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The payment program can be broken down into the following steps:
1. Define parameters (Parameters TAB on the F110 screen)- Based on the parameters defined the program picks up the vendor 'open' items to be paid and displays them in the payment proposal. The parameters tell the program the following:
a. Which company codes you want to include in this payment run? (If the AP clerk who is running the program is responsible for only North American companies, he/she will include only those company codes in the payment run)
b. Which Vendor you want to pay? (suppose there are lot of AP clerks in an organization, they can use this to restrict the selection to the vendor for whom they are responsible for payment)
c. What are the payment methods you want to use to pay these vendors?
d. What is the next date when you will run payment run? Based on this date the program picks up all the items which become due till the next date of payment run, even though those open items are not due today.
2. Free selection TAB - In this TAB you can restrict the 'open' items you want to select. You can use any field in the BSEG table and restrict the selection. For e.g. You can select the field ' Document no.' from BSEG and give a range of documents you want to pay. The program will pick up only those documents for payment.
3. Additional Log TAB - In this TAB you can select the logs you want the system to create if there are any errors or for all items even if there are no errors. If the results of the program is not what you expected, then you can read the log to understand the reason why the program did not select what you wanted.
4. Print/data medium TAB - Here you supply the program variant for all the payment methods you are using. For e.g., in US if you use the 'Check' payment method, then in this TAB you supply the variant for the RFFOUS_C program. If you are using EDI payment methods then a variant for the program RFFOEDI1 has to be supplied in this TAB.
5. Status TAB - Once you enter all the information in the above 4 TAB's you will come to the status TAB.
Initial status will be 'No Parameters have been entered'
Before you run the program, the status would be 'Parameters have been defined'.
After you run the proposals the status will change to 'Payment proposal has been created'.
After you run the Payment run the status will change to 'Payment run has been carried out. Posting orders: 10 generated, 10 completed'.
Thus, the status tells you in what stage of the Payment program you are in.
Please note that the buttons you see here is dynamic. Based on the status the button will appear or disappear. But all the functionalities which these buttons offer can also be selected using the dropdown list appearing at the top of the screen.
6. After you completed the payment run, you have to print the payment media - If the payment method used is check, you print checks. If it is wired, then you create the wire file etc. This is the last step in the payment run.
Important Note: After running the proposal, you should not leave the payment program. Either you should complete the payment run completely, all the way till you prints the payment media, or delete the payment proposal.
If you do not delete the proposal, then the vendors in this proposal will not be included in any of the subsequent payment runs.
Additional Notes
T-code FBZP will open the 'window' for config.
The following are some points/hints for explanation about APP in interview:
1. Payment to vendors on due date as per the vendor line item.
2. Payment to vendors as per the payment method mentioned in the vendor master.
3. Payment for selective vendors is possible.
4. Payment for all due line item is possible in one shot.
5. Effective control on payment outflow as APP will not generate beyond the tolerance amount fixed. ie it will not exceed the available amount.
6. Reasons provided by system for all the due vendors not picked for payment. (Exception list)
