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Making Partial Payments using the Automatic Payment Program

by Paul Ovigele

October 4, 2011

Paul Ovigele, Ovigele Consulting

When using the automatic payment program to make payments to vendors, the normal procedure is for the system to select all the vendor items that you have set in your parameters, and as long as the items are due they will be proposed for payment at the full amount. If however, you do not want to pay the full amount of certain invoices you will not be able to accomplish this in the payment program. Even though you can edit the proposal, the invoice amounts are not among the fields that are editable. This leaves you with the less adequate option of using the manual payment transaction (F-53) to make partial payments.

There is however, a way you can make partial payments in the automatic payment program, by using the special G/L transaction for payment requests. There are a few steps to be taken to set up this functionality, and they are detailed below:

  • Configure automatic posting keys for payment requests (transaction OBXP): This is normally set up in the standard system, however make sure that both the debit and credit posting keys are relevant for vendor postings (account type K). If not select the appropriate posting key or create an appropriate one in transaction OB41. Also note the special G/L indicator that is used for payment requests, which is specified in the “Special G/L Ind.” f ield of transaction OBXP.
  • Set up the Alternative Account for the Special G/L Indicator (transaction OBXT): Double-click on the relevant special G/L indicator for payment requests and enter the reconciliation account(s) for vendors and the corresponding special G/L account. This is the same type of configuration that is made for down payment accounts (transaction OBYR) so you can use the same (or a similar) special G/L account that is set up there.
  • Add Special G/L indicator to Company Code’s Payment Program settings (transaction FBZP): Click on the button “All company codes” and add the payment request special G/L indicator to the field “Sp. G/L transactions to be paid” field in the “Vendors” section.

Once the above settings have been made, vendor you can enter the vendor invoices as usual. If for example, you enter an invoice for $1,000, but only want to pay $400 in the next payment run, you will need to create a payment request for this invoice as follows:

Go to transaction F-59 and enter the document number of the invoice, the company code and fiscal year and hit the ‘Enter’ key. Then confirm the header data by hitting the ‘Enter’ key again. In the subsequent screen you will see the total amount of the invoice ($1,000 in our example). Simply overwrite this amount with the amount that you want to pay ($400) and post the document. If you go to the vendor line items (transaction FBL1N) you will need to select the ‘Noted Items” check box as well as “Normal Items” and you will see that there are two lines for that invoice in the vendor’s account. One is for the actual invoice, and the other is for the payment request (which is a one-sided entry). You should block the actual invoice for payment by double-clicking on the line, clicking on the ‘Change’ button and entering the relevant payment block.

When you create the payment run, the system will propose only the payment request amount (for $400). When you have made payment, the system will clear the payment request noted item with the payment amount which will now appear in the vendor’s account as a special G/L item. When you are ready to pay the balance of the invoice, the payment program will net off the invoice amount ($1,000) with the special G/L amount ($400).

For more infrormation on how to optimize your SAP Financials landscape, I've put together my top tips in the book 100 Things You Should Know About Financial Accounting with SAP  which is published by SAP Press.

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