Introduction:

Accounts payable procedures are used to manage payments to vendors, including the payment run process. A programme for automatic payments is what the procedure is known as.

Open invoices are closed out and payments made against them are posted using the automated Payment Program (F110). Using the Manage Automatic Payment Application or the conventional t-code F110 accomplishes the same goal.

In addition to the forms mentioned above, there are further forms named Remittance Advice and Payment Advice dependent on the payment method configured that are delivered to clients and suppliers regarding the payments made.

Payment Advice:

A payment advisory note is a document or letter that customers or buyers send to businesses to inform them that an invoice has been paid via check, NEFT, RTGS, or other electronic transfer method, etc.

This letter of communication informs the seller of the outstanding invoices that have been paid by the buyer and how. So when it comes to matching payments to an invoice, a payment guidance letter may come in handy.

BTE Configuration steps:

You can then focus on the particular business process you want to improve or customise.

For emailing vendor remittance advice, SAP sample function module SAMPLE PROCESS 00002040 is available. This needs to be cloned as a Zfunction module, modified, and saved as ZFM VENDOR REM.

The function module can be copied with the aid of the ABAP team. If no changes are necessary, you can also utilise the sap standard function module.

Configuration Path : SPRO > SAP Customizing Implementation Guide > Financial Accounting >Financial Accounting Global Settings > Business Transaction Events (or)

Transaction code: FIBF

Link the newly created custom function module(ZFM_VENDOR_REM.) to the BTE.

The custom function module can be specified following the steps below.

Create A Product:

Navigate as shown below: –

In FIBF > Settings > Products > Of a customer.

Click On New Entries to create new customer products:

Update the following And Click Save :

I developed a brand-new item named “ZPMYADV,” which stands for “Email Payment Advice for Vendor,” as shown in the image below. Keep in mind that if you are not yet testing, you can keep the A or Active checkboxes empty.

Leave that field empty for RFC destination. Except in cases where the questioned additional component is not present in the local system, you do not need to enter anything in this box.

The standard name of an RFC destination should be entered if the additional component is not available on the local system. Clicking the field and then pressing F1 on your keyboard will bring up more information about this.

Link product and Zfunction module to the BTE process:

Go to Transaction code: FIBF

Navigate as shown below: –

In FIBF > Settings > Process Modules> Of a customer.

Click on New Entries:

Update the following update process 00002040 with the zfunction module(ZFM_VENDOR_REM) or function module(SAMPLE_PROCESS_00002040) and the product we created in the earlier step:

Above, we see that New Product “ZPMYADV”, the custom function module, and the BTE process was entered as new entry. Thus, linking the custom functionality to the BTE.

Click Save.

RFFOAVIS Program:

RFFOAVIS_FPAYM is by default used by SAP for payment advice generation. You just need to give the appropriate variant in the F110 > Printout tab for this program.

If the vendor’s email address is kept up to date, the programme (RFFOAVIS FPAYM) will either email the vendor the vendor payment advice or issue a spool request (in case no email address is maintained in vendor master).

Create variant for the program – RFFOAVIS_FPAYM :

Go to Transaction code: SE38 => Update the following and Execute :

Program Name: RFFOAVIS_FPAYM

Forms:

There are three kinds of forms that can be used in SAP:

  1. SAP scripts – F110_US_AVIS (or)
  2. SMART FORMS (or)
  3. Adobe Forms – F110_AVIS_INT

For payment advice, we can use all three kinds of forms.

SAP SCRIPTS:

  • This is the default configuration provided by SAP.
  • Standard script for the payment advice: ‘F110_US_AVIS’

SMARTFORMS:

  • There is no standard way of customizing smart forms in SAP for Payment advice.
  • So maintain the form names in one table based on the company code and the payment method. In the program call the form name and in the part of the code in the standard include call the form name and smart form name.
  • In case of the classic payment medium program we can custom a Z Program.
  • In case of the Payment medium work bench always the program RFFOAVIS_FPAYM is called.

Adobe Forms:

  • Adobe forms configuration can be done only in the Company code level not on the payment method level.
  • SAP has already provided standard Adobe forms for the Payment advice

variant for the program :

Update the following:

  • Printer: LP01
  • SAP-script P Advice Form: F110_US_AVIS
  • Print Immediately: Checked

Click Save as Variant.

Update the following and Click Save:

  • Variant Name: Paym_ADV1
  • Description: Payment Advice

Above , Variant for the program is successfully created in the name of “PAYM_ADV1” with description “Payment Advice”

Copy FI_PAYMEDIUM_SAMPLE_41 AS ZFI_PAYMEDIUM_SAMPLE_41:

You can sometimes use the event module 41 for the automatic creation of the payment medium correspondence.

To do so, copy the example module FI_PAYMEDIUM_SAMPLE_41 to a customer module and use the source code defined in this below.

Replace <PAYM_ADV1> in the example source code with a valid variant for the report rffoavis_fpaym.

Code:

FUNCTION zfi_paymedium_paymadv_41 .
*"----------------------------------------------------------------------

*"*"Local Interface:
*" IMPORTING
*" VALUE(I_FPAYH) LIKE FPAYH STRUCTURE FPAYH
*" VALUE(I_FPAYHX) LIKE FPAYHX STRUCTURE FPAYHX
*" TABLES
*" T_FILE_OUTPUT STRUCTURE FPM_FILE
*" CHANGING
*" REFERENCE(C_WAERS) LIKE FPAYH-WAERS
*" REFERENCE(C_SUM) LIKE FPAYH-RWBTR
*"----------------------------------------------------------------------

DATA : lc_jobname LIKE tbtcjob-jobname,
lc_jobcount LIKE tbtcjob-jobcount,
lc_jobreleased LIKE btch0000-char1.

CONCATENATE 'PAYM_ADVICES:' i_fpayh-laufd '/' i_fpayh-laufi
INTO lc_jobname.
CALL FUNCTION 'JOB_OPEN'
EXPORTING
jobname = lc_jobname
IMPORTING
jobcount = lc_jobcount
EXCEPTIONS
OTHERS = 1.
IF sy-subrc NE 0.
CALL FUNCTION 'FI_PAYM_MESSAGE_COLLECT'
EXPORTING
i_msgid = sy-msgid
i_msgty = 'E'
i_msgno = sy-msgno
i_msgv1 = sy-msgv1
i_msgv2 = sy-msgv2
i_msgv3 = sy-msgv3
i_msgv4 = sy-msgv3
i_probclass = 'E'.
EXIT.
ENDIF.

SUBMIT rffoavis_fpaym
USING SELECTION-SET 'PAYM_ADV1'
USER sy-uname VIA JOB lc_jobname NUMBER lc_jobcount
WITH zw_laufd = i_fpayh-laufd
WITH zw_laufi = i_fpayh-laufi
WITH zw_xvorl = i_fpayh-xvorl
AND RETURN.

CALL FUNCTION 'JOB_CLOSE'
EXPORTING
jobcount = lc_jobcount
jobname = lc_jobname
strtimmed = 'X'
IMPORTING
job_was_released = lc_jobreleased
EXCEPTIONS
OTHERS = 1.

IF sy-subrc NE 0.
CALL FUNCTION 'FI_PAYM_MESSAGE_COLLECT'
EXPORTING
i_msgid = sy-msgid
i_msgty = 'E'
i_msgno = sy-msgno
i_msgv1 = sy-msgv1
i_msgv2 = sy-msgv2
i_msgv3 = sy-msgv3
i_msgv4 = sy-msgv3
i_probclass = 'E'.
ENDIF.
ENDFUNCTION.

Activate the new module – ZFI_PAYMEDIUM_SAMPLE_41.

Define the customer module in event 41:

  1. Call transaction OBPM1 (display mode).
  2. Select the format used.
  3. Click “Customer settings for Format” (TA OBPM3).
  4. In the dialog structure: Choose “Event modules”

Payment advice notes by mail: Introductory text with attachment:

If you want to send the payment advice note in the mail attachment and an introductory text is supposed to appear in the mail.

Maintain Introductory Text:

SO10 is used to create Standard texts for use in SAP scripts. This basically permits reusability of standard texts across many SAP scripts. These also can be defined in different languages & can be used by specifying the language option in a SAP script.

Go to Transaction code: SO10

Specify an introductory text (language-dependent) for the text ID FIKO. Select your text Name

Text Name: ZFI_VENDOR_PAYMENT_ADVICE

Text ID: FIKO

Language: EN

And click on create. Maintain the text and save it.

Updating Text Name in  SAMPLE_PROCESS_00002040 :

Go to Transaction code: SE37

Edit the ZFM_VENDOR_REM. Which is Z copy of SAMPLE_PROCESS_00002040.

Enter it in uppercase letters in the field FINAA-NAMEP in the process exit 2040 (call from include RFFORI06).

Update the Text Name.

c_finaa-namep: ‘ZFI_VENDOR_PAYMENT_ADVICE’

Save the Change and Activate the Zfunction Module.

Master data requirements:

Vendor Master

Transaction code: BP:

Fiori Application: Maintain Business Partner

Email address should be updated as shown below in the vendor master:

  • BP Role: Business Partner (Gen.)
  • Tab: Address > Communication
  • Email: XXX@gmail.com
  • Standard Method: INT Email

Make the changes and save the bp.

Manage Automatic Payments:

Accounts payable uses the payment run procedure to manage payments to vendors. The method is referred to as an automatic payment programme.

You can arrange payment proposals or schedule payments directly with the transactional app Manage Automatic Payments. You can also get a status report on the proposal or payment. The software locates past-due invoices and verifies that the necessary payment information is included.

The Payment Process includes the Following Steps

  • Invoices are Entered
  • Pending Invoices are analysed for due date
  • Invoices due for payment are prepared for review
  • Payments are approved or modified
  • Invoices are paid

Start fiori app “Manage Automatic Payments” and Click Create Parameter.

You must enter the run date and identifier on the first screen. Give a five-character alphanumeric code in the identification area that will be used to identify the payment programme. The programme in the SAP system is identified using a combination of the execution date and identification.

Fill the Run date and identification and click Create:

In the Parameters Tab, We have to define the following and Click Save

  • What is to be paid – Docs. Entered Up to
  • What payment methods will be used – Payment Methods
  • When will the payments be made – Posting Date?
  • Which company codes will be considered – Company Codes?
  • How are they going to be paid – The payment Method Sequence decides the Priority of the Payment Method
  • Enable Additional log – To get some additional log information.

You can see the payment parameter created :

Create Payment Proposal:

Selected the Parameter and click schedule Proposal:

The system will ask you if you want to create the proposal right away or schedule it for a later time when you click on “Proposal.” We are going to start this demo right away. The box for creating a payment method should be checked.

Make sure you select “Start Immediately” and then click on Schedule.

You can see the payment proposal in the respective tab.

A payment proposal is generated based on the parameters.

Review Payment Proposal:

  • Click on the arrow button to review the document selected in this run.
  • The system will list all the vendors that have been included in the payment proposal.
  • We can view the Proposal Log for possible errors by Pressing the Proposal Log Button.
  • We can edit the proposal to block the some payments if we want, Press the Edit Proposal Button.

Payment Run:

Go to Proposal and click on Schedule Payment to run Payment.

Check “Start Immediately” to start the payment run instantly and then click on Schedule.

Go to “Payments Processed” and You can see the payment posted.

We can check the status of the Payment run on the Status Tab.

You can also select the posted payment to see the log:

Note: If you have approvers for the payment, then the batch will be generated. Email will get triggered after the Payment approvals.

To check whether the advice is sent to the vendor by Email:

Displaying and managing all communications sent via SAP Connect is done using transaction code SOST. Send requests using SAP Connect that are now being sent or that have previously been sent are displayed by the software. Every transmit request in this transaction has exactly one receiver.

Transaction code: SOST

  • You can see the email that is being triggered / delivered in Transaction code SOST.
  • We can found the email send with respect to our payment time and date.

Review Email:

Select the Email Log and Click Display Document Icon:

You can see the body of the mail:

The body of the email is coming from the text we maintained in SO10 i.e. ZFI_VENDOR_PAYMENT_ADVICE.

Click on the PDF icon to see the attachment (Payment Advice) send:

Review Payment Advice :

Review Spool Request:

The print data is stored and briefly accessible by the spool system through a spool request. In a temporary format, the data is kept. The print document may also be shown. An automated 10-digit ID number is given to each spool request by the system.

If the vendor’s email address is kept up to date in the vendor master, the vendor payment advice will either be emailed to them, or if not, a spool request will be generated. By using the transaction code sp02, it is possible to inspect and print the spool request.

Also seen in spool requests is the Payment output: