Processing Open Items and Requesting Correspondence in fi

Use

When you process incoming payments for your customer, you can opt to create correspondence (as with any posting transaction).

Prerequisites

To ensure that the open items are initially deselected, from the Accounts Receivable node, choose Environment ® User Parameters ® Editing Options. Choose the Open items tab page, then select Selected items initially inactive. Save your changes.

Procedure

1. Call up the transaction as follows:

Menu Path	Accounting ® Financial Accounting ® Accounts Receivable ® Document Entry ® Incoming Payment
Transaction Code	F-28

2. Enter the following data:

Field	Europe	North America
Document date	Today’s date	Today’s date
Posting date	Today’s date	Today’s date
Document type	DZ	DZ
Company code	1000	3000
Currency/rate	EUR	USD
Account (Bank data)	113109	113109
Bus.area	1000	1000
Amount	An amount, considerably less than the amount of an invoice	An amount, considerably less than the amount of an invoice
Account (customer) in the Open item selection screen area	Your customer	Your customer

3. Choose Process open items.

On the Post Incoming Payment: Process Open Items screen, you see all open items with a deactivated status. Since you did not make a specific selection, you see the total of all items in the Editing status screen area, under Not assigned.

4. Double-click on the amount fields of the customer account to activate all items belonging to the payment amount.
5. Choose .

In the status bar, the system informs you that The difference is too large for clearing. In the Not assigned field, you see the amount that still needs to be cleared.

As in almost any phase of any posting transaction, you have the opportunity at this point to request correspondence.

6. Choose Environment
® Correspondence.

In the Correspondence Selection dialog box, you can select different messages for various recipients or request a bank statement, an open item list, or individual correspondence. You can also select various items of correspondence one after the other.

7. Double-click on SAP01 Payment notice with line items.

The payment notice is requested.

This correspondence is now stored temporarily. After completion of the posting tasks, or at a later date, you trigger the correspondence for printing by choosing Periodic processing.

Since the difference is too large for clearing, you have to process the difference separately.

8. Choose the Res.items tab page.
9. Double-click on the Residual items field. The system transfers the non-assigned amount to this field.
10. Now position your cursor on the RCd field and choose the F4 input help to display a list of the reason codes.

The reason codes 50 to 61 are SAP standard reason codes. You can add further reason codes during configuration.

Correspondence exists for each of these reason codes.

11. Select reason code 57: Different payment amount, then choose .
12. Choose Document ® Simulate.
13. Choose .

The document is posted.

14. Make a note of the document number.
15. Choose .
16. In the Exit Editing dialog box, choose Yes.