Payment Card Configuration & G/L Account Determination for Payment Card in SAP SD
In SD, when a sales order is billed in SAP SD, an accounting document is also generated where accounting entries are looks like as below
line1. customer account- Net Amount
line2- Material G/L Account- Material Amount
line3- Tax G/L Account- Tax Amount
Net Amount = Material Amount + Tax Amount
When bill plan as payment card is activated in the system and a sales order with customer payment card is created, once billed the accounting document has different accounting entries. Instead of customer account, the payment card G/L account is determined.
This post shows, how the accounting entries looks like in a normal scenario, then how to activate payment card of the sales order type(s) and the customizing required to to determine payment card G/L account.
Let’s check how the accounting entries looks like in a normal scenario without payment card.
Go to Tx- VA01 & create a debit memo request.
Provide the customer number(sold t party) and a material number and quantity and save it.
A Debit Memo Request is generated.
Go to Tx- VA02 and open the Debit memo request in change mode. Navigate along the menu to create a billing document.
Select SAVE to create a billing document(Debit Memo)
Go to Tx- VF03 and open the billing document. Click on the Accounting button.
Choose Accounting Document line.
IN below there are 3 accounting lines.
- Customer account
- Material G/L account
- Tax Account
Now let’s make the customizing for the payment card and G/L account determination for payment card.
Go to Tx- SPRO and navigate along the highlighted path.
First customizing is to define the payment card types.
Card type can be defined as: VISA, MC(Master Card)
Next customizing is to define card categories like credit card or others.
Choose Define Card Categories.
Here card categories are maintained.
Next step is to activate the billing pan type- Payment card for the sales order type.
Once payment card plan type is assigned to the order type, during sales order creation the payment card tab(screen) is visible in the Tx- VA01 for that order type.
Here assign payment card plan type – 03 for the sales order type DR.
To block the payment card due to some reason, the reason can be maintained.
Now let’s configure the steps to determine the G/L account for the payment card which is based on the condition technique.
Select Maintain Field Catalog.
You can add the fields you desire to take part in the determination of g/L account for the payment card.
Next step is to create the condition tables by group fields. Here we have already few condition tables are available.
Next step is to maintain the access sequence. Choose Maintain Access Sequence.
You can create a new access sequence by selecting New Entries button. Here one access sequence is created. Select that and choose Accesses button from left side.
Here we have to access lines assigned to two different condition tables. Choose the access line and choose Fields from left hand side.
For access line 10, the condition table contains two fields.
For access line 20, the condition table contains only one field.
Next step is to define the condition type and assigning the access sequence to it.
The condition type – A001 is created and assigned to the access sequence.
Next step is to create account determination procedure and assigning the account determination procedure to the billing type.
New procedure can be created by selecting New Entries button. Here we have a account determination procedure created. Select this and choose Control data to assign it to the condition type.
Assign the condition type to the account determination procedure.
Choose Assign Account determination procedures.
Assign the account determination procedure to the billing type. When this billing type is created the account determination procedure is determined and from the condition records of the e condition type access sequence the G?L account is determined .
Select Assign G/L accounts.
Choose the condition table.
The G/L accounts should be created prior to this. Then for the condition type, chart of account, sales org maintain the G/L account.
Choose the second condition table.
Here you can maintain the condition records also.
Up to now, payment card details and the account determination for the payment card is determined.
During sales order creation when a payment card is assigned, then the amount should be authorized from the bank and then once the billing document is created, to run the settlement process, SAP provides customization to maintain the RFC function modules.
One RFC function module is used for the authorization and one RFC function module is for settlement.
Choose the option – Set Authorization/Settlement Control per account
Here you can create new entries. Already we have created one entry. Double click on teh highlighted line to see the details.
Here you can maintain the chart of account. Payment card receivable gl account and clearing gl account. And below function modules with RFC destinations for authorization and settlement. For demo check in the system, SAP provides sample function modules which can be used.
To see the company chart of account, you can navigate from SPRO as below.
For demo we use company code 1000 with chart of account- YIKR
Now go to the customer master and maintain the payment card for the customer. Choose Payment Transactions Tab and then choose payment Cards.
You can maintain the card type and the account number.
Go to the Tx- VA01 and create a debit memo request.
Provide the customer for which payment card is maintained. Provide the material and the quantity and go to the sales order header screen by selecting the button as highlighted.
As in the customizing, the bill plan – payment card (03) is assigned to the order type DR, the payment cards tab is available. Press F4 for card number.
The card number maintained in the customer master appear here. Select it.
Save and a Debit memo request sales document is created. To see the sales order go to Tx- VA03 and open the sales order and go to the header, payment Cards tab.
During save the authorization happens ( its uses the authorization function module maintained in the customizing) and the authorization is successful for the amount.
Next step is to create the billing document for the debit memo request. Go to Tx- VA02 & open the order and from menu select Billing.
Save to create billing document. Billing Document created of type L2 for which account determination procedure is assigned.
Open the billing document in Tx- VF03 and navigate along the highlighted path to see the payment card details.
Here is the payment card details . Go back.
Choose Accounting button and select the accounting document.
The customer account is debited and credited and a new entry appears for the payment card G/L account.