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Clearing Partial Payments

Former Member
0 Kudos

hi Guys,

i had created vendor invoice of rupees 1000 and paid partially rupees 400 and then 600 in two payments. this should be cleared item since the payments made against the invoice is equivalent to the invoice amount. when i try to pay against the same invoice in f-53 still the payment is posted.

kindly let me know how to clear the partial payments.

With regards

Pradeep N

Accepted Solutions (1)

Accepted Solutions (1)

former_member182098
Active Contributor
0 Kudos

Hello,

Before making any further payments on the invoice which are already paid through partical payments, you are required to clear them by using F-44. Select the invoices and partial payments that you have made and make sure that the net balance of the total is ZERO. Just save it. A clearing document will be created with debit and credit the vendor with same account.

Thanks,

Ravi

Former Member
0 Kudos

hi Ravi,

I am still not clear please explain in detail.

With regards

Pradeep N

former_member182098
Active Contributor
0 Kudos

Hello,

You have an invoice for INR 1000

You made first partial payment by uisng F-53 for INR 400

Now if you see FBL1N report it given 1000 CREDIT and 400 DEBIT as open items and 600 CREDIT balance in the vendor account

Now you go for second partial payment using F-53 for INR 600

By default earlier two items gets selected 1000- and 400 (NET 600) and all the three items will be cleared.

The wrong you did here is the system automatically shows both items in blue colour and gives you the net of 600. Do not make any item unselected (it would turn to black). You keep them in blue and make payment for 600.

ALL Three items gets selected and cleared with each other.

Because you are deselecting the payment of 400 which you have already done, the system is not able to clear the items, but posting one more payment item against the invoice.

Because of this wrong way of handling, if you see FBL1N you will see them all as open items.

Do not deselect any open items. If you deselect the open items, you can even post any number of partial payment against the invoice.

You should clear the open items manually by using transaction code F-44 and select everthing means, invoice, first partial payment and second partial payment, then clear it.

Hope now you understand how the system functions.

Thanks,

Ravi

rene_coppens
Participant
0 Kudos

Hi again Pradeep,

If, in my earlier scenario, you did not allocate the partial payment against the original invoice, then it would mean that if you go to your line item inquiry, you see 3 open items now, 1 being the invoice of 1000, 1 being the payment of 400 and 1 being the other payment of 600 is that correct?

If so, then you must simply offset these 3 items. In F-44 you enter the vendor account, press enter and then you should see your 3 items on the account.

if you select either one of them, you will most likely see that SAP automatically activates (marks in blue) all items for payment and then you can save. If you do not automatically see all 3 items marked blue, then you must manually select all 3 items (double click on the amount to make sure that the amount turns blue) and then clear.

For future clearing, I would recommend to use the scenario that I gave you in my first reply, that is the standard and proper way of doing it.

Hope it helps, let me know in case more help needed.

Rene

Answers (1)

Answers (1)

rene_coppens
Participant
0 Kudos

Hi Pradeep,

When you allocate the 1st partial payment, both items are linked together. that is, if you chose to allocate the payment as a PARTIAL PAYMENT and NOT as a RESIDUAL ITEM.

Assuming you chose partial payment, and if you include the field "invoice reference" in your line item display screen, you will find that both items carry the same reference (i.e. the partial payment refers to the original invoice number).

Then, when you allocate the second partial payment you go to the allocation screen, you double click on either the original invoice OR on the 1st partial payment, and you will see that both items are always automatically selected together. HOWEVER, this works if you have activated the option "INCLUDE INVOICE REFERENCE" in your accounting editing options so make sure you did that!

After allocation of the 2nd partial payment, all 3 line items should be cleared.

hope this helps.

Rene