Free SAP Training Manuals: T Code- F-04 / FCH5: SAP FI USER MANUAL Bank Payments

Payment of Expenses through Cheque

F-04

Purpose

Issue of Cheque for non-vendor payments like telephone bills, credit card bills, payments to statutory authorities etc.

Trigger

Receipt of approved bills / statement by the Accounts Dept.

Prerequisites

Check Lot

Menu Path

Use the following menu path(s) to begin this transaction:

· Select Accounting è Financial Accounting è General Ledger è Posting è Post with clearing

Transaction Code - F-04 – Post with Clearing

Helpful Hints

· Press F1 for help

· Press F4 for getting input values

· R – Required

· O – Optional

· C – Conditional

Procedure

1. Enter payment document

Start the transaction using the menu path or transaction code F-04

SAP Easy Access

Double-click (F-04-Post with Clearing) to start the transaction.

Enter information in the fields as specified in the following table.

Field Name	Description	R/O/C	User action and values	Comments
Document date	Date when the original document was issued	R	Enter the current date
Type	Document Type. It classifies the accounting documents	R	Select document type “SA” for general bank payment voucher
Company Code	Company Code in which you want to post the entry	R	Select the Company Code	Defaults from the first screen
Clearing Text	Narration	O	Enter a narration for the transaction
Transaction to be processed	Transaction type	R	Select “Outgoing Payment”
*First line Item*
Posting key	Posting key determines the way the item is to be posted	R	Select Posting key “40” for debit entry from the drill down menu
Account	G/L Account to be posted for the line item	R	Enter the Expense Account to be debited.
Amount	Line Item Amount in document currency	R	Enter the amount to be debited
Cost center	Cost Center	R	Enter the related cost center
Text	Narration	O	Enter narration for the transaction
*Next Line Item*
Posting key	Posting key determines the way the item is to be posted	R	Select Posting key “50” for credit entry from the drill down menu
Account	G/L Account to be posted for the line item	R	Select the “Bank’s Check Issue Clearing Account”
Amount	Line Item Amount in document currency	R	Enter the amount to be paid
Text	Narration	O	Enter narration

To check the document before posting click on “Simulate” or press F9. This enables you to display the document on the screen. If required you can edit the line items by using Reset pushbutton. The system will display the accounting entry.

Stimulate the Document

Save the entry. System will flash a message “Document ……. was posted in company code GPPL”.

2. Print Payment Forms

Start the transaction using the menu path or transaction code FCH5

Path: FI – Banks – Environment – Check Balance – Create

In the subsequent screen enter the following information.

Field Name	Description	R/O/C	User action and values	Comments
Document Number	Payment Document Number against which the Check is to be issued	R	Enter the payment document number noted earlier	Defaulted by the system
Company Code	Company Code	R	Enter the Company Code	Defaulted
Fiscal Year		R	Enter Fiscal year	Defaulted.
*Check*
House Bank	Short key for House Bank	R	Select the house bank from which the check is to be issued	Defaulted
Account ID	Bank Account ID	R	Select the relevant bank account ID
Check number	Check number in the pre-numbered check lot	R	From the drill down menu see the last issued check number and enter the current check number	Defaults

Note: System will only allow you to select the current check number as it works sequentially. In case any wrong check number is entered it will flash a message “The next free number in the lot 0001 is …..”.