Introduction
Russian AR or AP Automatic Clearing Programs are Country specific transactions that can clear all open invoices against any matching payments, even if a payment does not cover the invoice in full These Programs are similar to the standard "Automatic Clearing Program, T-code F.13" However, they allow you clear open items even if their balance is not zero. In this document, we will focus on the Russian AR Automatic Clearing Transaction
AR Automatic Clearing Processing
For customer 101000002 transactions, we need to clear transactions on 15th and 16th August (2 invoices and 2 payments) and create a Residual Item with the remaining amount
SAP menu:
Accounting → Financial Accounting → Accounts Receivable → Periodic Processing → Country-Specific Functions → Russia → Automatic Clearing
Transaction code: J3RCALD
In the General Selections group box, you specify which company code you want to run the program for, and what the key date is. You can also restrict your selection by customer or reconciliation account.
In the Invoices and Payments group boxes, you can restrict the selection further, below we used the posting dates as selection criteria.
In the Clearing Options group box, you can make additional settings as to which documents can be cleared, as Assignment No. or Contract No.
In the Clearing Documents group box, you specify what data to use in the clearing documents, like Clearing Document Type and Clearing Posting Date
In the Clearing Rules group box, you specify what other settings the programs use when determining which clearing documents to use
In the below example we selected “Multiple Invoices and Payments” and “with Residual Items” to clear selected invoices and payments and create a Residual Item with the remaining amount.
In the List Options select "Display Cleared Items only" check box , in order to list of all the selected invoices and payments, and only shows the list of cleared documents instead.
In the Run Mode group box, you specify whether you want to run the program in test mode; and if not, whether you want to it to create the clearing documents online or by using a batch input session.
The transaction first lists all open payments and open invoices. Below that it lists all payments and invoices that it has cleared (or, in test mode, that it can clear).
Test Run
Actual Run
In Customer line Item display transaction, you will find that all the open item transactions are cleared (two invoices and two payments) are cleared and clearing document is created with the residual amount
"The pervious example can be used as a scheduled job in FMCG industries to clear the large amount of transactions posted to Sales Representatives "
The below screen shots are for the Russian AP Automatic Clearing Program, which works in the same way as the AR Automatic Clearing Program
Configuration
To be able to execute the Automatic Clearing programs, you specify which accounts can be cleared. You do so in the below Configuration transaction
SAP menu
Accounts Receivable and Accounts Payable → Business Transactions → Open Item Clearing → Prepare Automatic Clearing.
Transaction code SPRO
When the Russian Automatic Clearing programs clear documents using the residual item method, they sort the items according to the settings that you make in in the below Configuration transaction
SAP menu Accounts Receivable and Accounts Payable → Business Transactions → Open Item Clearing → Make Settings for Processing Open Items → Choose Sort Fields.
Transaction code O7F6
The sort fields must include the following, in any order:
BUDAT (posting date)
BLDAT (document date)
BELNR (document number)
BUZEI (document item)
