Join Michael Management for an in-depth discussion in this video Clear and match open items, part of SAP Accounts Payable Boot Camp.
- [Instructor] So now that you have learned how to process a manual payments and clear, now we'll match an open item to a payment. I want to show you now how to clear and match open items that do not need to be paid. The transaction code here is F-44, Clear Vendor Open Items. So the scenario here is, we have two vendor open items, but no payment is required. But we want to keep the vendor open items statement easy to manage, and not have these items clutter up the payment screen whenever you're now matching payments in future. So in this case, we've got an invoice that was processed, but after a dispute with a vendor, the invoice was canceled or reversed. So no payment is needed, and no journal needs to be posted. But we want to match these open items to clear them off. So for this, we'll use the vendor 3511, and company code 3000. So let's jump into that SAP demonstration. So first, let's display the vendor line items so you can see which items that we want to match and clear. So let's go to Accounts Payable, and then we're not going to enter a document this time. We're going to be looking at the line items and clearing matching items. So let's go to Accounts, and look at our vendor line item display, the FPL1N, and you must be getting very familiar with this transaction by now in this course, but it is very useful. So in FPL1N, let's enter the vendor number, 3511, and let's process open items, and see what we can see. So looking at these open items here, you will see that they've all got a red traffic light that they're open. These two line items at the bottom, these are the ones we want to focus on. You'll see they're both blocked for payment with a B in the Payment Block column. We had some text here where we mentioned our vendor dispute before, and then we learned how to do an MR8M transaction to cancel the vendor invoice. So we've got two contra-documents here. But they're both showing as open items and cluttering up our vendor statements. That's why we want to clear or match these two, but no journal is required, as they contra each other out. So let's go back to the menu and you'll find the Clearing Transaction right under the Line Item display. So let's go into the Clearing Transaction F-44, enter our vendor account number. We've got our clearing date period and our company code 3000. We're going to select Open Items for that vendor, and then simply Process Open Items to get a list. You'll see this looks very familiar to the manual payment entry screen. So this is a list of all open items for that vendor. And we know we've got these two that can be matched together, the 250 debit and credit. So right now we hae not entered any values like we did on a payment. And there's nothing assigned at this stage. So let's double-click the item to select it, the first blue one. It's highlighted in blue, and you can see we've assigned a 250 credit. So now if we double-click or select the second item to match, they're both lit up in blue now. You'll see that the Assigned now shows zero and Amount Entered zero. A little confusing. They both show zero. But it's because they're both contra. But the fact that they're lit up in blue means you've selected them. If you look at the overview, unlike the payments entry, you'll see there's nothing that's going to post here. So let's go back to Process Open Items. We've selected our two items. They're a perfect contra that's why there are no values, and let's save and post that and see the impact. So this document posted is a clearing document only. It's not an actual journal. It's a clearing document. And to show the impact of that, if you clicked Process Open Items again for this vendor, you'll see that the two line items are disappeared, those two 250s. So now when you need to do future payments, they won't clutter the display and get in the way. If we back up we'll just prove that a bit more now by looking at the vendor line item report. So running FPL1N, Display Vendor Line Items, if we choose All Items instead of just Open Items, you'll see that clearing document. We execute that, the items in green below are the cleared items. And you'll see, I'll highlight them now, these are the two items that we matched, the 250 debit and credit, and there's the clearing document number that was posted to match those two items off. So that will now clean up the vendor statement, and match those two. If we back out of this now and run Open Items, we'll then see the impact again for the same vendor, execute that report, and now you'll see we've got the red traffic light items, open items, only for payment. Analyzing this balance, we no longer get cluttered by those other two numbers. So the F-44 clear open item transaction is right below the line items. There's no journal or payment that's going to be made, but you can match off items that can clear the vendor open items statement. So, that's clear/match open items.