BUSINESS PROCESS PROCEDURE

File Name:
Responsibility:

Title:
Organization/Area:

Create Automatic Payment

Finance

265127538.doc
Accounts Payable Clerk

Release:
Status:

R/3 4.6C

Overview
Trigger:
To execute the payments program and print checks for the payment run. (This BPP will consist of three
steps: the first step details the procedures for executing the payment program, the second step which
begins from 1.19 defines how to exclude an invoice from the payment program and lastly the third step
from 2.1 describes how to process a lease payment.)
Business Process Description Overview
Before you can use the payment program, you need to define your house banks and the accounts at your banks, the required payment
methods and the payment forms. The standard system already contains payment methods and payment forms. You can transfer them
and adapt them to meet your requirements.
Via payment program configuration, you control:

What is to be paid? To do this, you specify rules according to which the open items to be paid are selected and grouped for
payment.
When payment is carried out. Basically, the due date of the open items determines when payment is carried out. However, you can
specify the payment deadline in more detail via configuration.
To whom the payment is made. You determine the payee(s).
How the payment is made. You determine rules that are used to select a payment method.
From where the payment is made. You determine rules that are used to select a bank and a Bank account for the payment.

Exclude an invoice from the payment program. Vendor invoices may be blocked at several levels. The invoice may be blocked at the
vendor master record level, the invoice document level, or through the payment proposal. Blocking the vendor invoice will result in a valid
open item that will be blocked for payment in a payment run. The following process description details the procedure for
blocking/unblocking invoices through the payment proposal.
Regardless of whether the lease is treated as a capital lease or an operating lease, you are required to pay the periodic lease payments
required by the lessor (vendor). In the case of a capital lease, the corresponding liabilities are created within the frame-work of the
opening posting. The contra account for the posting to the vendor is the asset control account.
For leased assets that are not capitalized, you need to create an appropriate recurring document.

Input - Required Fields

Field Value / Comments

Run Date
Identification
Company Code(s)
Payment Method
Next Posting Date
Vendor Number (s)
Program Variants

Payment Block

Same as executing a payment program

Output - Results
Message That Your Payment Identification has

Comments
Details have been saved for the run on <Run Date> <Identification>

BUSINESS PROCESS PROCEDURE

File Name:
Responsibility:

Title:
Organization/Area:

Create Automatic Payment

Finance

265127538.doc
Accounts Payable Clerk

Release:
Status:

R/3 4.6C

been saved.
Blocking invoices from being processed in the
payment program.
Unblocking invoices to ensure processing in the
payment program.
Same as executing a payment program

Tips and Tricks

For todays date, use the keystrokes F4 followed by F2 instead of using the drop-down calendar
feature.
For setting user-specific editing defaults, set your Editing Options and User Parameters to default in
the desired company code, currency and line layouts. Refer to the BPP on Setting Editing Options
and User Parameter IDs for guidance.

Use the standard system delivered payment methods and payment forms. Transfer them and adapt
them to meet your requirements.

The system, by default, shows the last successful payment run that was executed. Enter the information for a new payment in run including a future date and a unique identifier to override this default
and create a new run to execute.

BUSINESS PROCESS PROCEDURE

File Name:
Responsibility:

Title:
Organization/Area:

Create Automatic Payment

Finance

265127538.doc
Accounts Payable Clerk

Release:
Status:

R/3 4.6C

Procedure Steps
1.1.

Access Create Automatic Payment transaction by:

Via Menus

Accounting Financial Accounting Accounts Payable Periodic Processing

Payments
Accounting Financial Accounting Banks Outgoings Automatic Payments
Open Items
Accounting Treasury Cash Management Planning Payment Program
Payment Proposal
Accounting Treasury Loans Accounting Generate Payments Open
Items

Via Transaction Code

1.2.

Accounting Real Estate Management Real Estate General Contract

Postings Vendor Menu Periodic Processing Payments
F110

On screen, Automatic Payment Transactions: Status, enter the information as specified in

the fields in the table below:
<<< Insert screen here>>>

Field Name
Run Date
Identification

Description
Date on which the payments process
is to be run.
User-definable identifier for the
payment run.

R/O/C
R
R

User Action and Values

Comments

Generally use your initials.

(Note: On above table, in column R/O/C; R = Required, O = Optional, C = Conditional)

1.3.

Select the Parameters tab.

1.4.

On screen Automatic Payment Transactions: Parameters screen, enter the information as specified
in the fields in the table below:
<<<<< Insert screen here>>>

Field Name
Company
Codes
Payment
Method(s)
Next Posting
Date
Vendor
Number (s)
Customer
Number (s)
Rate Type for
Conversion

Description
Company(ies) for which the program is
to be run.
Payment method(s) to be included in
the payment run.
Date of the next expected payment
program run.
Vendor(s) to be included in the
payment program run.
Customer(s) to be included in the
payment run.
To translate payments amounts from
foreign currency to local currency
during a payment run.

R/O/C
R

User Action and Values

Comments

R
R
R
O
O

Enter the Exchange rate

type you want to use for
translating payment
amounts from foreign
currency to local currency.

If you do not specify a rate type,

system uses the average rate
(rate type M).

(Note: On above table, in column R/O/C; R = Required, O = Optional, C = Conditional)

BUSINESS PROCESS PROCEDURE

File Name:
Responsibility:

Title:
Organization/Area:

Create Automatic Payment

Finance

265127538.doc
Accounts Payable Clerk

Release:
Status:

1.5.

Click the SAVE--Select the (diskette) iconControl + S.

1.6.

Click the PRINT OUT/DATA MEDIUM tab.

1.6.1
1.6.2

R/3 4.6C

Enter the print program variants for the relevant programs.

For Check printing, enter a variant CHECK for program/report RFFOUS_C .

1.7.

SAVE--Select the (diskette) iconControl + S, the data.

1.8.

Click the ADDITIONAL LOG tab:

1.8.1 Check the Due date check box.
1.8.2 Check the Payment method selection if not successful box.
1.8.3 Check the Line Items of the payment documents box.
1.8.4 Vendors/Customers accounts to be processed can be quantified by designating the range
in the Accounts box.
1.8.5 SAVE the data.

1.9.

Click the Status tab.

1.10.

Click the PROPOSAL pushbutton.

1.11.

On the Schedule Proposal pop-up box:

1.11.1. Check the START IMMEDIATELY box
1.11.2. Check the Create Payment Medium box
Note: Relative to the Payment Medium is the configuration of the printer defined to this
function.
Confirm that the printer is configured for this process and preprinted checks are available.

1.13.

Press ENTER : You should receive 2 messages:

1.14.

Parameters have been entered.

Proposal is running.

Continue to press ENTER or the STATUS button to monitor the status of the payment proposal.

BUSINESS PROCESS PROCEDURE

File Name:
Responsibility:

Title:
Organization/Area:

Create Automatic Payment

Finance

265127538.doc
Accounts Payable Clerk

Release:
Status:

R/3 4.6C

1.15.

When the status displays Payment Proposal has been created, the proposal is completed.

1.16.

Review the Completed Proposal:

1.16.1 Edit > Proposal > Display Proposal: The system will display a list of payments included
in the payment run.
1.16.2 Blocked or otherwise, ineligible payments will be displayed as Exceptions. The
payment proposal may be printed or circulated to appropriate personnel, if approval is
required prior to actual payment.
1.16.3 To exclude an invoice from the automatic payment program, refer to section 1.19.
Note

Once the payment proposal is run, all vendor accounts included in the proposal are locked. That is,
until the payment process is completed for this proposal, the vendor will be excluded from any other
payment proposal runs.
1.17.

Schedule Payments

Click the Pushbutton PAYMENT RUN

1.17.1 A pop-up window will be displayed to allow for input of scheduling information. Click the
Start Immediately and With Print Program to execute the payment run.
1.17.2 The Status window will be displayed. Continue to press ENTER to monitor the status of
the payments.
1.17.3 When the status displays Payment Run has been carried out the payment run is
complete.
Note

At this point in the payment process, the system has created and posted a payment document
(general ledger entry) for each of the payments in the run.
1.17.4 The output of the payment run may be reviewed by choosing:
EDIT PAYMENT PAYMENT LIST, from the main status screen.
Financial document numbers will be displayed on the listing.
A payment list variant must first be created before the payment list can be executed. To
create the list variant, enter transaction code SE38 and enter RFCHKN00 in the program
box and choose Variants in the sub-objects box follow by choosing the Variants button at
the top of the screen. At the ABAP: Variants Initial Screen, enter the name of the variant
and choose the create button. Enter the house bank information and check off Items paid
in the Output Control section to get a list of all checks paid as a result of the payment run.
Click on the Attributes button and enter a description for the variant follow by Save. The
payment list variant has now been defined.
1.18.

Print Checks
1.18.1 To review the status of the print process, click the Pushbutton PAYMENTS.
1.18.2 A pop-up window will be displayed with a listing of both the payment run and the print
jobs.

BUSINESS PROCESS PROCEDURE

File Name:
Responsibility:

Title:
Organization/Area:

Create Automatic Payment

Finance

265127538.doc
Accounts Payable Clerk

Release:
Status:

R/3 4.6C

1.18.3 Select the print job by double clicking on the job name.
1.18.4 Review the print log for any errors.
1.18.5 If the job has run completely, the check print and the payment advices have been sent
automatically to the system spool file.

Note

The print log will list the spool request names for both the payment summary list and the check print.
Take note of the names for use in reviewing the spool file.
1.18.6 Review the check and payment advice forms by choosing:
System Services Output Controller (Transaction SP01).
1.18.7 The spool request screen will default with your user ID and the current date.
1.18.8 Press Execute button.
1.18.9 The screen will display at least 2 spool requests related to the payment process:
1) the payment summary listing and
2) the check prints.
Both may be reviewed by clicking on the selected spool request and clicking the
Pushbutton DISPLAY.
1.18.10 To print spool request, click the pushbutton PRINT.

Note

Depending on the information in the Print Program variant for the program RFFOUS_C, both the
payment summary listing and the check forms may be printed automatically once the print job is
completed.

BUSINESS PROCESS PROCEDURE

File Name:
Responsibility:

1.19.

Title:
Organization/Area:

Create Automatic Payment

Finance

265127538.doc
Accounts Payable Clerk

Release:
Status:

R/3 4.6C

Excluding an invoice from the automatic payment run.

Procedural Steps
1.19.1 Access transaction by:
Via Menus
Via Transaction Code

Accounting Financial Accounting Accounts Payable Periodic Processing

Payments
F110

Note: The prerequisite to blocking/unblocking invoices with this procedure is that a payment proposal has
been run. Once complete, the payment proposal items may be edited.

1.19.2On the Automatic Payment Transactions screen, enter information in the fields as specified in
the below table:
Field Name
Run Date
Identification

Description
The date on which the program is to
be carried out as planned.
The name of the payment proposal

R/O/C
R
R

User Action and Values

This date will default in based on the
payment proposal in identification.
Enter the name of the payment proposal
to be edited.
Click the green check mark.

Comments

(Note: On Above table in column R/O/C, R = Required, O = Optional, C = Conditional)

1.19.3 After selecting Edit Proposal Edit, a popup box should appear requesting accounting clerk
information. You can divide the task of editing the payment proposal between various clerks,
enabling several clerks to edit large payment runs at the same time. If this functionality is not
utilized, select All accounting clerks and press the green check mark.

1.19.4 On screen Edit Payment Proposal: Payments screen, double click those line items listed as
Exceptions.

BUSINESS PROCESS PROCEDURE

File Name:
Responsibility:

Title:
Organization/Area:

Create Automatic Payment

Finance

265127538.doc
Accounts Payable Clerk

Release:
Status:

R/3 4.6C

1.19.5 In the Edit Payment Proposal: Open Items screen, select the vendor payment item to be
edited by double-clicking on the item. A Change Line Items popup window will be displayed
with additional line item information, including the Payment Block field.

1.19.6 To block the invoice, enter the appropriate blocking code--Press F4 for listing. To unblock the
invoice, the payment block code should be blank. See table below.
Field Name
Payment Block

Description

R/O/C
R

User Action and Values

Use drop down menu for possible values
or leave blank to unblock.

Comments

(Note: On above table, in column R/O/C: R = Required, O = Optional, C = Conditional)

2.19.6 Click the icon to return to the open item screen. Click the Save icon to save the new
information. Use the green arrow to return to the Automatic Payment Transactions screen. The
payment run procedure may continue and will reflect the revised block/unblock information.

BUSINESS PROCESS PROCEDURE

File Name:
Responsibility:

Title:
Organization/Area:

Create Automatic Payment

Finance

265127538.doc
Accounts Payable Clerk

Release:
Status:

R/3 4.6C

Procedural Steps
2.1.

Access Post Lease Payments by:

Via Menus
Via Transaction Code

Accounting Financial Accounting Accounts Payable Periodic Processing

Payments
F110

2.2.

Check whether you have carried out the appropriate acquisition postings for all leased assets that
require capitalization (See BPP file EAS03C46.DOC Display Acquisition of Leased Assets).

2.3.

For all leased assets that are handled as operating leases, check whether you have created the
appropriate recurring documents.

2.4.

Start the payment program in Financial Accounting. (See the documentation for the FI BPP
EF110A46.DOC Create Automatic Payments).

2.5.

On screen Automatic Payment Transactions, enter the information in the table below:
<<< Screen print goes here >>>

Field Name
Run date

Description
Date the payment program is to be run.

Identification

Additional identification to distinguish

between several runs with the same
reconciliation key date.

R/O/C
R
R

User Action and Values

Select the drop down arrow to see a list of
available choices.
Select the drop down arrow to see a list of
available choices.

Comments

(Note: On Above table in column R/O/C, R = Required, O = Optional, C = Conditional)

2.6.

On screen Automatic Payment Transactions, you will receive a status message stating:
Parameters have been entered
Payment proposal has been created.

2.7.

End of Business Process Procedure.