howto mg bofexchange 2007

7/25/2019 HowTo Mg BofExchange 2007

1/75

PUBLIC

How to Manage Bills ofExchange

Countries: Belgium, Brazil, Chile,

China, France, Italy, Japan, Korea,

Portugal, and Spain

Solutions from SAP

SAP Business One

2 7 A and 2 7 B

September 2009

English


2/75

SAP Business One 2007A and 2007B How to Manage Bil ls of Exchange

SAP AG 2009 2

Contents

How to Manage Bi lls of Exchange ................................................................................................................. 4

Introduction .................................................................................................................................................... 4

Setting Up Your Company to Work with Bills of Exchange............................................................................ 5

Activating the Bill of Exchange Function........................................................................................................ 6

Enabling Display of Bill of Exchange Deposits by Business Partner in Journal Entries................................ 8

Defining G/L Accounts for Bills of Exchange ............................................................................................... 10

Setting up House Banks for Bills of Exchange ............................................................................................ 13

Setting up Bill of Exchange as a Payment Method...................................................................................... 15

Setting up Bill of Exchange for Business Partners ...................................................................................... 17

Setting up Bill of Exchange Reconciliation for Bank Statement Processing................................................ 19

Working With Bills of Exchange ................................................................................................................... 21

Using Bill of Exchange as a Payment Means for Incoming and Outgoing Payments ................................. 22

Processing Incoming Bills of Exchange....................................................................................................... 27

Processing Outgoing Bills of Exchange....................................................................................................... 28

Recording Incoming Bills of Exchange ........................................................................................................ 29

Viewing Additional Details of Bills of Exchange........................................................................................... 34

Reconciling Incoming Bills of Exchange ...................................................................................................... 36

Canceling Bill of Exchange Reconciliations................................................................................................. 38

Reconciling Bills of Exchange Using Bank Statement Processing.............................................................. 39

Recording Outgoing Bills of Exchange ........................................................................................................ 40

Viewing Bills of Exchange Statuses............................................................................................................. 44

Viewing Bills of Exchange Records Incoming Payments ......................................................................... 47

Viewing Bills of Exchange Records Outgoing Payments ......................................................................... 49

Viewing Bills of Exchange Records History................................................................................................. 51

Viewing Bills of Exchange Transactions ...................................................................................................... 53

Viewing Bill of Exchange Deposits............................................................................................................... 55

Checking Cash Flow for Bills of Exchange Payments................................................................................. 57

Appendix ...................................................................................................................................................... 58

Glossary & Definitions.................................................................................................................................. 58

G/L Accounts Reference.............................................................................................................................. 58

Journal Entries Created During the Bill of Exchange Process .................................................................... 60

Incoming Bills of Exchange - Collection - Country-Specific: Chile and Spain.......................................... 60

Incoming Bills of Exchange - Discounted - Country-Specific: Chile and Spain ....................................... 61

Incoming Bills of Exchange - Collection - Country-Specific: Italy............................................................. 63

Incoming Bills of Exchange - Discounted - Country-Specific: Italy .......................................................... 64

Incoming Bills of Exchange - Collection Country-Specific: Belgium and France ..................................... 65

Incoming Bills of Exchange - Discounted Country-Specific: Belgium and France................................... 67


3/75


SAP AG 2009 3

Incoming Bills of Exchange - Collection Country-Specific: Portugal ........................................................ 69

Incoming Bills of Exchange - Discounted Country-Specific: Portugal...................................................... 70

Outgoing Bills of Exchange - Normal Country-Specific: Belgium, Chile, France, Portugal, and Spain 71

Outgoing Bills of Exchange - Assets ........................................................................................................ 72

Icons and Typographic Conventions............................................................................................................ 73

Copyrights, Trademarks, and Disc laimers.................................................................................................. 75


4/75


SAP AG 2009 4

How to Manage Bills of Exchange

Introduction

SAP Business One supports bills of exchange as a payment method. A bill of exchange is a signed, written

order prepared by one party (drawer) who instructs another party (drawee) to pay a specified sum to a thirdparty (payee).

The customer and vendor agree on a bill of exchange as the means of payment, and on the due date thevendor claims the payment from the customer or the bank. If the customer pays, the process is completed. Ifnot, the bank informs the vendor, and the vendor duns the customer.

A bill of exchange is used as a method of payment with a due date, as credit for the customer, or as aflexible financing tool. SAP Business One manages all receivables and payables involved during the stagesof the bill of exchange process.

This how-to document contains explanations of procedures in SAP Business One necessary for bill ofexchange setup and management, together with detailed descriptions of bill of exchange related windowsand country-specific features.

See also:

Setting Up Your Company to Work with Bills of Exchangeon page 5

Working With Bills of Exchangeon page 21


5/75


SAP AG 2009 5

Setting Up Your Company to Work with Bi lls of Exchange

NOTE

The following information is relevant for SAP partners and company superusers only.

Follow this procedure to set up the bill of exchange function for your company database in SAP BusinessOne.

Procedure...

1. Activate the bill of exchange function for your company database in SAP Business One.

For more information, seeActivating the Bill of Exchange Functionon page 6.

2. Enable the display of bill of exchange deposits by business partner in journal entries.

For more information, see Enabling Display of Bill of Exchange Deposits by Business Partner inJournal Entrieson page 8.

3. Define G/L accounts and control accounts for bills of exchange.

For more information, see Defining G/L Accounts for Bills of Exchangeon page 10.

4. Set up the banks with whom your company works to handle bills of exchange.

For more information, see Setting up House Banks for Bills of Exchangeon page 13.

5. Set up bill of exchange as a payment method for your company database.

For more information, see Setting up Bill of Exchange as a Payment Methodon page 15.

6. Set up individual business partners to work with bills of exchange.

For more information, see Setting up Bill of Exchange for Business Partnerson page 17.

ResultYou have now set up the bill of exchange function in your company database. This function cannot bedeactivated after bill of exchange transactions are recorded.


6/75


SAP AG 2009 6

Activating the Bill of Exchange Function

NOTE


Follow this procedure to activate the bill of exchange function for your company database in SAP BusinessOne.

Procedure...

1. From the SAP Business One Main Menu, chooseAdministrationSystem InitializationCompanyDetails.

2. Select the Basic Initializationtab:

3. Select the Use Bill of Exchangecheckbox.

NOTE

In the following countries, the Use Bill of Exchangecheckbox is selected by default: Belgium,Brazil, Chile, China, France, Italy, Japan, Korea, Portugal, and Spain.

4. Choose the Updatebutton, then choose the OKbutton.


7/75


SAP AG 2009 7

Result

The bill of exchange function is activated in your company database. This function cannot be deactivatedafter bill of exchange transactions are recorded.

See also:



8/75


SAP AG 2009 8

Enabling Display of Bil l of Exchange Deposits by BusinessPartner in Journal Entries

NOTE


Follow this procedure to enable the display of bill of exchange deposits by business partner in journal entries.

Procedure...

1. From the SAP Business One Main Menu, chooseAdministrationSystem InitializationDocumentSettings.

2. Select the Per Documenttab.

3. In the Documentfield, select Depositfrom the dropdown list:

4. Select the In Bill of Exchange Depositcheckbox.

5. Choose the Updatebutton, then choose the OKbutton.


9/75


SAP AG 2009 9

Result

In journal entries relating to deposits involving multiple bills of exchange, a separate row is now displayed foreach business partner.

Example

See also:



10/75


SAP AG 2009 10

Defining G/L Accounts for Bills of Exchange

NOTE


Follow this procedure to define the default G/L accounts for transactions related to payable and receivablebills of exchange in your company.

Prerequisite

Purchasing control accounts must be located in the Liabilitiesdrawer in the Chart of Accounts, and salescontrol accounts must be located in theAssetsdrawer.

Procedure...

1. From the SAP Business One Main Menu, chooseAdministrationSetupFinancialsG/LAccount Determination.

2. Do one of the following:

To define G/L accounts defined for transactions related to receivable bills of exchange,select the Salestab.

To define G/L accounts defined for transactions related to payable bills of exchange,select the Purchasingtab.

3. Select the Generalsubtab:

4. View the following data:


11/75


SAP AG 2009 11

G/L Account Determination Sales Tab: General Subtab

Field Descript ion / Activi ty

Accounts Receivable Clicking the (Browse) button opens the Control Accounts AccountsReceivablewindow, in which you define default G/L accounts for customers.

Permit Change ofControl Accounts

Select if you want to assign different control accounts to different customers.

Assigning control accounts to each customer is done in the Business PartnerMaster Datawindow. If this option is not selected, the control accounts definedin the Control Accounts Accounts Receivablewindow are used for allcustomers.

Default Customer forA/R Invoice andPayment

If you perform one-time sales (that is, the payment is made at the same timethat the A/R invoice is generated), enter the code of the one-time customer, towhich you will generate the A/R invoice and payment document whenever aone-time sale is made.

Type of Account,Account Code,Account Name

Relevant information regarding the default G/L accounts. The details are takenfrom the Chart of Accounts.

The offset accounts for postings to the bank current account are:

Bill of Exchange on Collection - Used as the default account for newcustomers when a journal entry is created for a collection deposit for billsof exchange.

Bill of Exchange Discounted - Used as the default account for newcustomers when a journal entry is created for a discounted deposit forbills of exchange.

G/L Account Determination Purchasing Tab: General Subtab


Accounts Payable Clicking the (Browse) button opens the Control Accounts AccountsPayablewindow, in which you can set the controlling account for outgoingpayments.

Permit Change ofControl Accounts

You assign control accounts to each vendor in the Business Partner MasterDatawindow. If you do not select this option, the control accounts defined inthe Control Accounts Accounts Payablewindow are used for all vendors.

Type of Account,Account Code,Account Name

Relevant information regarding the default G/L accounts, for example, Bill ofExchange Accounts Payable. The details are taken from the Chart ofAccounts.

5. To change a default G/L account, in theAccount Codefield, click (Choose From List)to open the

List of G/L accountswindow.6. Select the relevant G/L account, then select the Choosebutton.

7. To view and change control accounts, do one of the following:

For sales-related bill of exchange, click the (Browse) button next to theAccountsReceivablefield.

For purchasing-related bill of exchange, click the (Browse) button next to theAccountsPayablefield.

8. Do one of the following:

In the Control Accounts Accounts Receivablewindow, specify the following data:


12/75


SAP AG 2009 12

Control Accounts Accounts Receivable Window


Bill of Exchange AccountsReceivable

Select a G/L account to be used as a control account when creating anincoming payment based on an A/R invoice.

In the Control Accounts Accounts Payablewindow, specify the following data:

Control Accounts Accounts Payable Window

Field Description / Activi ty

Bill of ExchangeAccounts Payable

Select a control G/L account to use for vendors as a default when creatingan outgoing payment based on an A/P invoice.

9. In the Control Accounts Accounts Receivablewindow or in the Control Accounts Accounts Payablewindow,choose the Updatebutton, then choose the OKbutton.

10. In the G/L Account Determination window, choose the Updatebutton, then choose the OKbutton.

ResultThe control accounts you have defined in the G/L Account Determinationwindow are saved as defaults foreach bill of exchange transaction for each new business partner.

See also:



13/75


SAP AG 2009 13

Setting up House Banks for Bi lls of Exchange

Follow this procedure to set up bill of exchange handling in your companys banks.

There are two available options for depositing bills of exchange:

Collection Your bank collects the bill of exchange on its due date (the amount is transferred to thebank on the bill of exchange's due date).

Discounted Choose this option when making an advance deposit before the due date of the bill ofexchange.

Prerequisite

The Use Bill of Exchangecheckbox is selected in the Basic Initializationtab of the Company Detailswindow.This adds several columns to the House Bank Accounts - Setup window.

Procedure...

1. From the SAP Business One Main Menu, chooseAdministrationSetupBankingHouse Bank

Accounts. The House Bank Accounts - Setup window opens:

2. Specify the following data:

House Bank Accounts - Setup Window: Bi ll of Exchange-related Fields


Tolerance Days Enter the number of days you allow your customers to delay their payments.

Min. Amount ofBill of Exchange

Specify the minimum amount allowed by your company for bills of exchange.Before depositing a bill of exchange, SAP Business One checks whether the bill ofexchange amount is equal to, or greater than, the amount defined in this field.

Max. Amount ofBill of Exchange

Specify the maximum amount allowed by your company for bills of exchange.Before depositing a bill of exchange, SAP Business One checks whether the bill ofexchange amount is equal to, or less than, the amount defined in this field.

Discount LimitNOTE

Relevant in Spain only.

Enter here the maximum accrual amount which can be recorded in the Bank onDiscountedG/L account (see below).

Debt ofDiscounted Bill ofExchange

NOTE

Relevant in Spain only.


14/75


SAP AG 2009 14


An additional G/L account to be involved in journal entries created by discounteddeposits.

Days in Advance When depositing a bill of exchange, a bank needs several days until the money canbe transferred from the customer's account to your bank account. In this field youcan enter the number of days in advance a bill of exchange must be deposited inthe bank to be paid on its due date.

Bank onCollection

Select the G/L account to be involved in journal entries created by collectiondeposits. Mandatory field.

Bank onDiscounted

Select the G/L account to be involved in journal entries created by discounteddeposits. Mandatory field.

NOTE

Click (Form Settings)in the toolbar to display additional fields for the active window.

3. To save your changes, choose the Updatebutton, then the OKbutton.

See also:



15/75


SAP AG 2009 15

Setting up Bi ll of Exchange as a Payment Method

Follow this procedure to set up bill of exchange as a payment method in your company for incoming andoutgoing payments.

PrerequisiteThe Use Bill of Exchangecheckbox is selected in the Basic Initializationtab of the Company Detailswindow.This adds several columns to the Payment Methods - Setup window.

Procedure...

1. From the SAP Business One Main Menu, chooseAdministrationSetupBankingPaymentMethods. The Payment Methods - Setup window opens:


Payment Methods - Setup Window: Bill of Exchange-related Fields

Field Descripti on / Activit y

Bill ofExchange

You can select bill of exchange as a means of payment in both outgoing andincoming payments.


16/75


SAP AG 2009 16


AgentCollection NOTE

Relevant in Brazil, Portugal and Spain only.

Displays only invoices related to agents in the payment wizard. This is relevant forincoming payments only.

Send forAcceptance

Sets all bills of exchange created automatically by the payment wizard to Sentstatus.If not selected, the default will be Generatedstatus. This is relevant for incomingpayments only.

Group by DueDate

Select this checkbox if you want to sort the bills of exchange by their due date in thepayment wizard.

Deposit Norm You can enter the deposit norm number here. This number does not affect theselection criteria and is displayed in the OPEX file only.

BarcodeAlgorithm NOTE

Relevant in Brazil only. Applies to incoming payments only.

Specify the barcode algorithm for the respective bank.

Country Specific: Brazil BOE Property Window

To access this window, click the (Browse) button next to the Bill of Exchangeradio button.

NOTE

Applies to incoming payments only.


Document Type Specify a document type.

Accepted Enter a character to indicate that the status is accepted, for example, theletter A.

Internal Portfolio ID Specify an internal portfolio ID.

Portfolio Code, PortfolioNo.

Displays the portfolio code and number when Internal Portfolio IDisspecified.

Currency Code Specify the currency code.

Instruction1, Instruction2 Specify an instruction.

Payment Place Specify the location where bill of exchange is paid.

3. Choose the Updatebutton, then the OKbutton, to save your changes.

See also:



17/75


SAP AG 2009 17

Setting up Bi ll of Exchange for Business Partners

Follow this procedure to allow bill of exchange as a payment method in your company for business partnerrecords.

PrerequisiteThe Use Bill of Exchangecheckbox is selected in the Basic Initializationtab of the Company Detailswindow.This adds several fields to the Business Partners Master Data window.

Procedure...

1. From the SAP Business One Main Menu, choose Business PartnersBusiness Partner Master Data.

NOTE

Steps 2 and 3 are relevant for Spain and Portugal only.

2. Select the Generaltab.


Business Partner Master Data Window General Tab: Bill of Exchange-relatedFields

Field Description / Activit y

Agent Specify name of agent of the business partner. An agent is an employee in your company whois responsible for bills of exchange (relevant only for Spain and Portugal localizations).

4. Select the Payment Termstab.


Business Partner Master Data Window Payment Terms Tab: Bil l of Exchange-related Fields


Bank, Country Bank,Account, Branch, Ctrl Int. ID

Specify the business partner bank account.

To add a new business partner bank account, click (Choose FromList)to open the Business Partner Bank Accounts - Setupwindow.

6. Select the Payment Termstab.


Business Partner Master Data Window Payment Systems Tab: Bill of Exchange-

related FieldsField Description / Activi ty

House Bank(Country, Bank,Account, Branch)

Specify the house bank account to be used as an offset account in journalentries created by the payment wizard.

SAP Business One only creates payable and receivable documents if the housebank in the Business Partner Master Data - Payment Systemtab is identical tothe bank defined inAdministration Setup Banking Payment Methods.

8. Select theAccountingtab, then select the Generalsubtab.



18/75


SAP AG 2009 18

Business Partner Master Data Window Accounting Tab: Bill of Exchange-relatedFields


Control Accounts Click the (Browse) button to open the Control Accountswindow displaying

the default control accounts. For outgoing payments: Bills of exchange payable, assets bills of

exchange payable

For incoming payments: Bills of exchange receivable, bills of exchangediscounted, bills of exchange on collection, unpaid bills of exchange

You can change these G/L accounts manually if no journal entry has yet beencreated with these control accounts for the business partner.

Bill of ExchangeDiscounted

Select the account to be used as the default account for new customers when ajournal entry is created for a collection deposit for bills of exchange. Mandatoryfield.

Bill of Exchange onCollection Select the account to be used as the default account for new customers when ajournal entry is created for a collection deposit for bills of exchange. Mandatoryfield.

Unpaid Bill ofExchange

Account used as the default account for new customers when a journal entry iscreated for a failed bill of exchange.

10. Choose the Updatebutton, then the OKbutton, to save your changes.

Result

You have completed setting up definitions for bill of exchange, and can begin working with bill of exchange-related functions.


19/75


SAP AG 2009 19

Setting up Bill of Exchange Reconcil iation for Bank StatementProcessing

If your company uses bank statement processing, to enable reconciliation of paid or deposited bills ofexchange, you need to define internal bank operation codes for bill of exchange-related transactions. These

codes are used to determine the type of each transaction resulting from the bank statement.

Each row in the bank statement is identified by an external code defined by the bank. Since the externalcodes are not recognized by SAP Business One, you must relate each external code to its respectiveinternal code (inAdministrationSetupBankingBank Statement Processing External BankOperation Code). Based on the internal code, SAP Business One creates the correct transaction for eachbank statement row.

Follow this procedure to set up internal bank operation codes for bill of exchange-related transactions.

Prerequisites

You have defined interim bank accounts for bills of exchange.

For more information, see Setting up House Banks for Bills of Exchangeon page 13.

Procedure...

1. From the SAP Business One Main Menu, chooseAdministrationSetupBankingBankStatement ProcessingInternal Bank Operation Codes.


Internal Bank Operation Codes Window


Code Specify a code up to 15 characters long. After you choose Update, this code cannot bechanged.

Description Describe the transaction types represented by this code.

EXAMPLE

Incoming BOE bank interim.

PostingMethod

Specify the posting method to indicate that the internal code refers to transactionsresulting either from receiving or from issuing bills of exchange. In both cases, theapplicable posting methods are Bank Interim Account from/to Bank Accountand Ignore:

Bank Interim Account from/to Bank Account- creates a journal entry that isinternally reconciled on the interim bank account side, and externally reconciledon the bank account side.

Ignore prevents any of the automatic actions described above.

ExpectedResults

Specify the expected results of bank statement processing, based on the combination ofposting method and posting transaction for the internal code.

This information lets you verify that you defined the internal code correctly and inaccordance with your business needs.

3. To save your changes, choose the OKbutton.

Result

You have completed setting up definitions for bill of exchange, and can begin working with bill of exchange-related functions.


20/75


SAP AG 2009 20

Example

The following shows internal bank operation codes that are defined for incoming and outgoing bill ofexchange-related transactions:


21/75


SAP AG 2009 21

Working With Bil ls of Exchange

NOTE

Before working with bills of exchange functions, make sure that bill of exchange is activated inSAP Business One for your company.

Since paying or collecting bills of exchange is a process which requires several stages, you need to monitorand record the changes made for each one of your incoming and outgoing bills of exchange.

In this topic we learn the main steps related in working with bill of exchange functions in SAP Business One.

Procedure...

1. Create invoices using bill of exchange as a means of payment.

For more information, see Using Bill of Exchange as a Payment Means for Incoming and OutgoingPaymentson page 22

2. Record incoming and outgoing bills of exchange.

For more information, see:

Recording Incoming Bills of Exchangeon page 29

Recording Outgoing Bills of Exchangeon page 39

Journal Entries Created During the Bill of Exchange Processon page 60

3. Monitor incoming and outgoing bills of exchange.

For more information, see:

Viewing Bills of Exchange Records Incoming Paymentson page 47

Viewing Bills of Exchange Records Outgoing Paymentson page 49

Viewing Bills of Exchange Records Historyon page 51

Viewing Bills of Exchange Transactionson page 53

Viewing Bill of Exchange Depositson page 55


22/75


SAP AG 2009 22

Using Bi ll of Exchange as a Payment Means for Incoming andOutgoing Payments

SAP Business One lets you use bills of exchange for processing both incoming and outgoing payments.

For incoming payments involving bills of exchange, you can do the following: Make a payment against a specific A/R invoice

Make a payment to a customer against 2 or more A/R invoices

Pay to a business partner G/L account

Pay against journal entry

Trace incoming payment status

Generate an outgoing bill of exchange register report

For outgoing payments involving bills of exchange, you can do the following:

Create outgoing payments for business partners and accounts

Create, trace, and process drafts of outgoing payment documents and drafts of bills of exchange forpayment

Generate an outgoing bill of exchange register report

Follow this procedure to use bills of exchange as a payment means in your company for incoming andoutgoing payments.

NOTE

When using a bill of exchange as the payment means, all the other options for payment meansare blocked, that is, you cannot split a payment among several payment means when using abill of exchange.

Moreover, you cannot record a bill of exchange with negative amount.

Prerequisite

Bill of exchange is activated in your company.

For incoming payments:

You have recorded a payment for one or more A/R invoices.

For outgoing payments:

You have made a payment against one or more A/P invoices / G/L accounts.

Procedure...1. From the SAP Business One Main Menu, choose Banking Incoming PaymentsIncoming

Payments. Alternatively, choose BankingOutgoing PaymentsOutgoing Payments.

2. Record details of the payment.

3. On the toolbar, click (Payment Means).

4. In the Payment Meanswindow, select the Bill of Exchangetab:


23/75


SAP AG 2009 23


Payment Means Window: Bill of Exchange Tab


Bill of ExchangeAccountsReceivables

Account debited when the incoming payment is added.

NOTE

The following information is relevant for SAP partners and companysuperusers only.

This account is defined in AdministrationSetupFinancialsG/L AccountDetermination SalesGeneral Accounts ReceivableControl Accounts Billof Exchange - Accounts Receivable.

Bill of ExchangeAccountsPayable

Account credited when the outgoing payment is added.

NOTEThe following information is relevant for SAP partners and companysuperusers only.

This account is defined inAdministrationSetupFinancialsG/L AccountDetermination PurchaseGeneral Accounts PayableControl Accounts Bill of Exchange - Accounts Payable.

Bill of ExchangeNo.

For incoming payment documents:

Unique number of the incoming payment, which can be changed ifrequired. Two bills of exchange cannot be assigned to the samenumber.

For outgoing payment documents:


24/75


SAP AG 2009 24


Unique number of the outgoing payment, which can be changed ifrequired. Two bills of exchange cannot be assigned to the samenumber.

Bill of ExchangeDue Date

For incoming payment documents:Specify the date on which the bill of exchange is due.

If the payment is based on one or more A/R invoices with the same due date,the default due date is the due date of the A/R invoice(s).

If the payment is based on several A/R invoices with different due dates,enter a due date manually.

NOTE

After the bill of exchange is recorded, you can change its due dateonly if the payment has the status Sent.

For outgoing payment documents:Specify the date on which the bill of exchange is due.

If the payment is based on one or more A/P invoices with the same due date,the default due date is the due date of the A/P invoice(s).

If the payment is based on several A/P invoices with different due dates,enter a due date manually.

Reference For incoming payment documents:

If the customer created the bill of exchange, specify its number here.

For outgoing payment documents:

If your company creates the bill of exchange, specify its number here.

Payment Method Specify the required payment method for the bill of exchange.

Status Select one of the following statuses:

Sent When a bill of exchange is sent to the customer for acceptance. Thecustomer needs to sign the bill of exchange so that the bill of exchange canbe generated. As long as the bill of exchange is in Sentstatus, no paymentposting is recorded and the invoice is considered as not paid, but it cannotbe paid by other incoming payments.

Generated When you choose the payment method, the status changes toGenerated. This means that a journal entry for the payment will be recordedand the invoice will be considered as paid (closed).

Reference 2 If another reference number exists, specify it here.

Remarks Enter any remarks here.

BP Bank Data Business partner bank details for the selected method of payment.

Total Total amount paid in this bill of exchange.


25/75


SAP AG 2009 25

Country-Specific Fields: Chile, Portugal, and Spain


Agent For incoming payments only:

The agent assigned to the customer on the Generaltab in the business partner master data.

Country-Specific Fields: Portugal

StampTax Code

For incoming payments only:

Specify the required stamp tax code.

NOTE

The following information is relevant for SAP partners and companysuperusers only.

The default stamp tax code is defined inAdministrationSystem InitializationDocument SettingsPer DocumentIncoming Payment.

StampTaxAmount

For incoming payments only:

Amount of stamp tax, calculated based on the amount of the bill of exchange and thecalculation method of the selected stamp tax code.

NOTE

This field is for information purposes only. The amount is not added to thetotal of the bill of exchange or to the total of the payment, and no posting iscreated. Your company must enter the stamp tax postings for bills ofexchange to the journal every month.

SAP Business One provides a query that retrieves the total stamp tax to bepaid when a bill of exchange is created. To access this query, choose Tools

QueriesSystem QueriesStamp Tax Calculation for BOE.Alternatively, on the toolbar, click (Query Manager)SystemStampTax Calculation for BOE.

Country-Specific Field: Chile

FolioNumber

For incoming payments: the folio number assigned to the bill of exchange after it wasprinted; you can not change this data. For a bill of exchange that is not yet printed,this field is empty and not editable.

For outgoing payments: specify the folio number for the outgoing bill of exchange.After the outgoing payment is added, you can not change this field. If you have notassigned the folio number before adding the outgoing payment, you can assign it byusing the Folio Number Assignmentfunction, after you print the document.

Country-Specific Field: Brazil

Barcode Specify the barcode number for the outgoing payment.


26/75


SAP AG 2009 26

Country-Specific Field: Japan


Stamp TaxAmount

Displays the automatically calculated amount of stamp tax, based on the BoEStamp Tax setup table.

NOTE

To access the table, chooseAdministrationSetupBankingBoE Stamp Tax.

NOTE

You can change the stamp tax amount only before the document issaved.

NOTE

Click (Form Settings)in the toolbar to display additional fields for the active window.



27/75


SAP AG 2009 27

Processing Incoming Bills of Exchange

SAP Business One lets you record and track the status of an incoming bill of exchange throughout theprocess.

NOTE

This topic contains a general overview of the steps involved. The exact process varies fromcountry to country.

Prerequisites

Bill of exchange is activated in your company.

Procedure...

1. Create an A/R invoice, using bill of exchange as the payment means.

2. Create an incoming payment.

3. Record a bill of exchange draft payment in the Bill of Exchange Managementwindow, using the Sentstatus. This action does not create a journal entry.

4. Customer accepts liability for payment of the bill of exchange when due.

5. Record the incoming payment and bill of exchange in the Bill of Exchange Managementwindow, usingthe Generatedstatus. This action closes the invoice.

6. Record the presentation of the bill of exchange signed by the customer to the bank in the Bill ofExchange Managementwindow, using the Depositstatus.

7. Bank sends bank statement to your company.

8. Import / manually enter bank statement into SAP Business One.

9. Reconcile the bill of exchange transaction with the bank statement.10. Record payment accrual on due date in the Bill of Exchange Managementwindow, using the Paid

status.

11. If bill of exchange does not clear, record payment failure in the Bill of Exchange Managementwindow,using the Failedstatus.

12. If bill of exchange payment clears, record payment clearance in the Bill of Exchange Managementwindow, using the Closedstatus.

NOTE

Record a canceled bill of exchange in the Bill of Exchange Managementwindow by using theCancelledstatus. This action re-opens the invoice.

Result

SAP Business One contains end-to-end records of the bill of exchange transaction process, and updates thetransaction figures of the G/L accounts involved.

See also:

Using Bill of Exchange as a Payment Means for Incoming and Outgoing Payments on page 22

Reconciling Incoming Bills of Exchangeon page 36



28/75


SAP AG 2009 28

Processing Outgoing Bills of Exchange

SAP Business One lets you record and track the status of an outgoing bill of exchange throughout theprocess.

PrerequisitesBill of exchange is activated in your company.

Procedure...

1. Create an A/P invoice, using bill of exchange as the payment means.

2. Create an outgoing payment.

3. Record the outgoing payment and bill of exchange in the Bill of Exchange Managementwindow, usingthe Generatedstatus. This action closes the invoice.

4. Bank sends bank statement to your company.

5. Import / manually enter bank statement into SAP Business One, using bank statement processing.6. Reconcile the bill of exchange transaction with the bank statement and record reconciliation in the Bill

of Exchange Managementwindow, using the Paidstatus.

NOTE

Record a canceled bill of exchange in the Bill of Exchange Managementwindow by using theCancelledstatus. This action re-opens the invoice.

Result

SAP Business One contains end-to-end records of the bill of exchange transaction process, and updates thetransaction figures of the G/L accounts involved.

See also:

Using Bill of Exchange as a Payment Means for Incoming and Outgoing Payments on page 22



29/75


SAP AG 2009 29

Recording Incoming Bills of Exchange

Since collecting bills of exchange is a process which requires several stages, you need to monitor and recordthe changes made for each one of your incoming bills of exchange.

You can monitor and record most bill of exchange-related activities in the Bill of Exchange Management

window. This window is designed as a chest of drawers, where each drawer represents a different bill ofexchange status. You can take required actions such as changing the bill of exchange status, defining bankdata, setting posting and document dates, and so on.

Follow this procedure to record bills of exchange for incoming payments.

Prerequisite

An incoming payment document contains payment records for one or more A/R invoices, using bill ofexchange as the payment means. For more information, see Using Bill of Exchange as a Payment Means forIncoming and Outgoing Paymentson page 22.

Procedure...

1. From the SAP Business One Main Menu, choose Banking Bill of ExchangeBill of ExchangeManagement.The Bill of Management(selection criteria) window appears:


Bil l of Exchange Management Window (Selection Criteria)


Doc. Type Specify whether to display bills of exchange created from incoming or outgoingpayments.

Status Specify a specific status to display only bills of exchange to which the selectedstatus has been assigned.


30/75


SAP AG 2009 30


Bill of Exchange No.From...To...

Specify a bills of exchange range according to their number.

Due DateFrom...To...

Specify a bills of exchange range according to their due date.

Reference No.From...To...

Specify a bills of exchange range according to their reference number.

Payment No.From To...

Specify a bills of exchange range according to the number of the paymentdocuments linked to them.

BP Code From...To...

Specify a range of business partners according to code.

Payment PostingDate From...To...

Specify a bills of exchange range according to the posting date of their linkedpayments.

BP Bank CodeFrom... To...

Define the range of bills of exchange according to the bank code of their linkedbusiness partners. This field is displayed only when the status Generatedisselected.

Deposit No.From...To...

Specify a bills of exchange range according to the numbers of their linkeddeposit documents. Only available with the status Depositedor Paid.

Deposit Bank AcctNo. From...To...

Specify range of bank account numbers to display only bills of exchangedeposited to these accounts.

Deposit Type Select to display bills of exchange according to their deposit type. Only availablewith the status Depositedor Paid.

Reconciled Only Select to display only bills of exchange that are reconciled. Only available withthe status Depositedor Paid.

Add Tolerance Days Takes into account both the tolerance days defined in the House Bank Accounts Definitionswindow and the defined value date range. Only available with thestatus Depositedor Paid.

Payment Methods All payment methods whose payment means are defined as bill of exchange forincoming payments. Select the payment methods to include in the Bill ofExchange Managementwindow.

3. Choose the OKbutton. The Bill of Exchange Managementwindow appears (the display of drawersvaries according to country):


31/75


SAP AG 2009 31



Sent, Generated, Deposited,Paid, Cancelled, Failed,Closed

When you select Incoming Paymentas document type in the selectioncriteria, all the drawers appear.

NOTE

The status Closedis available only for France, China,Korea and Japan localizations.

Find Bill of Exchange No. Specify a number by which to locate a bill of exchange.

Status Groups the bills of exchange according to the statuses assigned tothem. Only available if you selected the statusAllin the selection criteriawindow.

Bill of Exchange No. Unique number assigned to the incoming payment for the bill ofexchange in the Payment Meanswindow.

Selection Column Select the bills of exchange you want to process. Only available withone of the following statuses/drawers: Sent, Generated, Deposited, andPaid.

Due Date Due date of the bill of exchange.

Posting Date Posting date of the incoming payment document.

Bill of Exchange Total (LC) Total amount paid by the bill of exchange - in local currency.

Remarks Remarks as specified in the bill of exchange.

Reference No. Reference number assigned to the bill of exchange in the PaymentMeanswindow.

Expand, Collapse Expands or collapses the entire display of the window. Only available ifyou selected the statusAllin the selection criteria window.


32/75


SAP AG 2009 32


Move To Only available with the statuses/drawers, Sent, Generated, Deposited,and Paid. Specify how to process the selected bills of exchange. Theoptions available depend on the selected drawer:

Drawer - Sent:

Generatedtransfers the bill of exchange to the Generateddrawer.

Cancelledcancels the bill of exchange and transfers it tothe Cancelleddrawer.

Drawer - Generated:

Depositedcreates deposit documents for bills of exchangecreated from incoming payments.

Cancelledcancels the bill of exchange and transfers it tothe Cancelleddrawer.

Drawer - Deposited: Paidtransfers the bills of exchange to the Paiddrawer.

Shows that the bill of exchange amount was transferred toyour bank account.

Generatedcancels the deposit and transfers bills ofexchange back to the Generateddrawer.

NOTE

You can only transfer back bills of exchange that have notbeen reconciled.

Drawer - Paid:

Depositedtransfers the bills of exchange to the Depositdrawer. Cancels the indication that the bill of exchangeamounts were received at your bank account.

Failedcancels the incoming payment and transfers thebills of exchange to the Faileddrawer.

Closed transfers the bills of exchange to the Closeddrawer. No journal entry is created.

NOTE

The Closedstatus only applies in France.

Posting Date, DocumentDate

By default, the current date. Available only with the drawers Sent,Generated, Depositedor Paid.

House Bank Country, HouseBank, House Bank Account,House Bank Branch

Only available when the Generateddrawer is selected for incomingpayments.

Choose (Choose from Tree)to open the Choose Bankwindow, inwhich you select the bank account for the bill of exchange transaction.The details of the selected bank account are then displayed in therespective house bank fields.

Collection Indicates that the bank collects the bill of exchange on its due date.Available only when the Generateddrawer is selected for incomingpayments.


33/75


SAP AG 2009 33


Discounted Creates the deposit before the due date of the bill of exchange.Available only when the Generateddrawer is selected for incomingpayments.

Norm Specify the deposit norm number, which will be displayed in the OPEXfile. Available only when the Generateddrawer is selected for incomingpayments.

Reconciled Indicates whether or not the bill of exchange has been reconciled.Available only when the Deposited, Paidor Faileddrawers are selected.

External Reconciliation No. The reconciliation number assigned by SAP Business One when thereconciliation took place. Available only when the Deposited, PaidorFaileddrawers are selected.

5. Choose the OKbutton to save your changes.

See also:

Viewing Additional Details of Bills of Exchangeon page 34Reconciling Incoming Bills of Exchangeon page 36


34/75


SAP AG 2009 34

Viewing Additional Details of Bills of Exchange

Follow this procedure to view additional details of selected deposited bills of exchange in the Bill ofExchange Managementwindow.

Procedure...1. From the SAP Business One Main Menu, choose Banking Bill of ExchangeBill of Exchange

Management.

2. In the Bill of Exchange Management(selection criteria) window, selectAll.

3. In the Bill of Exchange Managementwindow, select and double-click the required labeled table row,for example Deposited. Alternatively, right-click the row number and select Status Details. The Detailswindow appears (for example, Deposited Details):


Details Window


Business Partner Code, Name

Code and name of the business partner for whom the bill of exchange wasprocessed.

Bank Code, Name,

Account Number,Branch, Control Key,Country

Displays details of bank account in which bill of exchange was processed.


35/75


SAP AG 2009 35


Deposit TypeNOTE

Only relevant for Depositedstatus.

Displays the type of deposit: Collection when the bank collects the bill of exchange on its due

date.

Discounted when you make an advanced deposit, that is, if youmake a deposit before the due date of the bill of exchange.

NumberNOTE

Only relevant for Depositedstatus.

Displays deposit number from the Depositwindow, general area.

Bill of Exchange

Number

Displays bill of exchange number from the Bill of Exchange Receivables

window.

Due Date Displays bill of exchange due date from the Bill of Exchange Receivableswindow.

Installment Displays the successive number of the installment within the total number ofthe installments included in the specific invoice. The invoice is displayedseveral times according to the number of installments still to be paid.

Document Type Displays the 2-letter transaction type abbreviation.

EXAMPLE

RC Incoming Payment

Amount Displays amount of the selected bill of exchange.

5. To return to the Bill of Exchange Managementwindow, choose the OKbutton.


36/75


SAP AG 2009 36

Reconciling Incoming Bills of Exchange

NOTE

The information in this topic is only relevant for companies that do not work with bank

statement processing. If your company works with bank statement process, see ReconcilingBills of Exchange Using Bank Statement Processingon page 39

You can record an external reconciliation from the Depositedand Paiddrawers in the Bill of ExchangeManagementwindow.

Follow this procedure to perform an external reconciliation between a bill of exchange transaction and a bankstatement row.

Prerequisite

One or more bank statements have been received from your companys bank and entered into SAPBusiness One.

Procedure...1. From the SAP Business One Main Menu, choose Banking Bill of ExchangeBill of Exchange

ManagementBill of Exchange Management.

2. In the Bill of Exchange Managementwindow, choose either the Depositedor the Paiddrawer.

3. Choose the Reconciliationbutton. The Bill of Exchange Reconciliationwindow appears:

The upper area of the window displays all the bill of exchange transactions. The lower area displaysthe bank statement rows.



37/75


SAP AG 2009 37

Bill of Exchange Reconciliation Window

Upper Area


Deposit No. Displays the number of the deposit.Document No. Displays the incoming payment number on which the deposit was

based.

Posting Date, Doc. Date The posting/document date of the incoming payment.

Document Total The total amount of the bill of exchange.

Remarks The remarks of the bill of exchange.

Payment Method Code The payment method code which is linked to the bill of exchange.

Payment Method Description The payment method description which is linked to the bill ofexchange.

Reference No. The reference number of the bill of exchange.

BP Bank Country, BP BankAccount, BP Bank Branch, BPBank Account

The business partner's bank details.

Reconciled Displays eitherY(Yes) or N(No).

Y The transaction was reconciled.

N The transaction was not reconciled.

Display Bank Rows To display external bank statement rows in the lower area of thewindow, select the transaction row you want to reconcile andchoose this button.

Lower Area

Row No. The row number in the Bank Statement Detailswindow.

Posting Date The date of the bank statement row.

Ref.1 The reference number of the bank statement row.

Amount The amount of the transaction in the bank statement row.


5. To record the reconciliation and to return to the Bill of Exchange Managementwindow, choose the OKbutton, then the Updatebutton.

NOTE

The amounts must be identical. You cannot create a balancing transaction or reconcile morethan bill of exchange with more than one bank statement rows in a single transaction.

Results

A journal entry which debits the house bank is recorded.

The bill of exchange status in the Reconciledfield changes toY.


38/75


SAP AG 2009 38

Canceling Bill of Exchange Reconciliations

You can cancel an external reconciliation only if you have not recorded the reconciliation by choosing theUpdatebutton in the Bill of Exchange Reconciliationwindow.

PrerequisiteIn the Bill of Exchange Reconciliationwindow, you have selected a bank statement row and a bill ofexchange transaction, and have chosen the Reconciliationbutton. The valueYis displayed in the Reconciledcolumn.

Procedure...

1. In the Bill of Managementwindow, select the bill of exchange transaction row.

2. Choose DataCancel in the menu bar.

Result

The value in the Reconciledcolumn changes to N, allowing you to reconcile this bill of exchange transactionagain.


39/75


SAP AG 2009 39

Reconciling Bills of Exchange Using Bank StatementProcessing

Follow this procedure to perform an external reconciliation between a bill of exchange transaction and a bank

statement row using bank statement processing.

Prerequisite

Your company works with bank statement processing.

You have chosen either the Import from Filebutton or the Create Newbutton in the Bank StatementSummarywindow.

At least 1 bill of exchange-related transaction row is displayed in the Bank Statement Detailswindow.

Procedure...

1. In the Bank Statement Details window, select 1 or more bill of exchange-related transaction rows.

2. In the Posting Methodcolumn, specify Bank Interim Account from/to Bank Account. The InterimAccountcolumn is filled with either the bank on collection or the bank on discounted account.

3. Choose the Posting Proposal for Uncleared Rowsbutton. SAP Business One retrieves existing journalentries based on predefined matching criteria as candidates for the posting proposal.

4. Optionally, choose the Expand Allbutton to view details of the retrieved documents and journal entriesfor each transaction row.

5. Optionally, review the posting proposals for every transaction row. The objective is to clear all bankstatement rows.

To clear the posting proposal for a transaction row, select the Selected/Clearedcheckbox.

To reject the posting proposal for a transaction row, deselect the Selected/Clearedcheckbox.

To approve (clear) transaction rows containing proposed documents, select theCleared/Selected checkbox. When you choose the Save Draftbutton, all rows that have beencleared are deleted.

You can add rows to the table by right-clicking anywhere in a table row and choosing theAdd Row

button. Only rows marked as Cl earedare saved.

NOTE

The status of an incoming bill of exchange must be Deposi t edor Pai d. In Spain, the status of

an incoming bill of exchange must be Pai d.

The status of an outgoing bill of exchange must be Generat edor Pai d.

6. When you have finished reviewing the list of posting proposals, choose the Finalizebutton.

7. If you cannot finalize your bank statement, that is, if the Differencefield does not equal zero, reviewthe posting proposals for every transaction row again, then choose the Finalizebutton. The objectiveis to clear all bank statement rows.

Result

All deselected rows are deleted, and the cleared bank statement rows are saved in the SAP Business Onedatabase and in the Accounting module.

The payment is posted from the bill of exchange interim account to the bank G/L account andinternally reconciled.

The bank statement row and the bill of exchange transaction are externally reconciled.


40/75


SAP AG 2009 40

Recording Outgoing Bills of Exchange

Since paying bills of exchange is a process which requires several stages, you need to monitor and recordthe changes made for each one of your outgoing bills of exchange.

You can monitor and record most bill of exchange-related activities in the Bill of Exchange Management

window. This window is designed as a chest of drawers, where each drawer represents a different bill ofexchange status. You can take required actions such as changing the bill of exchange status, defining bankdata, setting posting and document dates, and so on.

Follow this procedure to record bills of exchange for outgoing payments.

NOTE

When you generate a bill of exchange (that is, record a payment to vendor), the bill ofexchange amount is not transferred from your bank account to the vendor immediately. It cantake a few days from the day you transfer the bill of exchange to the vendor until the bankdebits your bank account (the house bank G/L account is credited).

When the bank transfers the money from your bank account to the vendor, you should change

the status of the bill of exchange to Paidstatus, indicating that the bill of exchange amount wastransferred to your vendor.

This process is different from the incoming payment process, in which the reconciliationtransaction is the transaction which debits the house bank G/L account and not the Paidtransaction.

Prerequisite

You have made a payment against one or more A/P invoices / G/L accounts.

Procedure...

1. From the SAP Business One Main Menu, choose Banking Bill of ExchangeBill of Exchange

Management.The Bill of Management(selection criteria) window appears:


41/75


SAP AG 2009 41


Bil l of Exchange Management Window (Selection Criteria)


Doc. Type Specify whether to display bills of exchange created from incoming or outgoingpayments.

Status Specify a specific status to display only bills of exchange to which the selectedstatus has been assigned.


Specify a bills of exchange range according to their number.

Due DateFrom...To...

Specify a bills of exchange range according to their due date.


Specify a bills of exchange range according to their reference number.

BP CodeFrom...To...Specify a range of business partners by code.

Payment No.From To...

Specify a bills of exchange range according to the number of the paymentdocuments linked to them.

Payment PostingDate From...To...

Specify a bills of exchange range according to the posting date of their linkedpayments.

BP Bank CodeFrom... To...

Define the range of bills of exchange according to the bank code of their linkedbusiness partners. This field is displayed only when the status Generatedisselected.

Deposit No.From...To...

Specify a bills of exchange range according to the numbers of their linkeddeposit documents. Only available with the status Paid.


42/75


SAP AG 2009 42


Deposit Bank AcctNo. From...To...

Specify range of bank account numbers to display only bills of exchangedeposited to these accounts.

Deposit Type Select to display bills of exchange according to their deposit type. Only availablewith the status Paid.

Reconciled Only Select to display only bills of exchange that are reconciled. Only available withthe status Paid.

Add Tolerance Days Takes into account both the tolerance days defined in the House Bank Accounts Definitionswindow and the defined value date range. Only available with thestatus Paid.

Payment Methods All payment methods whose payment means are defined as bill of exchange foroutgoing payment. Select the payment methods to include in the Bill ofExchange Managementwindow.

3. Choose the OKbutton. The Bill of Exchange Managementwindow appears:



Generated, Paid,Cancelled

When you select Outgoing Paymentas document type in the selection criteria,these drawers appear.

Find Bill ofExchange No.

Specify a number to locate a bill of exchange by it.

Status Groups the bills of exchange according to the statuses assigned to them. Onlyavailable if you selected the statusAllin the selection criteria window.

Bill of ExchangeNo.

Unique number assigned to the outgoing payment for the bill of exchange in thePayment Meanswindow.


Posting Date Posting date of the incoming payment document.


43/75


SAP AG 2009 43


Bill of ExchangeTotal (LC)

Total amount paid by the bill of exchange - in local currency.


Reference No. Reference number assigned to the bill of exchange in the Payment Meanswindow.

Expand, Collapse Expands or collapses the entire display of the window. Only available if youselected the statusAllin the selection criteria window.

Move To Only available with the statuses/drawers, Generated, and Paid. Specify how toprocess the selected bills of exchange. The options available depend on theselected drawer:

Drawer - Generated:

Paidindicates that the amounts in the bills of exchange created fromoutgoing payments were transferred from your account to thevendors account.

Cancelledcancels the bill of exchange and transfers it to theCancelleddrawer.

Drawer - Paid:

Generatedreverses the payment transaction and transfers the billsof exchange created by outgoing payments back to the Generateddrawer.

Posting Date,Document Date

By default, the current date. Available only with the drawers Generated, or Paid.



44/75


SAP AG 2009 44

Viewing Bills of Exchange Statuses

SAP Business One uses the bill of exchange register to store information about all bills of exchange receivedand issued by the company. The register reflects the current status of every bill of exchange and providesinformation regarding status history.

Follow this procedure to view the status of bills of exchange.

Prerequisite

You have used SAP Business One to create incoming or outgoing payment documents using bills ofexchange as the payment means using the Bill of Exchange Managementwindow.

Procedure...

1. From the SAP Business One Main Menu, choose Banking Bill of ExchangeBill of ExchangeRegister. The Bill of Exchange Register Selection Criteria window opens:


Bill of Exchange Selection Criteria Window


Doc. Type Select the bill of exchange type to display.

Status From...To... Specify a range of statuses for the bills of exchange. The statusesavailable depend on the type of document selected:

With incoming payments: Sent, generated, deposited, paid,canceled, closed, and failed

With outgoing payments: Generated, paid, canceled


45/75


SAP AG 2009 45



Specify a bills of exchange range according to their sequential numbers.

Due Date From...To... Specify a bills of exchange range according to their value dates.


Specify a bills of exchange range according to their reference numbers.

BP Code From...To... Specify a range of business partners according to their codes.

Payment No. From...To... Specify a payment documents range for which you want to display therelated bills of exchange.

Payment Posting DateFrom...To...

Specify a bills of exchange range according to the posting dates of thepayment documents.

Deposit No. From...To... Specify a bills of exchange range according to their deposit numbers.

Deposit Bank Acct No.From...To...

Specify a range of bank accounts used for deposits according to their bankaccount numbers.

Deposit Type Select to display bills of exchange according to their deposit type: collectionor discounted

Reconciled Only Displays only reconciled bills of exchange.

Payment Method To display bills of exchange linked to specific payment methods, select therelevant payment methods.

3. Choose the OKbutton. The Bill of Exchange Registerwindow opens:

4. Specify/view the following data:


46/75


SAP AG 2009 46

Bill of Exchange Register Window

Header Area


Number Enter the number of a bill of exchange to view the details about this bill of exchange.

Currency To display bills of exchange created for a specific currency, specify the relevant currency.

Status To display only bills of exchange with a specific status, specify the relevant status.

Table Area

Bill of Exchange No. Unique number assigned to the incoming or outgoing payment forthe bill of exchange in the Payment Meanswindow.

Reference No. Reference number assigned to the bill of exchange in the PaymentMeanswindow.

Date Due date of the bill of exchange.

Bank, Branch, Account No. Bank details for the bill of exchange (house bank for outgoingpayments, customer bank for incoming payments).

Status Current status of the bill of exchange.

Amount Amount of the bill of exchange.

Deposit Details of the deposit, if the selected bill of exchange was deposited.

Deposit No. Number assigned to the deposit.

Deposit Date Date deposit made.

G/L Account/BP Code G/L account code or business partner code to which the bill ofexchange was deposited.

Bank Country, Bank, Branch,Account No., Control Key

Information about the customers bank.

NOTE

For Brazil localization, the house bank information isdisplayed instead.

Payment Details of the incoming/outgoing payment document linked to theselected bill of exchange:

Incoming/Outgoing Payment No. number of the paymentdocument.

Date posting date of the document.

Customer/Vendor Code code of the customer/vendor forwhich the payment was created.

Bill of Exchange Status Displays the status history of the selected bill of exchange (one rowfor each status):

Bill of Exchange Trans. No. number of the bill of exchangetransaction and a link to it.

Bill of Exchange Status status to which the bill of exchangewas changed.

Date date of the transaction.


47/75


SAP AG 2009 47

Viewing Bills of Exchange Records Incoming Payments

When you create an incoming payment with bill of exchange as the payment mean, a bill of exchange recordis created. Follow this procedure to view these records.

PrerequisiteYou have used SAP Business One to create incoming payment documents using bills of exchange as thepayment means using the Bill of Exchange Managementwindow.

Procedure...

1. From the SAP Business One Main Menu, choose Banking Bill of ExchangeBill of Exchange -Receivables. Alternatively, SAP Business One Main Menu, choose Banking Incoming Payments.

On the toolbar, click (Payment Means). In the Bill of Exchange No.field, click (Link Arrow).

The Bill of Exchange Receivables window opens:


Bil l of Exchange Receivables Window


Received from Code and name of the customer who sent the bill of exchange.

Address Pay to address specified in the incoming payment document.

Number Unique number assigned to the incoming payment for the bill of exchangein the Payment Meanswindow.


48/75


SAP AG 2009 48


Reference Reference for the bill of exchange. Click (Link Arrow)to drill down tothe relevant incoming payment document.

Posting Date Posting date of the bill of exchange.


Status Current status of this bill of exchange.

Signature User code of the person who recorded the bill of exchange.

Bill of Exchange - History Click (Link Arrow)to open the Bill of Exchange Historywindow withthe historical statuses of the current bill of exchange and a link to eachtransaction.

Remarks Remarks in the A/R invoices paid by this bill of exchange (assuming thepayment was based on an A/R invoice).

Total, Amount in Words Total amount paid in this bill of exchange, the figure and in words.

Bank Country, Bank,Account, Branch, ControlKey

Information about the customers bank.

NOTE

For Brazil localization, the house bank information isdisplayed instead.

Journal Remarks Specify any comments regarding the journal entry posted by this bill ofexchange.

Country-Specific Fields: Chile

Folio Number The folio number assigned to the bill of exchange received. It cannot be changed.

3. To find an existing bill of exchange, enter the search criteria, for example, the customer code in the

Received fromfield, and choose the Findbutton.

4. To close this window, choose the OKbutton.


49/75


SAP AG 2009 49

Viewing Bills of Exchange Records Outgoing Payments

When you create an outgoing payment with bill of exchange as the payment mean, a bill of exchange recordis created. Follow this procedure to view these records.

PrerequisiteYou have used SAP Business One to create outgoing payment documents using bills of exchange as thepayment means using the Bill of Exchange Managementwindow.

Procedure...

1. From the SAP Business One Main Menu, choose Banking Bill of ExchangeBill of Exchange -Payables. The Bill of Exchange Payables window opens:


Bil l of Exchange Payables WindowField Description / Activi ty

To Order of Code and name of the vendor who received the bill of exchange.

Address Pay to address specified in the outgoing payment document.

Number Unique number assigned to the outgoing payment for the bill ofexchange in the Payment Meanswindow.

Reference Reference for the bill of exchange. Click (Link Arrow)to drill down tothe relevant outgoing payment document.

Posting Date Posting date of the bill of exchange.


50/75


SAP AG 2009 50



NOTE

For Japan, the due date of a BoE can be changed inGenerated and Sent status.

You can get the change log from the change trackingfunction.

Status Current status of this bill of exchange.

Signature User code of the person who recorded the bill of exchange.

Bill of Exchange - History Click (Link Arrow)to open the Bill of Exchange Historywindow withthe historical statuses of the current bill of exchange and a link to eachtransaction.

Remarks Remarks entered in the outgoing payment document.

EXAMPLE

Invoice number.

Total, Amount in Words Total amount paid in this bill of exchange, the figure and in words.

Bank Country, Bank,Branch, Account No.,Control Key

Details of the house bank linked to the bill of exchange.

Journal Remarks Specify any comments regarding the journal entry posted by this bill ofexchange.

Country-Specific Fields: ChileFolio Number The folio number assigned to the bill of exchange paid. You can change it if required.

3. To find an existing bill of exchange, enter the search criteria, for example, the vendor code in the ToOrder offield, and choose the Findbutton.



51/75


SAP AG 2009 51

Viewing Bills of Exchange Records History

Follow this procedure to view the historical transactions of each receivable/payable bill of exchange.

Prerequisite

You have used SAP Business One to create incoming/outgoing payment documents using bills of exchangeas the payment means using the Bill of Exchange Managementwindow.

Procedure...

1. From the SAP Business One Main Menu, choose Banking Bill of ExchangeBill of Exchange Receivables/Payables . The Bill of Exchange Receivables/Payables window opens.

2. Display the required bill of exchange:

3. Click (Link Arrow)Bill of Exchange History. The Bill of Exchange History window opens:


52/75


SAP AG 2009 52


Bill of Exchange History Window


Bill of Exchange No. Number of the bill of exchange for which the transaction history is provided.

Reference No. Reference assigned to the bill of exchange in the Payment Means window.

Transaction No. Sequential number of the transaction. For a detailed view, Click (Link Arrow).

Changed to Status Status of the bill of exchange after the transaction was performed.

Date Creation date of the transaction.



53/75


SAP AG 2009 53

Viewing Bills of Exchange Transactions

The Bill of Exchange Transaction window appears each time you record transactions in the Bill of ExchangeManagement window. It displays the details concerning the transactions you have just recorded.

Follow this procedure to view the details of the transactions comprising the bill of exchange.

Prerequisite

You have used SAP Business One to create incoming/outgoing payment documents using bills of exchangeas the payment means using the Bill of Exchange Managementwindow.

Procedure...

1. From the SAP Business One Main Menu, choose Banking Bill of ExchangeBill of ExchangeTransactions. The Bill of Exchange Transactions window opens.

2. To display an existing bill of exchange, enter the search criteria, for example, the journal entry number,and choose the Findbutton:


Bill of Exchange Transactions Window


Transaction Number Number of this transaction. Begins at 1 and runs sequentially.

Journal Entry No. Number of the journal entry created by the transaction. A link tothe journal entry is available for the following transactions:

Changing status from Generatedto Deposited

Reconciliation

Changing status from Depositedto Paid

Changing status from Paidto Deposited

Status Changed From...To... Previous and current status of the bill of exchange.


54/75


SAP AG 2009 54


User Name User who recorded the transaction.

Action Action performed on the bill of exchange: status change orreconciliation.

Bill of Exchange No. Unique number assigned to the incoming or outgoing payment forthe bill of exchange in the Payment Meanswindow.

Click (Link Arrow)to open the related Bill of ExchangeReceivables/Payables window.

Reference No. Reference for the bill of exchange.


Posting Date Posting date of the payment document.

Document Date Document date for tax purposes.

Bill of Exchange Total Total amount of the bill of exchange.

BP Bank Country, BP Bank Code,BP Bank Name, BP BankAccount, BP Bank Branch

Bank details of the business partner linked to the bill of exchange.

NOTE

In Brazil localization, these fields are Bank Country,Bank Code, Bank Name, Bank Account, BankBranch, and they display the house bankinformation.

BP Bank Control KeyNOTE

This field is not available for Brazil localization.

Remarks Remarks for the bill of exchange.

Payment Method Code, PaymentMethod Description

Code and description of the payment method linked to the bill ofexchange.



55/75


SAP AG 2009 55

Viewing Bill of Exchange Deposits

Follow this procedure to view details of deposited bills of exchange.

Prerequisites

You have used SAP Business One to create incoming documents using bills of exchange as thepayment means

You have changed the status of the bill of exchange to Depositedin the Bill of Exchange Managementwindow.

Procedure...

1. From the SAP Business One Main Menu, choose Banking DepositsDeposit. The Depositwindow opens.

2. Select a deposit created for a bill of exchange.

3. On the Bill of Exchange tab, view the following data:

Deposi t Window: General Area


Deposit No.,Series

Deposit number according to the selected numbering series.

Deposit Date Specify the date of the deposit. The current date is displayed by default.

DepositCurrency

Specify the currency of the deposit. Once a currency is selected, only checks/creditcard vouchers/cash of this currency may be deposited.


56/75


SAP AG 2009 56


Bank Account G/L account, which reflects the bank account containing the deposit, in yourcompanys books.

Bank, Branch,Account

Specify the details of the bank in which the deposit was made, as displayed on thedeposit form.

Bank Reference Specify the reference assigned to the deposit by the bank.

Payer Specify the name of the person who made the deposit.

Journal Remarks Specify any remarks relevant to the journal entry created by the deposit.

Trans. No. Journal entry number for this deposit.

Deposit Window: Bill of Exchange Tab Fields


Norm Norm number of the deposit as defined in the Generateddrawer in the Bill of Exchange Managementwindow.

Collection/Discounted Selection made in the Generateddrawer in the Bill ofExchange Managementwindow.

Due Date, Bill of Exchange, Bank, Branch,Account No., Customer Code, Amount

Information about the deposited bills of exchange. Thetotal amount of the deposited bills of exchange isdisplayed in the row below the table.

Year Transfer DisplaysYor Nto indicate whether the bill of exchangedeposit data will be transferred to the new fiscal year.

NOTE

Click (Form Settings)in the toolbar to display additional fields for the active window.4. Choose the OKbutton to close the window.


57/75


SAP AG 2009 57

Checking Cash Flow for Bills of Exchange Payments

Follow this procedure to create cash flow reports for bill of exchange-related revenues and expenditures.

Procedure...

1. From the SAP Business One Main Menu, choose FinancialsFinancial ReportsFinancialCashFlow. The Cash Flow Selection Criteriawindow appears. Alternatively, open it from the Reportsmodule.

2. Select the Bill of Exchange tab:

The Bill of Exchangetab displays the bill of exchange-related accounts, as defined inAdministrationSetupFinancialsG/L Account DeterminationSalesControl AccountsAccountsReceivables and PurchasingControl AccountsAccounts PayableorAdministrationSetupFinancialsG/L Account DeterminationSalesGeneral.

3. Specify the required data (see online help for an explanation of fields).

4. Choose the OKbutton.

Result (optional)

The Cash Flowwindow appears, containing the defined report.


58/75


SAP AG 2009 58

Appendix

Glossary & Definitions

Term Abbreviation Description

controlaccount

A G/L account used to test the accuracy of calculations and postings toledger accounts.

There are two types of control accounts:

Debtors control account

Creditors control account

G/L account A structure that records value movements in a company code andrepresents the G/L account items in a chart of accounts.

A G/L account has transaction figures that record changes to the account

during a posting period. These figures are totals that are used for G/Lreporting.

bill ofexchange

BoE A promise to pay in the form of an abstract payment paper detached fromthe original legal transaction.

howto mg bofexchange 2007

Documents