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Manual Clearing Procedure

The document provides detailed instructions on performing manual clearing transactions in SAP using various transaction codes such as F-53 for vendor payments, F-28 for customer payments, and F-04 for clearing GL accounts. Each section outlines step-by-step procedures for accessing the transactions, entering necessary data, selecting open items, and confirming the postings. Additionally, it includes tips for ensuring accuracy and proper authorization during the clearing process.

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0% found this document useful (0 votes)
26 views

Manual Clearing Procedure

The document provides detailed instructions on performing manual clearing transactions in SAP using various transaction codes such as F-53 for vendor payments, F-28 for customer payments, and F-04 for clearing GL accounts. Each section outlines step-by-step procedures for accessing the transactions, entering necessary data, selecting open items, and confirming the postings. Additionally, it includes tips for ensuring accuracy and proper authorization during the clearing process.

Uploaded by

suresh
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Manual Clearing in SAP

Multiple Transactions exist to perform a manual clearing in SAP.


Each transaction is used in a specific scenario.
In this document, we will discuss the following ones:
F-53 (Manual Vendor Payments), F-28 (Manual Customer Payments), F-04 (Post with
Clearing), F-32 (Clear Customer line items), F-44 (Clear Vendor Line items), F-03 (Clear GL
line items)

 F-53 – Manual Vendor Payments

The F-53 transaction code in SAP is used for processing manual outgoing payments to
vendors. This transaction commonly used to handle payments that are not processed
through standard methods, such as invoices processed through payment cycles (F110)

Here’s a step-by-step tutorial on how to use the F-53 transaction code in SAP:

Step 1: Access the Transaction


1. Open your SAP GUI.
2. In the command field, type F-53 and press Enter.

Step 2: Enter Header Data


1. Company Code: Enter the company code for which the payment is being processed.
2. Document Date: Enter the date of the payment.
3. Posting Date: Enter the posting date for accounting purposes. This can be the same
as the document date or different, depending on your organization's policies.
4. Currency: Specify the currency in which the payment will be made.

By default, the document type is KZ, but this could be modified. A Header text may
also be entered at that stage

Step 3: Enter Bank Data


1. In the « Account field », enter the GL account that will be used to credit the bank
account from which the payment will be initiated. According to best practice, the GL
account should be the Outgoing sub bank account
2. In the « Amount » field, enter the Amount to be paid

Step 4 : Enter Open Item Selection


1. In the “Account” field, enter the vendor account number to which you are making the
payment.
2. In Account Type, enter value « K »
3. Enter SGL indicator if the open items to be cleared were using SGL indicators
4. Click on « Process Open Items »
1. Under the "Select Items" section, you can search for the open invoices or items that
need to be cleared.
2. You can do this by using the "Positions" button to pull up a list of the vendor's open
items.
3. Select the invoices you wish to pay by double clicking on the amounts
4. Ensure that the total payment amount matches the sum of the selected invoice
amounts.

Step 7: Review and Post


1. After entering all the necessary data, review your entries for accuracy.
2. Click on the “Simulate” button to see a draft of how the document will look in the
system.
3. If everything appears correct, click on the “Post” button to complete the transaction.

Step 8: Confirmation
1. Once posted, you will receive a confirmation message confirming the successful
processing of the payment.
2. Take note of the document number as a reference for your accounting records.

Tips:
 Always ensure you have adequate authorization to process manual payments.
 Double-check the invoices to ensure there are no discrepancies with payment
amounts and due dates.

 F-28 – Manual Customer Payments

The F-28 transaction code in SAP is used for processing manually incoming payments from
customers it allows users to post customer payments against open invoices. Here is a step-
by-step tutorial on how to use the F-28 transaction code in SAP:

Step 1: Access the Transaction


1. Open your SAP GUI.
2. In the command field, type F-28 and press Enter.

Step 2: Enter Payment Data


1. Company Code: Enter the company code for which you are processing the
payment.
2. Document Date: This is the date of the payment; enter the relevant date.
3. Posting Date: This date reflects when you want the transaction to be recorded in the
system. This can be the same as the document date but can also be different due to
accounting periods.
4. Currency: Enter the currency in which the customer is paying.

By default, the document type is DZ, but this could be modified. A Header text may
also be entered at that stage

Step 3: Enter Bank Data


3. In the « Account field », enter the GL account that will be used to debit the bank
account from which the payment has been received. According to best practice, the
GL account should be the Incoming sub bank account
4. In the « Amount » field, enter the Amount received

Step 4 : Enter Open Item Selection


5. In the “Account” field, enter the customer account number that sent the payment
6. In Account Type, enter value « D »
7. Enter SGL indicator if the open items to be cleared were using SGL indicators
8. Click on « Process Open Items »

Step 5: Select Open Items


1. Click on the “Select Items” button to bring up a list of open items (invoices or debts)
for the customer.
2. The system will display all outstanding invoices linked to the customer account.
3. From the list of open items, select the invoices that you want to clear by marking the
checkbox next to each appropriate line item.
4. Ensure that the total amount of selected invoices matches the amount being paid by
the customer.

Step 6: Enter Payment Amount


1. If necessary, you can enter a partial payment by adjusting the payment amount in the
payment field next to each selected invoice.
2. Make sure the total amount is correctly reflecting how much you are receiving.

Step 7: Additional Information


1. If applicable, enter additional information such as reference numbers, payment
terms, or a textual note for internal purposes.
2. Review payment details and ensure they align with your client's remittance
information.

Step 8: Review and Post


1. After entering all necessary information, review the entries carefully.
2. Click the “Simulate” button to generate a preview of what the posting will look like.
3. If everything looks correct, click the “Post” button to finalize the transaction.

Step 9: Confirmation
1. Upon successful posting, you will receive a confirmation message, and the system
will display the document number as a reference.
2. Note this document number for tracking and reporting purposes.

Tips:
 Be cautious while clearing items to avoid misallocation of payments.
 Ensure proper authorization before processing incoming payments to maintain
internal controls.
 Regularly reconcile customer accounts to verify that all payments have been posted
correctly.
 F-04 Post with Clearing on G/L Account

The F-04 transaction code in SAP is used for posting a manual clearing of open items for GL
accounts. Here's a step-by-step tutorial on how to use the F-04 transaction code in SAP:

Step 1: Access the Transaction


1. Open your SAP GUI.
2. In the command field, type F-04 and press Enter.

Step 2: Enter Header Information


1. Company Code: Enter the company code for which you're clearing items.
2. Document Date: Enter the date of the document you’re creating to record the
clearing.
3. Posting Date: This specifies the date for accounting purposes. It can be the same as
the document date or different.
4. By Default, the document type will be « SA » but this can be modified if required.

Step 3: Choose the Transaction to be processed

Generally when using the F-04, the transaction to be processed will be « Transfer
Posting with Clearing »

Step 4: Start the posting


1. Enter the posting key of the posting you are generating
2. Enter the GL account on which you are posting
3. Click on « Enter »
4. On the next screen, continue your posting as usual by entering the amount
5. Click on Process Open Items
6. On the next screen, indicate the GL Account on which you want to clear an item
7. Account type should be « S »
8. Click on Enter

Step 5: Mark Items for Clearing


1. In the list of open items, select the items you wish to clear by double clicking on the
amount of relevant line item.
2. Ensure that the total marked items match the amount you intend to clear.
3. Verify that the total amount to clear equals the sum of the amounts of the items
selected.

Step 7: Add Additional Information (if necessary)


1. You can add a text note or reference in the “Text” field to provide further context for
the clearing.
2. Ensure all information is correct before proceeding.

Step 8: Review and Post


1. Click the “Simulate” button to generate a preview of the document before posting.
2. Review the preview to confirm everything is correct.
3. If all is in order, click on the “Post” button to execute the posting.

Step 9: Confirmation
1. After successful posting, a confirmation message will appear indicating that the
clearing document has been created.
2. Note the document number provided for future reference.

Tips:
 Double-check that the amounts are accurate to avoid misclearing.
 Regularly reconcile accounts to ensure that all clearings align with your records.

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