount deadlineand the due date for net payment refer. This is the case forline items in open item accounts. For line items in G/Laccounts, the item is due immediately on this date becausethere are no cash discount specifications.

Example:02/28/2009

Fixed O Indicator that the first or second cash discount term can betaken advantage of irrespective of whether thecorresponding period has elapsed or not.

Example:




Disc. base O Part of the invoiced amount for which cash discount isgranted. The amount is always in document currency.

Example:

Disc. amount O Cash discount amount resulting from the first terms ofpayment in local currency.

Example:

Invoice ref. O Text which reflects the type of relationship to anotheraccounting document.

Example:

Fiscal Year O The fiscal year for which this transaction is relevant.

Example:

Line Item O Element at the item level of a document with information onan item. This information is specific to the document type.

Example:

Pmnt Block R Payment block. Indicator that allows you to block anaccount or individual items for payment. Note: Defaults to"Free for Payment." If there is a business need to change it,select the DROPDOWN icon for list of options.

Example:




13. Select the Pmnt Block MATCHCODE icon.



Payment Block Key (1) 13 Entries found

14. Double-click to select the appropriate Block indicator. Example:






Pmt Method R Payment method. Code identifying the method by whichthe customer will pay for the order, using the automaticpayment transactions.

Example:




16. Select the Pmt Method MATCHCODE icon.



Payment Method (1) 11 Entries found

17. Double-click to select the appropriate Payment Method. Example:






Pmt meth. supl. O Characteristic in an open item for the grouping ofpayments. When entering invoices, the payment methodsupplement is defaulted from the master record of thecustomer/vendor. You can overwrite this supplement.

Example:

Assignment O Assignment number. SAP displays account line itemsaccording to the content of this field. The assignmentnumber field is an additional information reference field.

Example:




Payee O Name of employee/person/vendor to be paid. Note: Enteralternative payee account if vendor payment address isdifferent than the vendor’s master record. This field will onlyappear for vendors who have alternate payees.

Example:

Text R Free form text for the document that contains explanationsor notes that apply to the document as a whole. Title orname of item being created. Note: Finance TransactionFB70 (Enter Customer Invoice) enter the billing job number.

Example:Explanation of the payment


Example:40


Example:6351220

SGL Ind O Indicator which identifies a special G/L transaction.

Example:

TType O Asset Transaction Type. The transaction type in AssetAccounting classifies the business transaction. Thetransaction type controls various system activities whenbusiness transactions are posted.

Example:




Enter Recurring Entry Add G/L account item




Example:100

Cost Center R Organizational unit that represents a revenue or costcollector. First 7 positions are the same as the fundscenter. Positions 8 through 10 represent the agencydefined part of the cost center. Note: Finance - Entry of aninternal order, cost center or WBS element is required inthe line item screen selection.

Example:1544201000




Fund R Represents the lowest level source of funding required forbudgeting and monitoring. First 7 positions equates to anappropriation level (includes ledger, appropriation,appropriation fiscal year). Last 3 positions are agencydefined which would be a lower level of an appropriation.

Example:1011001000

Functional Area O A responsible program dimension of a governmentalorganization. Field length 4 digits.

Example:

Funds Center O Represents the organizational areas of responsibility forbudgetary monitoring and reporting. Field length 10 digits.

Example:

Commitment Item O Represents the budgetary classifications of general ledgeraccounts that are used for revenues and expenditures. Oneor more general ledger accounts may be combined into asingle commitment item.

Example:6351200

Earmarked Funds O Business transactions within Funds Management whichcan reserve budget already distributed for revenues orexpenditures to be expected. Distinguishing characteristicsfor earmarked funds: They commit budget; Application offunds by specification and Legal obligations associatedwith them.

Example:

Done O Indicates the reduction of the earmarked funds in full fromthis document.

Example:

Purchasing Doc. O Number assigned by SAP when a contract is created.

Example:




Value date R Used for cash transactions, date at which cash value isrecognized. Note: Finance - Used for GAAP reporting.Enter the date in which goods or services were received.For services, use the first day of the period of service.

Example:11/14/2008

Assignment O Assignment number. SAP displays account line itemsaccording to the content of this field. The assignmentnumber field is an additional information reference field.

Example:


Example:Explanation of the payment

21. Select the MORE button to display additional Coding Block fields (for example, the Order field).

Coding Block





Business Area R A Commonwealth agency or department (positions 1-2 ofFunds Center).

Example:15


Example:1544201000

Trdg part.BA O The business area of the trading partner.

Example:

Order O Grant Internal orders are used to collect, summarize andreport revenues, expenditures, obligations and statisticaldata related to Federal grant awards. Non-grant internalorders are used to collect and monitor the actual costs ofspecific operations and tasks performed. Note: Finance -Entry of an internal order, cost center or WBS element isrequired in the line item screen selection.

Example:

Profit Center O Area of responsibility within a company for which anindependent operating profit can be calculated.

Example:

WBS Element O Work Breakdown Structure Element. Note: Finance - Entryof an internal order, cost center or WBS element is requiredin the line item screen selection.

Example:


Example:1011001000



Business Area R A Commonwealth agency or department (positions 1-2 ofFunds Center).

Example:15

Functional Area O A responsible program dimension of a governmentalorganization. Field length 4 digits.

Example:

Funds Center O Represents the organizational areas of responsibility forbudgetary monitoring and reporting. Field length 10 digits.

Example:

Earmarked Funds O Business transactions within Funds Management whichcan reserve budget already distributed for revenues orexpenditures to be expected. Distinguishing characteristicsfor earmarked funds: They commit budget; Application offunds by specification and Legal obligations associatedwith them.

Example:

Commitment Item O Represents the budgetary classifications of general ledgeraccounts that are used for revenues and expenditures. Oneor more general ledger accounts may be combined into asingle commitment item.

Example:6351200

23. Select the CONTINUE icon.




24.Select the OVERVIEW icon.



Enter Recurring Entry Display Overview

25.Select the POST icon.

The system will display the message "Document XXXXXXXXX was stored in companycode COPA."




26. Select the EXIT icon until the SAP Easy Access screen appears.




27. Perform one of the following:If ThenEnter recurring entry - Accounts Receivable Complete steps 28 - 46






Company Code R Commonwealth of PA.

Example:COPA

First run on R First posting date for recurring entry. Date on which theentry should first be run.

Example:03/31/2009

Last run on R Last posting date for a recurring entry.

Example:03/31/9999




Interval in months R Time period in months.

Example:12

Run date R The date the payment run was made.

Example:31

Transfer amounts inlocal currency

O Indicator: Transfer Foreign Currency and Local Currencyamounts in original document.

Example:

Transfer tax amounts inlocal currency

O Indicator, that when selected, transfers tax amounts in localcurrency.

Example:

Copy texts R Defines the type of text transfer, for example, copying,saving references or reading dynamically from thetemplate.

Example:

29. If applicable, select the Transfer amounts in local currency checkbox.

30. If applicable, select the Transfer tax amounts in local currency checkbox.

31. Select the Copy texts field.






Document Type R Key that identifies which group of documents this documentwill be assigned. Documents of the same type containcommon information which is relevant to posting andupdate of the value fields in the data base. Document typesfor BCS are AGCY AGCY (Agency); BFM BFM (BFM);COPS COPA (Comptroller Ops); FMBU FMBU (FMSupport); GBO GBO (Gov Budget Office); MIGR MIGR(Migration Document).

Example:DR




Reference O Allows for further clarification of an entry by reference toother sources of information, either internal or external toSAP. Any SAP posted document number can be used as a"reference" when entering a new document. Note: Finance -Accounts Payable: Enter invoice number shown onvendor’s invoice. If no vendor invoice is provided, make alogical entry as a reference. Finance - AccountsReceivable: Enter SAP document number of invoice inwhich credit is to be applied.

Example:Account Number

Document Header Text R Free form text that contains explanations or notes whichapply to the document as a whole, that is, not only forcertain line items.

Example:Permit Number


Example:50


Example:4451012








Example:800.00


Example:3810101001





Example:9999999001

Commitment Item D Represents the budgetary classifications of general ledgeraccounts that are used for revenues and expenditures. Oneor more general ledger accounts may be combined into asingle commitment item.

Example:4451012

Value date D Used for cash transactions, date at which cash value isrecognized. Note: Finance - Used for GAAP reporting.Enter the date in which goods or services were received.For services, use the first day of the period of service.

Example:03/13/2009

Assignment R Assignment number. SAP displays account line itemsaccording to the content of this field. The assignmentnumber field is an additional information reference field.

Example:1010010000


Example:Camp Lease 2 - C - 19 Caledonia SP

Additional Coding Block fields (for example, the Order field) are available by selecting

the MORE button.

35. Select the MORE DATA button.



Enter Recurring Entry Correct G/L account item



Reference key 3 R Allows for further clarification of an entry by reference toother sources of information, either internal or external toSAP. Any SAP posted document number can be used as a"reference" when entering a new document. Note: Finance -Accounts Receivable transaction FBD1 Enter RecurringEntry, enter the LRS contract start and end dates.

Example:04/30/09-04/30/2010


Example:01





Example:1012586


Enter Recurring Entry Add Customer item






Example:800.00

Payt Terms R Key for defining payment terms composed of cash discountpercentages and payment periods. In most businesstransactions, the system defaults the key specified in themaster record of the customer/vendor.

Example:AR01

Days/percent R Terms of payment in the form of cash discount percentagerates and periods with which the payment has to be made.

Example:30

Bline Date R Date to which the periods for the cash discount deadlineand the due date for net payment refer. This is the case forline items in open item accounts. For line items in G/Laccounts, the item is due immediately on this date becausethere are no cash discount specifications.

Example:03/13/2009


Example:=123



Enter Recurring Entry Add Customer item

39. Select the LONG TEXTS button.



Long Text for Document Line Item

40. Select the EDITOR icon.



Change Notes: COPA 2008002 Language EN



Change Notes: R Enter applicable remarks. Note: The text will only print ifyou have a multiple line item invoice. This will not print on asingle item invoice.

Example:Enter remarks here.



Change Notes: COPA 2008002 Language EN

42. Select the BACK icon.



Long Text for Document Line Item

43. Select the CONTINUE icon.



Enter Recurring Entry Correct Customer item




Enter Recurring Entry Correct Customer item

45. Select the SAVE icon.

The system will display the message "Document XXXXXXXXXX was stored in companycode COPA."




46.Select the icon until the SAP Easy Access screen appears.



Result

You have successfully completed the transactions Enter Recurring Entry (FBD1), Change Recurring Entry(FBD2), Display Recurring Entry (FBD3), Post with Reference (FBD9), Recurring Document Changes(FBD4), and Mark for Deletion using Change Recurring Entry (FBD2).