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Work InstructionFunctional Area: Accounts Receivable Enter Recurring Entry Document

Purpose

Use this procedure to establish a recurring entry document in the system.

Trigger

Perform this procedure when a billing agreement has been established where the same customer will be billed for the same amount according to a periodic billing schedule.

Prerequisites

None

Menu Path

Use any of the following menu paths to begin this transaction:

Select Accounting Financial Accounting Accounts Receivable Document Entry Reference Documents Recurring Entry Document to go to the Enter Recurring Entry: Header Data screen.

Select Accounting Financial Accounting Accounts Payable Document Entry Reference Documents Recurring Entry Document to go to the Enter Recurring Entry: Header Data screen.

Select Accounting Financial Accounting General Ledger Document Entry Reference Documents Recurring Entry Document to go to the Enter Recurring Entry: Header Data screen.

Transaction Code

FBD1

Business Process Information

Recurring invoicing functionality is used to automatically post business transactions that are repeated regularly such as rent or insurance. The following data never changes in recurring entries: (1) Posting key, (2) Account and (3) Amounts. Recurring entry functionality can be used across FI modules Accounts Receivable, Accounts Payable and General Ledger. To establish a recurring entry agreement in the system a recurring entry document must first be defined. The recurring entry document represents details of the billing agreement such as billing amounts, general ledger/accounting information, payment terms, posting schedule, etc. The recurring entry document is defined in the system using transaction code FBD1. There are several other transactions that are used in this business process:

Change Recurring Entry Document (Transaction code FBD2) - It is important to note that once a recurring entry document has been saved in the system only certain fields on the document can be changed. If a change is needed to a field that cannot be updated, the document must be deleted and re-entered correctly.

Create Postings (Transaction F.14) - This transaction takes the data from the recurring entry document and posts the required invoices.

Delete Recurring Entry Document (Transaction F.56).

One way the University will use this functionality is in the area of office space rental (Accounts Receivable) and salary and benefits consultant billing (Accounts Receivable). For example, in the case of salary and benefits consultant billing, personnel in the Financial Services department will enter the


recurring entry document based on data in the contracts for IPA agreements. These agreements are received by Financial Services from departments throughout the University for the salary and benefits of consultants that are paid through UC payroll. The University bills an agency in order to be reimbursed for the payroll expense. Recurring invoices will also be used to bill Practice Plan entities and other areas that rent office space from the University.

The data maintenance of the recurring entry documents (creation, updates (changes), deletions, etc.) will be centrally maintained at the Financial Services departments. Requests for new or changes to existing recurring entry documents will be channeled to Financial Services via UC mail (hard copy forms) or e-mail just as it is done currently.

Helpful Hints

The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).

On certain screens you may have to scroll to view some data entry fields.


Procedure

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

Enter Recurring Entry: Header Data

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

Field R/O/C Description

Company Code Required Organizational unit within Financial Accounting

Example:UC

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28_AR_FBD1_Enter Recur Entry Doc_R1_CustBillThruPaym.udc© University of Cincinnati 3/20



First run on Required First posting date for recurring entry; Date on which the entry should first be run

Example:11/15/2004

This is the first date that the recurring document should run.

Last run on Required Last posting date for a recurring entry

Example:11/15/2005

This is the last day that the recurring entry should run.

Interval in months Conditional Time period in months

Example:1

This is the number of times that this document should be run in terms of months.

The recurring entry document can be defined with a periodic run schedule (defined in months by day) or with an user defined specific run schedule which must be defined in configuration first.

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Run date Conditional The run date is used for identifying the parameters; It is the date on which the program is to be carried out as planned, however, a program run at an earlier or later date is also possible.

Example:15

This is the day of the month that this document should be run.


Run schedule Optional A predetermined schedule for posting recurring entries

Example:


3. Perform one of the following:If ThenYou want the subsequent invoice documents to have the same text data (document header and line item short text) that is defined in the recurring entry document

Select to the left of Copy texts.


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Document type Required Document type classifies accounting documents. An accounting documents' document number and required header data entry are controlled by the document type.

Example:DR

For an Accounts Receivable billing, always use the “DR” option for recurring invoices.

Currency/Rate Required Monetary unit; The currency of the entity processing transactions

Example:

Reference Required Allows for further clarification of a document by cross referencing the SAP document with other sources of information, either internal or external to SAP.

Example:Contract#89465

This should be a unique number on the contract/agreement that will identify this document.

Document Header Text Optional Free form field used that contains explanations or notes which apply to a document.

Example:Internal Med. Rent

This text contains an explanation of what the document is as a whole.

This is not line item text.

Trading Part.BA Optional Trading Partner Business Area (not used)

Example:

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PstKy Required Two-digit numerical key that controls how line items are posted

Example:01

For an Accounts Receivable billing, always use posting key ‘01’.

Account Required Identification for an organization's particular cash account with a financial institution. All information regarding the account is determined using this key.

Example:1000019

For an Accounts Receivable billing, this is the customer account number.

5. Perform one of the following:If You Want To ThenEnter the billing data in an alternate data entry listing format Click .

Default line item data based on a pre-defined account assignment model

Click .

Accounts Receivable function has not defined any account assignment models.

Create the recurring entry document by copying the data from an existing document Click .

6.Click .

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Enter Recurring Entry: Add Customer item



Customer Required SAP code that identifies a customer; A customer is a business partner who orders goods and services.

Example:1000023

Data defaults from previous screen.

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G/L Acc Required G/L Account - Code identifying the account in the general ledger where this item will post; Collection of balance sheet and profit and loss statement accounts; Includes Balance Sheet Accounts (1), Liabilities (2), Fund Balance Accounts (3), Revenue Sources (4), Expense Accounts (5), GAAP Only Accounts (6), Budget Reserves (7), Transfer Accounts (8) and CO Secondary Postings (9)

Example:130001

Data defaults based on the account entered in previous screen.

Company Code Required Organizational unit within Financial Accounting

Example:UC

Data defaults from previous screen.

Amount Required Line item amount

Example:5100.00

This is the fixed amount of the recurring document that will be used for the entire document interval.

Bus. Area Required Business Area - Campus to which the cost center is assigned; Uptown (U), Clermont (C), Raymond Walters (R)

Example:

The system will determine this data; leave blank.

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Dunning Area Optional An organizational unit within a company code from which dunning is conducted. A dunning area can represent cost center, divisions, channels, sales organizations, business areas, etc.

Example:

Payt terms Required Terms agreed upon with the vendor for the payment of goods supplied or services rendered

Example:0013

These terms will default from the customer master, but you can change them if this recurring document will have different terms than are defaulted from the customer master.

Days/percent Optional Period within which a payment must be made. This information defaults from the payment term used on the document. The information includes cash discount days and final payment (net due) days.

Example:


Bline date Optional Baseline date is the date used to calculate cash discount deadline (if applicable) and the net due date for document.

Example:11/05/2004


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Disc. amount Optional The cash discount amount, for open items, the cash discount agreed upon (assuming a fixed amount was agreed upon and not a percentage rate). The cash discount amount, for cleared items, is the actually cash discount received. The cash discount amount is derived based on the payment term used on the accounting document.

Example:


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

Example:


Invoice ref. Optional This field is used to cross reference SAP documents. In the standard system this field is used in the following business scenarios: credit memos that reference a SAP invoice; partial payments for a SAP invoice and partial clearings of a SAP down payment document. When the documents are cross referenced using this field, the system will automatically present both documents for clearing during clearing or payment transactions.

Example:

This field is used to cross reference two separate documents.

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Pmnt block Optional Indicator used to block an outgoing payment. Payment blocks can be set on an individual document or on an account (therefore blocking all open items on the account).

Example:A

This function is typically used in Accounts Payable.

Pmt Method Optional Code used to identify the payment medium (check, ACH, etc.) used for outgoing payments.

Example:C


Pmt meth.supl. Optional Description of the Pmt meth.supl.

Example:MA


Assignment Optional (1) Free form field used that contains explanations or notes which apply to a document line item. (2) Assignment number; SAP displays account line items according to the content of this field.

Example:

SAP displays account line items according to the content of this field.

Text Optional Description field providing additional information for an entry

Example:Monthly Rent Billing for UC Office Space

This is the line item text.

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8. Perform one of the following:

If Then Go To

You want to document long text supporting the recurring entry document

Click . Step 9

Sales or use tax is applicable for the recurring entry document Select to the left of Calculate tax.

This function is not in scope for the SAP roll-out.

Step 11

Long text for Document Line Item



Notes Optional Description field providing additional information for an entry

Example:

10.Click .

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Enter Recurring Entry: Correct Customer item



PstKy Required Two-digit numerical key that controls how line items are posted

Example:50

For Accounts Receivable documents, this line item represents the revenue accounting string. Therefore, the posting key should be “50” (credit).

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Account Required Identification for an organization's particular cash account with a financial institution. All information regarding the account is determined using this key.

Example:

Trans.type Optional Description of the Trans.type.

Example:

12.Click .

Enter Recurring Entry: Add G/L account item

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Amount Required Line item amount

Example:100

Tax Code Optional Indicates the type of tax and the amount of tax for a specific line item

Example:

Cost Center Conditional Cost Center - Organizational unit for capturing costs

Example:2100000000

The document requires some type of cost object: cost center, internal order or WBS element.

Fund Required Separate & distinct fiscal/accounting object containing a complete self-balancing set of accounts used to segregate cash and other financial resources, together with associated liabilities, residual equities, and related changes; Amounts are separated by fund so that certain activities can be performed or objectives achieved in accordance with special regulations, restrictions, or limitations; Funds are classified into fund types, which have distinctive accounting and reporting requirements

Example:A10001

Grant Optional Grant - Award to the university as additional resources normally to support instruction, research, public service and scholarship with specified guidelines for spending and reporting

Example:

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Functional Area Required Functional Area - Organizational unit in accounting that classifies the expenses of an organization by functions; i.e. Instruction (0), Research (1), Public Service (2), Academic Support (3), Student Services (4), Institutional Support (5), Operation and Maintenance (6), Scholarship and Fellowship (7), Auxiliaries (8), Hospital (9), None (X)

Example:7

Funds Center Required Organizational unit responsible for execution of an assigned budget

Example:2100000000

System will derive this information.

Commitment Item Required Commitment Item - Code identifying the account in Funds Management where this item will post; Collection of balance sheet and profit and loss statement accounts; Includes Balance Sheets (1), Liabilities (2), Fund Balance Accounts (3), Revenue Sources (4), Expense Accounts (5), GAAP Only Accounts (6), Budget Reserves (7), Transfer Accounts (8) and CO Secondary Postings (9). Most map directly 1-1 to G/L Accounts.

Example:412001

System will derive this information.

Earmarked Funds Optional Earmarked Fund - Funds Reservation; Used to reserve portions of a budget for expected expenses

Example:

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Assignment Optional (1) Free form field used that contains explanations or notes which apply to a document line item. (2) Assignment number; SAP displays account line items according to the content of this field.

Example:AR BILL

SAP displays account line items according to the content of this field.

Text Optional Description field providing additional information for an entry

Example:AR BILL

14. Perform one of the following:If ThenRepeat the exact same accounting line item data Click .

Document long text supporting the recurring entry document Click .

Enter data in additional open reference fields (such as reference key 1 or referency key 2 fields)

Click .

Review/enter additional accounting relevant data such as WBS element or internal order number Click .

15. Perform one of the following:If Go ToYou want to add multiple accounting line items Step 11

16. Perform one of the following:If You Want To ThenReview the accounting entries prior to posting Click .Post

Click .

Posting the recurring entry document does

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not update accounting. The recurring entry document serves as basis/guide used in the actual posting of the billing documents.

The system displays the message, "Document XXXX has been created."

17.Click until you return to the SAP Easy Access screen.

18. You have completed this transaction.

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Result

You have created a recurring document.

Comments

None

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