Professional Documents
Culture Documents
F-04 is used for clearing open items between funds. The example here is for
bank accounts (house banks): clearing a check from the outgoing account to
the cleared cash account. This should be done only if the items did not clear
on transaction FF67 (Process Manual Bank Statement) and they are genuinely
not outstanding any longer.
Agencies should NOT use this process with Treasury funds; they are cleared
centrally.
Enter the Document date, Document type (ZR for bank clearing, AB for other
clearing), Posting Date and Reference text. It is also a good idea to use the
Document Header Text and Clearing text, particularly to explain why the item
did not clear on the bank statement.
Select Outgoing payment for checks or transfers out of the bank account.
(Select Incoming payments for deposits or transfers into the bank account)
Enter the posting key (50 for checks/transfers out, 40 for deposits/transfers
in).
Enter the General Ledger Account. This is the master, or cleared cash, account
that ends in “0”.
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Instructions for F-04 – Post with Clearing
Enter the amount, business area and fund for the item(s) to be cleared. The
fund entered here MUST match the fund on the item(s) selected on the next
screens or the system will generate a DT/DF posting.
Enter the account number where the open item currently resides. In this
example it would be the outgoing cash account because the open item is a
check that did not clear when the bank statement was processed.
Select the Document number option from the right-hand column and click the
“Process open items” button again.
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Instructions for F-04 – Post with Clearing
Enter the document number of the open item. Users can enter 16 document
numbers at a time. If there are more than 16 documents to clear, enter the
first 16 (they can be copied and pasted from other screens) and press ENTER.
The screen will clear and allow another 16 documents to be pasted. Continue
until all document numbers have been entered.
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Instructions for F-04 – Post with Clearing
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This screen shows all open items on the documents selected. If items in the
USD Gross column are blue it means all items are already selected. That would
not be a problem in this example, but for many items it could cause incorrect
clearing.
Begin by deselecting all items. Click the Select All icon (1) and then the
Deactivate items icon (2). All items should now be black, and there may be a
balance in the “Not assigned” field in the lower right corner.
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Instructions for F-04 – Post with Clearing
The selected items should be blue, and the “Not assigned” amount should be
0.00.
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Instructions for F-04 – Post with Clearing
The system goes back to the initial screen for F-04 and displays the clearing
document number.
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Instructions for F-04 – Post with Clearing
On transaction FB03, enter the document number and press ENTER or click the
green check.
This clearing document has General Ledger line items because there were two
General Ledger accounts involved. Display the Special Purpose Ledger
document to verify that the posting is correct.
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Instructions for F-04 – Post with Clearing
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