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Posting incoming payments from customers is a common task in SAP. This process clears open invoices and updates customer account balances. While seemingly simple, problems can occur if payments are posted incorrectly.
In this comprehensive guide, we will walk through the entire process of posting customer incoming payments using transaction F-28 in SAP. Whether you are new to SAP or need a refresher, this article will provide step-by-step instructions along with tips and recommendations for smooth payment posting.
Introduction to Posting Incoming Payments (Transaction F-28)
SAP transaction F-28, also known as document type RE (incoming payment), is used to post payments received from customers. This clears invoices and automatically updates accounts receivable.
Posting incoming payments is important for:
- Settling open invoices and clearing AR
- Ensuring customer accounts show correct balances
- Matching payments to invoices and resolving differences
- Recording all receipts of cash/checks for reporting
- Complying with accounting close and reconciliation
Using transaction F-28 allows you to quickly post payments, assign to invoices, and process multiple customer payments at once.
Step-by-Step Guide to Posting Customer Incoming Payments
When a payment arrives from a customer, follow these steps to post it properly in SAP using transaction F-28:
1. Enter Transaction Code F-28
Launch SAP and enter "F-28" in the command field:
[Screenshot of command field showing F-28 input]
This opens the incoming payment posting screen.
2. Input Payment Header Information
In the header, fill out the following fields:
- Document Date – Date of the payment (defaults to today)
- Company code – Code for receiving company/division
- Payment Currency – Currency payment received in
- Cash/Bank Account – GL account for receipt
- Payment Amount– Amount received from customer
- Customer – Customer ID/number
It is also possible to input additional data like payment reference numbers, text, exchange rates etc. in the header.
[Screenshot showing header details input]
3. Process Open Items
Press Process Open Items to display a listing of pending invoices for that customer.
[Screenshot with Process Open Items button]
This will show unpaid deliveries, orders and invoices based on the payment amount entered.
4. Assign Payment to Invoices
For each relevant invoice, manually enter the payment amount to assign. Distribute the total payment amount from the header to equal the open invoices.
[Screenshot showing payment amount allocation]
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Any differences between payment and invoice amounts can be assigned to a separate exchange rate difference account.
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Partial payments can also be allocated to invoices.
5. Post Incoming Payment
Once fully assigned to invoices, press Post in the application toolbar to post the incoming payment.
[Screenshot showing Post button]
6. Verify Payment Posted Successfully
Check for the six-digit document number in the bottom status bar, indicating successful posting.
[Screenshot showing document number in status bar]
The payment is now posted to SAP and open invoices are cleared!
Key Fields and Inputs Explained
Understanding payment posting fields is key for accurate processing:
Document Date – Bank transaction date shows timing of cash received
Company Code – Payments only apply to invoices with the same company code
Currency – Impacts exchange rate used and cash account posting
Cash Account – Bank/GL account that tracks the incoming cash
Customer – Payment can only clear invoices for this customer
Reference – Associates payment number from bank/check
Amount – Total payment value to allocate to invoices
Text – Additional details like check number
Exchange Rate – Converts currency if payment differs from invoice
Best Practices for Posting Incoming Payments
Follow these recommendations when posting customer payments:
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Use correct bank cash account for the method of payment
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Enter accurate payment date and amount from bank
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Always process open items first to see unpaid invoices
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Evenly allocate payment amounts to invoices prior to posting
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Double check customer ID and company code
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Assign full payment amount – no rounding differences
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Enter exchnage rate account if currencies differ
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Provide payment reference numbers for tracking
Common Errors and Troubleshooting
Despite best efforts, sometimes errors occur. Here are tips for resolving the most common issues:
Difference/rounding errors – Assign any small differences to a separate account, do not leave unallocated.
Unable to post – Check statuses of invoices to ensure they are not blocked or on hold.
Double payment posted – If amount received twice, reverse incorrect document.
Wrong customer – If posted to wrong customer, reverse and repay correctly.
Currency mismatches – Make sure exchange rate is input if payment currency differs.
Incorrect bank account – Determine proper cash account based on form of payment.
Carefully following posting procedures and validation helps minimize payment errors. But if issues come up, these troubleshooting tips will help identify and resolve them.
Next Steps and Related Transactions
Posting incoming customer payments with F-28 is a key financial process. Related transactions include:
- FBI3 – View customer line items and invoices
- FB05 – Post outgoing payments to vendors
- FBR2 – Settle credit card receipts from customers
- F.81 – Post incoming foreign currency payments
- FDM_FREQ_BILL – Generate recurring customer invoices
It integrated into Accounts Receivable subledger processes. Be sure payments fully clear invoices for clean financial reporting.
Conclusion
This guide covered step-by-step procedures for accurate posting of customer incoming payments using transaction F-28 in SAP.
Key highlights include:
- Understanding payment posting objectives and importance
- Walking through data inputs and screens
- Key fields and recommendations for error prevention
- Payment assignment methods and troubleshooting issues
- Related processes for AR management
Posting incoming payments properly ensures your SAP system has the right customer balances and cash is accounted for correctly. Carefully following this guide will help avoid problems and post payments like an SAP expert!