Accounts Payable

F.13 - Vendor Automa t ic Account Clearing

TOPIC OBJ CTIV ! Business Process Procedure O"er"ie# Bac$ground Automatic clearing allows you to clear many vendor accounts in one transaction run. You can use a test mode to check your entries before posting takes place. The items to be cleared cannot trigger a posting, for example, cash discounts or exchange rate differences. You can also clean special G/ transactions, but only posted on !redit side. "n customi#ing you can define up to three fields that are treated by the system as the sort criteria for clearing. $or instance, you can decide that all the documents with the same value in the field %Assignment& can be cleared. !cenario You want to send balance confirmations to vendors, so you need to clear open items on vendor accounts first. Prere%uisites The accounts that can be cleared automatically must be defined in !ustomi#ing for $inancial Accounting. P&OC '(&A) !T P! *enu Pat+ Transaction Code Accounting $inancial Accounting Accounts 'ayable 'eriodic processing $.() * Automatic clearing $.()

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'erform the following steps of how to Automatically Clear Vendor Account using the information below2 *enu Pat+, Accounting $inancial Accounting $.() * Automatic clearing

Accounts 'ayable

'eriodic processing

!AP

asy Access

1.

3ouble*click on $.() * Automatic clearing

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Accounts Payable Autom a tic Clearing #it+out 'e/inition o/ Clearing Currency 0!APF1 1 2 3

1.

The system displays a screen similar to this you usually use to generate a report. You need to enter the criteria to select the open items to be processed. 4pdate the following re%uired and optional fields2
Field 4am e !ompany code 'escri5tion !ode identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes $iscal year number Values 6am5le, 5,++

$iscal year

6am5le, ,++,

3.

6ow click !elect 7utton . You want to process only vendor accounts, so 38 68T /9 9!T other types of accounts.

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2.

6ow enter the account number. You can enter a range of accounts :usual setting;. "n this example to simplify presentation only one vendor account is selected2
Field 4am e <endor accounts 'escri5tion 6umber of vendor account Values 6am5le, (++++.+

7. 8.

!lick nter 7utton

At the bottom of the screen :you need to use a mouse to scroll the screen down; there=s another radio button you need to select. !lick Only docs #+ic+ can be cleared . This way the system will clear only the documents that fulfill pre*defined clearing criteria :e.g. like the same assignment number;. 7y default the system is in the test mode. !lick Test run button to turn it off.

9.

:.

You entered the selection criteria. !lick 6ecute 7utton procedure.

to begin clearing

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;.

The message bar displays %3ocument number %(+++(,+) was posted in company code 5,++&.

This is the clearing document number. 6o real posting took place.

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