To access the automatic payment program screen, you need to enter transaction code F110 or follow the menu path as shown below.
Double click on F110 to open the first screen for payment program. On the first screen, you need to enter run date and identification. In the identification field, give a four-characters alphanumeric code that will be used to identify the payment program. A combination of the run date and identification is used to identify the program in SAP system.
Click on Parameter tab to add parameters. Here you should specify the posting date and the docs entered up to date. The posting date is the date that will be used for posting documents and the docs entered up to date is the date that will be used as a cutover date when picking line items for payment. You also should specify the sending company code, the payment method and next payment date. On this screen, you should also specify the range of vendors that we want to select items for payment from.
Free selection tab is used to select additional filter parameters like business area. This tab is optional and not usually used. Skip that tab and click on Additional Log tab. Then, tick all the checkboxes except for the third one and put the range for vendors that you are paying. These selections are used when running a payment proposal.
Click on the tab for Printout/data medium and choose SCHECK variant against RFFOUS_C program. SCHECK is a pre-configured variant that will be used for printing the checks. In other words, it is the format of the checks to be printed.
Save and click on Status tab and if you see a green square followed by the text “Parameters have been entered”, it means you have just completed the first step of the payment program.
To start a proposal run, click on Proposal icon as shown below.
When you click on Proposal the system is going to ask whether you want to create it immediately or you want to schedule it for a time in the future. For this demo, we are going to run it immediately. You should tick the checkbox for creation of payment medium.
On the Status tab, you will see an added amber status saying that a proposal is running.
To change that amber status to green you should click on the status icon as shown in the above screenshot and wait for the status to turn green.
Now, you have successfully completed the second step of the payment program. If you want to view the proposal that has been created, you should click on the display proposal icon as shown below.
The system will list all the vendors that have been included in the payment proposal. The system has blocked payment for vendors with red indicators (for some reason) and those vendors with green indicator have all their items ready for payment. In our case, two vendors have been picked and they all have red indicators.
To see all the line items picked for a vendor double click on the vendor number.
To see why an item is in red, double click on the item. The system shows the actual reason why an item is not going to be paid.
In this case, the item is not going to be paid because it is below the minimum amount for outgoing payments. If you want to edit the proposal list, you must navigate back to the initial screen and click edit proposal icon as shown below.
Click on edit proposal and then double click on the vendor you want to edit. Next, double click on the line item you want to edit. The system will show you the reason why that item is on the exception list.
In this case, the line item is not going to be paid because there is no valid payment method found. To change the payment method, click on Reallocate button as shown below.
This will give you a possibility to change the payment method that was set during document entry.
After correcting the house banks and payment method you should press Enter button, save your entries and press Back button.
Now, the edited line item is green and ready for payment. Go back to the initial page to check the status.
Now, there is a new status saying that the payment proposal has been edited. To start the payment run, click on Payment Run icon as shown below.
Just like in the case of the proposal run, you can schedule the payment run to start later or start it immediately.
If you press Enter, the payment run will be started and a new status will be added.
To change the amber status to green, you should click on the refresh status icon and the status will eventually change to green.
The posting order has been generated and completed. You can view paid items and the items put in the exception list. Click on Payment icon as shown below.
You will see all the items that have been paid. I this case, only one item was paid and you can see the general ledger accounts updated.
Now to print, click on Printout icon as illustrated below.
On the next screen, select immediately or schedule for a later time. You should remove the question mark at the end of the job name and replace it with the identification code for your payment program.
Here, you have just completed SAP payment run steps.