Thanks Vinod, for the detailed explanation. The figures were not visible in the section.
Thanks,
Ankush
| | | ---------------Original Message---------------
From: Vinod Chandupatla
Sent: Wednesday, February 28, 2007 5:50 PM
Subject: Payment Program F110 & Vendor with severals Bank Accounts
A vendor may have multiple bank accounts and may want you to make
payments to its accounts on the basis of certain rules. The
rule-based selection of the vendor's bank account may depend on
a simple rule based on company code currency and bank account
currency — for example, if a vendor supplies materials to
multiple company codes. Alternatively, it may be a complex rule
related to the nature and currency of payment (e.g.,
cross-border transfer, domestic funds transfer, and the ability
of the vendor's bank account to receive such payment).
If you could store the vendor's bank details in the vendor
invoice, then you could also use it while making automated
payments. However, you can't key vendor bank information
directly into an invoice that you create in your SAP system.
This would lead to sub-optimal use of master data (vendor's bank
account information) in transactional data (vendor invoice) from
the database viewpoint, because you would have to store the bank
account information in each invoice. Your SAP system has an
optimal way of addressing the issue by providing a bank
identifier — partner bank type — that you can associate to the
bank details in the vendor master and then use in the vendor
invoice. With this method, the bank identifier provides a
relationship between bank details in the vendor master and
vendor invoice, allowing for the use of bank details with the
vendor invoice during automated payments.
I'll look at how to assign multiple bank accounts in the vendor
master and how to include bank identifier information in manual
vendor invoices both with and without reference to a purchase
order (PO). (You can create an invoice without reference to a PO
if you are buying a very low value item on an ad hoc basis. When
you create a PO for a purchase, you have to create an invoice
with reference to a PO.)
I'll also show you how to update this information after go-live
if you didn't use multiple bank accounts before go-live with the
mass maintenance process. I'll explain what to do in the case of
vendor invoicing through Electronic Data Interchange (EDI).
I'll cover two methods of manual invoice creation and one method
of automatic invoice creation from an EDI message. I developed
these approaches from experience on an R/3 4.7 system, though it
applies to mySAP ERP Central Component (ECC) as well. Much of
the documentation on this subject is incomplete. For all three
types of invoicing methods, you need to assign multiple bank
accounts in the vendor master to the partner bank type, which
I'll explain in the next section.
Assign Multiple Bank Accounts in the Vendor Master
Your SAP system provides the functionality to store and use
information from multiple vendor bank accounts in the Payment
transactions screen of the vendor master general data via
transaction FK03 (Figure 1). Figure 1 reflects the bank type
determination logic I used in the vendor master, using the
three-digit International Organization for Standardization (ISO)
currency code as the Bank type.
Figure 1 Bank details vendor master
You can use the BnkT (bank type) field in the vendor master to
enter text differentiators for identifying the vendor's bank
accounts. If you leave the bank type field blank against a bank
account in the vendor master, then it serves as the default bank
if the bank type information is missing in the vendor invoice.
You may want to leave this field blank if the vendor has only
one bank account and you want the system to select that bank
account for all payments.
If the bank type is blank for multiple bank accounts, then the
system looks for the first bank account with the blank bank type
in the vendor master to use as the default. You are not required
to define the text values — in my example, INR, SGD, and USD —
elsewhere in your SAP system. The field allows any value up to a
length of four characters. I'll demonstrate the use of bank type
with vendor invoice later on.
The system performs a check at the time of invoice creation on
the bank type value used in the vendor invoice against the bank
type values used in the vendor master. If you have not defined
the bank type value in the vendor master prior to using it in
the vendor invoice, the system shows an error message. The
system performs the check to ensure that you are using a bank
type value in the vendor invoice against which it can find a
bank account in the vendor master. Otherwise, the system cannot
determine a bank account for making payments to the vendor.
Prerequisites for Vendor Bank Selection
You need to take care of a few configuration prerequisites before
you can use vendor bank selection in the automated payment
functionality.
1. Check the Bank details check box in the payment method as
defined at the country level in transaction FBZP. This ensures
the selection of the bank details from the vendor master at the
time of the automatic payment run. If you don't do this, the
system does not copy the bank details into the payment IDoc that
it creates as a result of the automated payment run (transaction
F110).
2. Make the Bank Business Partners field optional in the field
status group attached to the vendor's reconciliation G/L account
by selecting the button under Opt. Entry for this field. This
field maps to the Part.bank type (partner bank type) field in
the vendor invoice. If the Bank Business Partners field is not
optional and is in a suppressed state, then you cannot input the
partner bank type field in the vendor invoice.
Note
Bank type is known as partner bank type in the vendor invoice and
maps to the field BSEG-BVTYP.
You can maintain the field status group through SPRO>Financial
Accounting>Accounts Receivable and Accounts Payable>Business
Transactions>Incoming Invoices/Credit Memos>Carry out and check
document settings>Maintain Field Status Variants.
You can create a vendor invoice in the system in multiple ways.
I'll address the three methods of vendor invoice creation and
the ways to use the partner bank type functionality in the
following sections so you can make the payment to the vendor's
selected bank.
Method 1: Without Reference to a PO
You can create a vendor invoice manually without reference to a
PO using transaction FB60. Once you enter transaction FB60, you
need to fill in the details related to the invoice in the Basic
data tab, including the vendor number, invoice date, posting
date, and reference and amount details.
You can see the Payment tab in Figure 2, which shows fields for
payment terms (Pmnt terms), payment method (Pmt Method) and
partner bank type (Part. bank). Fill the Part. bank field with
the appropriate value. You already maintained the bank type in
the vendor master data (Figure 1). Provide the offsetting G/L
account information in the bottom pane in the FB60 screen to
create the invoice. Save to post the document.
Figure 2 Create a vendor invoice using transaction FB60
The invoice posted through FB60 makes a credit (CR) entry against
the vendor and a debit (DR) entry against the offsetting expense
G/L account. Figure 3 shows the vendor line item containing the
bank type information. At the time of the payment run, the
system uses bank account 22222 because I used bank type INR in
this invoice (Figure 1).
Figure 3 Example accounting document created using transaction
FB60
Method 2: With Reference to a PO
You can also create the vendor invoice manually with reference to
a PO by using transaction MIRO. I have created a new invoice
with reference to a PO for services provided by the vendor, as
opposed to the pure accounting document in the first example.
You generally procure goods and services by raising a PO against
a vendor, so you create the invoice with reference to the PO.
(If you are procuring very low value items on an ad hoc basis
without a PO, then you may have to create the vendor invoice
using FB60, as discussed earlier.) MIRO creates an invoice
document, which you can see using transaction MIR4 (Figure 4),
and an accounting document, which you can see using transaction
FB03 (Figure 5). You can fill in the appropriate value in the
Part. bank field in the Payment tab in transaction MIRO, as in
Figure 4. I used a blank value in the bank type field. I already
maintained it in the vendor master data before I created the
vendor invoice document.
Figure 4 Create a vendor invoice using MIRO
Figure 5 Example accounting document created using transaction
MIRO
After entering transaction MIRO, enter the company code in which
you are going to post the invoice using menu path Edit>Switch
Company Code, or by pressing F7. Provide the invoice date,
posting date, and reference in the Basic data tab. In the PO
reference tab on the bottom pane of the screen, provide the
purchase order details (Figure 4). Provide the partner bank type
details in the Payment tab. Click on the save icon to post the
documents. I left the Part. bank (partner bank type) field blank
in this example to demonstrate the use of the default bank
account later on. I'm using default bank account 33333 from
Figure 1 here. The accounting document contains the payment
information in the Part. bank field.
You can use mass maintenance of the partner bank type field if
the vendor provided multiple bank accounts only at a point after
go-live and you need to pay the invoices you created before to
these multiple bank accounts. See the sidebar, "Mass Maintenance
of Partner Bank Type in Vendor Invoices," for a detailed
description of this.
Method 3: Automatic Creation from 810 EDI Message
So far I have discussed two methods to create a vendor invoice
manually in the SAP system. While these methods are useful,
organizations that have matured in their SAP use prefer to
automate tasks such as the posting of vendor invoices, thereby
reducing manual intervention and effort. Vendors also benefit
from automation because they receive money directly into their
bank accounts and don't have to spend resources on collecting
and depositing payments to their bank accounts.
You can automate vendor invoicing by using EDI. The vendor sends
the 810 EDI message to the SAP system. The system provides the
INVOIC01 standard IDoc that you can use to map to the 810 EDI
signal to post the vendor invoice (Figure 6). Now I'll take you
through an example to demonstrate the use of the partner bank
type with the automated selection rule of the vendor's bank
account.
Figure 6 Illustrative vendor invoice IDoc in SAP
You can process the vendor invoice IDoc through the standard
function module IDOC_INPUT_INVOIC_MRM. You first specify the
function module in the partner profile of the vendor via
transaction WE20. The INVOIC01 IDoc doesn't contain any segment
that can carry the partner bank type information. However, the
function module provides access to user exits through which you
can code the customized rules for vendor bank selection to
populate the appropriate partner bank type in the invoice.
Use the customer function 014 (user exit ZXM08U25) to populate
the partner bank type in the invoice (Figures 7 and 8). You can
populate the partner bank type field using the change table
field E_RBKPV-BVTYP.
Figure 7 Custom table to store rule-based value of partner bank
type
Figure 8 User exit ZXM08U25
Step 1. Check for conditions in which you want to populate the
partner bank type. My example makes the bank account selection
based on company code currency, so a simple check here is to
ensure that the vendor master exists in multiple company codes.
If the vendor master doesn't exist in multiple company codes,
then you don't need to use the bank type field.
Step 2. If the check in Step 1 is met, lay down the rules that
determine the partner bank type. Figure 7 shows the custom table
that contains records illustrating the rules used in this
article for determination of the vendor bank. I used the records
maintained in the custom table to identify the partner bank type
to use in the vendor invoice in step 3.
Step 3. Amend field E_RBKPV-BVTYP in the user exit (Figure 8) and
write the partner bank type value to it. In Figure 9, you can
see the ABAP code that I used to amend E_RBKPV_BVTYP in the user
exit to write the partner bank type value. The system derived
the partner bank type value using the user exit to create an
accounting document (Figure 10).
Figure 9 User exit code logic
Figure 10 Example invoice created using user exit ZXM08U25
After you create the invoices with the three methods discussed
above, you then need to perform an automatic payment run to
select and make payment against the open vendor items. This
applies to all three invoice methods.
Automatic Payment Run
I will now complete the process by using transaction F110 to
conduct the automatic payment run so I can show you the results
and the selection of the vendor's bank account for the four
invoices that I have created.
Create a payment run manually using transaction F110.
Fill the Parameter tab using the vendor number and company code
to restrict the selection of vendor invoices to those created in
Figures 3, 5, and 10 in the main article and Figure 1 in the
sidebar. Execute the proposal run to create a proposal for the
payment against selected vendor invoices. The proposal list in
Figure 11 displays an invoice and the associated vendor bank
account details. You can now use the partner bank type field to
cross-check the invoices created in this article and the bank
accounts selected in Figure 11 per the original requirement in
Figure 1.
Figure 11 Vendor bank selection during proposal run
Once you confirm the proposal run for accuracy of document
selection and data, run the payment run by clicking on the
Payments button on the Status screen of transaction F110. This
creates the payment documents in the SAP system. Then go to the
Printout/Data Medium tab via transaction F110. Use program
RFFOEDI1 under the bottom pane Lists along with an appropriate
variant, which you can create using transaction SE38. Create the
variant with the combination of company code, house bank,
account, and payment methods. This ensures that you can select
all the invoice documents in the proposal list for processing so
you can create the payment IDocs. Go to the Status tab to create
the payment IDoc automatically through menu path
Edit>Payments>Schedule Print. Figure 12 illustrates a sample
payment IDoc I created. The sample IDoc contains the chosen bank
account details of the vendor.
Figure 12 Example payment IDoc
Mass Maintenance of Partner Bank Type in Vendor Invoices
The functionality I discussed in methods 1 and 2 assumes that
you've been using the partner bank type functionality from the
time the vendor went live in your SAP system. However, a
practical situation may demand that a vendor provide single bank
account details at the time of go-live, and later on provide the
details of the other bank accounts. A robust solution thus
should address the issue related to mapping of all open
documents (vendor invoices pending payment) to the respective
partner bank types. If you don't map the open documents, then
the system picks up the default vendor bank account (the one
with the blank bank type in the vendor master) when you use
transaction code F110 to create the payment IDoc. If you have
not maintained a default bank in the vendor master, then it does
not pick up a bank at all. In either case, you may end up making
a payment to the wrong bank account. In such a case, you need to
perform mass maintenance on the Part. bank field to populate the
correct bank type value in all open invoice documents.
I've created an example of a vendor invoice created with a blank
partner bank type to demonstrate how you can perform mass
maintenance on the Part.bank type (partner bank type) field even
after you have posted the vendor invoice (Figure 1). I created
the invoice using transaction MIRO. Note that in Figure 1 I left
the Part.bank type field blank intentionally to demonstrate the
mass maintenance functionality. This case is similar to the one
shown in Figure 7 in the main article in terms of the invoice
creation. However, I changed the bank type value in this case
from blank to SGD using mass maintenance, so I can use bank
account 44444 for payment (Figure 1 in the main article).
Figure 1 Vendor invoice with blank partner bank type
To perform mass maintenance, use transaction FBL2N. Enter the
selection parameters to select those documents for which you
need to maintain the partner bank type field. Follow menu path
Environment>Mass Change>New Value, which produces a pop-up
window. Enter the new value of the partner bank type SGD in the
Part.bank type field and click on the Execute changes button.
Select the invoice document (Figure 1) using the selection
parameters upon entering transaction FBL2N. Then provide the
value for the partner bank type field that you found in the New
Values pop-up window. The partner bank type field acquires the
new value in the vendor invoice document (Figure 2).
Figure 2 Vendor invoice post-mass maintenance of partner bank
type |
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