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[an error occurred while processing this directive] Accounts Receivable (AR) FAQs1. TAX INVOICES AND ADJUSTMENT CREDIT NOTES 1. TAX INVOICES and ADJUSTMENT CREDIT NOTESQ: Can the Duplicate invoice be printed before the original invoice has been printed? A: No. The original invoice must be printed first. The original is the copy that is sent to the customer and printed using transaction ZF1H. The duplicates can then be printed afterwards using transaction ZF1I. If you should need a copy of the invoice prior to the original being printed, then it is suggested that you print the approvers invoice, using the transaction ZF1L. Q. With invoices with over 20 items do we attach a summary? Would it not be better to have them all recorded? A: At this time our research showed that most invoices would be catered for with 20 lines. The occasional invoice with more than 20 can be catered for by providing an attached summary. Q: There is not enough text area for their departmental invoices. Is there an additional way they can incorporate more text for each line item onto the invoice? The six additional lines and the item lines are not enough. Can the screen format be changed? A No the screen format cannot be changed. We have tried to give more space for text with the additional Invoice description fields, but if users require more than one line of information per charge item then that is not possible in SAP. This will be looked at after the SAP 4.6 Upgrade Project is complete. At the moment if there is additional information required they will have to refer to an external attachment with the appropriate info on it. Q. On the tax invoice, the date column should be able to reflect
the date of the service/supply and the Date of the invoice should be the
"Posting Date". A: The Invoice date is the date the customer will use for entry into their system for payment. Monash payment terms are set at 30 days from the date of invoice which in SAP is the Document Date, NOT the posting date. If we use the posting date for date of invoice which may be raised at the end of Month then our expected payment date will be different from the customers. We will look at this to try and get another date field which we can use in the service date column. Meanwhile use the text field to clarify the date of consultancy etc. Q: When using transaction ZF1L to view the AR documents before approval it is mandatory to enter the documents responsible cost centre as well as the document number? A: SAP will give you an error requesting the responsible Cost Centre if only the document number is entered. The workaround is to set up a variant that contains all of the cost centres for which staff need to approve. The variant name should be saved as their main cost centre and the description as the department name. Q: How can I find which cost centre the document is associated with, when they need to enter the cost centre to view the document! A: SAP will give you an error requesting the responsible Cost Centre if only the document number is entered. The workaround is to set up a variant that contains all of the cost centres for which staff need to approve. The variant name should be saved as their main cost centre and the description as the department name. Q: I created an invoice prior to decentralisation and now I have to raise a credit note, how do I do it? A: If the invoice was created prior to decentralisation a credit note cannot then be created in SAP, by the departmental users. Instead send an email to corporate.receivables requesting that a credit note is raised for you. Please provide details of the tax invoice number, customer, amount of invoice and the amount of the credit note and the reason why the credit note needs raising Q: I need to raise an invoice for a grant, but I have not yet got the fund number. How do I do it? A: This is one of three instances that invoices and credit notes still have to be created centrally by Corporate Receivables. Find out more about invoices and credit notes. Q: I have sold an asset that was originally purchased for $5000 or more, can I raise a tax invoice for the proceeds? A: This is one of three instances that invoices and credit notes still have to be created centrally by Corporate Receivables. Find out more about invoices and credit notes. Q: When I raise a tax invoice, why can't the income get recorded as a commitment until the funds are received when it can be recorded as income? A: A number of staff have requested this, but unfortunately, this was only possible if we had configured a whole new module of SAP called Sales and Distribution. In addition if we had done this it would meant an extra step, as staff would have been required to raise sales orders. It was thought that the benefits of a simpler quicker invoice process, outweighed the extra work that would have otherwise been required by the use of the Sales & Distribution module. **Q: My supervisor has refused an AR invoice I created and has asked for it to be changed, how do access the document? A: It is important to access the refused document via the workflow message in your SAP inbox. It will not work if you try to access it via transaction code FBV2. Any changes made via workflow reuslts in new workflow being created. 2. CUSTOMERSQ: I need to change a customers details. How do I do it? A: If changes have to be subsequently made to a Customer's details, it can be done via the on-line Customer Maintenance form. 3. FILINGQ: Do I still need to file a hard copy of the invoices and credit notes? A: Only if there is supporting documentation. The full details can be found in the Policy for Filing and Retention of Financial Documents & Procedure for Filing and Retention of Financial Documents 4. AR REPORTSQ: Where can I locate the new AR reports? A: The new AR reports are the SAP Monash report tree (under Finance Reports>Accounts Receivable Reports) Staff will get access to run these reports after training has been completed Q: Can the reports include individual debtors lists of all invoices raised & status? This would be a very useful tool to have A: There are several reports available under Monash Reports and some of these have a selection choice of customer account. If these are not satisfactory we will build suitable reports as required. 5. DEBTORSQ. Will there be a once only debtor facility? A: No. All debtors are created as individuals. Q: Are bad debts displayed in the outstanding debt/aged analysis report, and if so under what banner? No All debts once written off are regarded as cleared and will not appear on any debt reports Q: Will the written off debts always be present in the AR reports, or once written off, will they be excluded from the reports? A. All debts once written off are regarded as cleared and will not appear on any debt reports. They will be identified in the account as cleared items as being written off. We are looking at developing some procedure to identify customers who are bad debts or risks. 6. GL CODES & GST TAX CODESQ. Do Research Grant & Donations invoices have to be approved centrally, now the system checks for the correct GL codes? A: No. In SAP 4.6 a validation table has been built for document types and account postings that checks against GL codes and Fund Type Code. This can be accessed via transaction code ZF1G. The workflow therefore remains in the department and is not approved by G&D and the postings are checked in the system. Q. Will general operating funds have the grant GL codes restricted from them? A: Yes. As per the validation table that restricts G&D invoices it also restricts general invoice postings. Q: As there is only one GL account for CRC invoices, is it possible to have the GL account code default into the GL lines at the invoice creation stage? A: Whilst there is only one account and code available at this time it is possible more will be created and we have tried to avoid defaulting these types of details. If the dept is invoicing to the same company each month then if they use the reference to the last invoice raised then all details other than the amount will default to the screen. Q: What is the correct and full definition for Tax Code S2 what type of sales/income would be used for this Tax Code? There is some confusion over what types of sales/income come under this Tax Code? A: Fina out more about S2. The user should know the GST details and requirements prior to trying to create the invoice. It is a matter of reading the appropriate material and referring to the local expert. If more information is required email gst.help **Q: How can I find the correct GL code for Research Grants and Donations invoices? A: Certain general ledger account codes are attached to specific Fund Type code groups for recording income received for research grants and donations. When you create a transaction related to a research grant or donation you will be limited to a certain specific general ledger account code. You may need to use check the "Funds by Fund Centre" report from within the Monash Report Tree to identify the application of funds code that has been applied to a particular fund. This report is accessed using the following menu path: or via transaction code ZF44 On-line help is available. Once you know the relevant application of funds code you may then need to run the "GL Validation Table" transaction (ZF1G), from within the accounts receivable master records. Then you can match specific fund type codes with their relevant general ledger codes. Q: What happens to AR documents if they are not approved in 14 working days? A: There is a deadline strategy in place . After 14 working days Corporate Receivables staff will follow up with the relevant cost centre any AR documents which have not been approved. **Q: I am trying to print a copy of the screen I have displayed, how do it do it? A: The display will not print automatically. When you elect to print it will create a spool request. To print, go to SYSTEM, OWN SPOOL REQUESTS then tick the request and press the printer button ** Q: I have tried to print an invoice and some of the font has come out huge! A: This only seems to occur with some printers We are currently looking at how this can be fixed. In th meantime arrange to print out on a printer that does work, or contact Trevor Kennedy who will print it for you and mail it to you.
last updated 16/04/02 |
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