Advance to Employees

Hi Experts,
Please advice what is the best way to handle payment of advances to employees (defined as Vendors) so that the advance payment made to them is reflected in their ledger.
Regards,
Asap Fan

Hi
If you want to track the amount the best way to handle is
Create a Control account in Asset named Employee Advance account
Create BP group employee and create employee master in Business Partner master data as vendor, link the control account
Use AP Service Invoice to book all the expenses.
through this you can have complete employee wise report.
Regards
Kamlesh Vagal

Similar Messages

Advance to employees procedure

Hi,
In material vendor we are following procedure
1) f-48
2) f-43
3 ) f-54
wt is procedure for Employee is vendor after f-48
How system adjust salaries account through spl gl
Thanks
karim

Hi sk.karim,
There are three scenario's:
We have the following Configuration:
Step -1: Create two GL Accounts: 1. Sundry Creditors - Employees and 2. Advance to Employee
Step-2: Go to T-Code: OBYR and Select 'A' and Double Click on 'A' then Assign Reconciliation Account as Sundry Creditors - Employees GL Account and For Special GL Account provide the Advance to Employee's GL Account
and Save
Step-3: Go to path: SPRO > FA > AR/AP > BT > Outgoing Payments > Automatic Outgoing Payments > Payment method/Bank selection for payment program > (Select)Setup all Company Codes for Payment Transactions
Select New Entries and provide our Company Code and Paying Company Code as our Company Code and Special GL Transactions to be paid - "A"
and Save
Scenario: 1: If the Down Payment or Advance Payment and Employee Invoice are same or equal.
Example: Advance to Employee is 10,000 and his Salary is also 10,000 (Employee Invoice) then we have the following T-Codes:
1. F-48
2. F-43
3. F-54 and
4. F-44
Scenario: 2: If the Down Payment or Advance Payment Amount is lesser than Employee Invoice.
Example: Advance to Employee is 5,000 and his Salary is also 10,000 (Employee Invoice) then we have the following T-Codes:
1. F-48
2. F-43
3. F-54 and
4. F-53
Scenario: 3: If the Down Payment or Advance Payment Amount is greater than Employee Invoice.
Example: Advance to Employee is 15,000 and his Salary is also 10,000 (Employee Invoice) then we have the following T-Codes:
1. F-48
2. F-43
3. F-54
4. F-44
and for remaining balance is covered in next month salary invoice.

While uploading data for employee as a vendor (with their loans and advance

Hi,
We are going for one company live. We are not taking HR module as of now.
We are creating employee as a vendor for all employees with outstanding loans and advances.
Now while uploading initial data for these employee (created as vendor), business wants personal loan outstanding balances employee as a vendor wise.
Generally in case of normal vendor, we treat like
Vendor A/C Dr
to takeover creditors a/C Cr
while going for initial upload.
In above case what should we do if we want outstanding balances (personal loan) while initial balance upload?
Thanks,
Taral Patel

Hi,
You can create a separate employee vendor for Advances paid to them with an assignment to a separate recon account titled as Advance to Employees. Later, you can upload the entries by Debiting the Employee Advance Vendor account and crediting Vendor Upload Account.
Advances paid to employees (recon account) will represent in the TB as a separate line item forming an MIS.
Regards
Hari

Advance payment to vendor through FBCJ

Hi,
While we are paying salary/imprest/other/travel advance to Employee vendor through t/code u2013 FBCJ which has no Spl GL. This payment gets debited automatically in Employees account ( 350110). Whereas salary advance should go to GL code 320080, imprest/other advances should go to GL code 320140 and Tour advance should go to GL code 320100.
Kinldy tell me if we want to pay vendor advance through FBCJ in cash where Special GL indicator option is not given in SAP, how we can pass entry through this FBCJ ?. Because in F-48 there is a option for Bank A/C GL.
With Regards,
Samrat

Hi,
Thnks for your reply. You have opened Clearing Account in your company. Because in our compnay they are doing this type of scenario thorugh Contra Account. Pass the entry through FB60 then F-43. Here nullifies conta account and then pass through FBCJ.
Kindly tell me while you are using Clearing A/c Dr. to Cash A/c Cr, which t code you are using. Is it F-02 and doc type SA. And while you use FB01 for Vendor A/C Dr. To Clearing A/C Cr. which doc type you use ? And Dr and Cr posting keys are 25 and 50.
And finally while you pass Vendor A/c Dr. To Cash a/c, you are using FBCJ in payment tab. Am I right ? Kindly tell me above queries..
With Regards,
Samrat

Vendor Advance through Cash Journal

Hi,
Is it possible to post Vendor advances (downpayment) through Cash journal. Client will pay advances to employees for travel. We created employee as a vendor and we need to pay and recover advances from vendors.
Is it possible to post vendor advances through Cash journal.
Best Regards
Raj

Hi,
this question has been asked so many times in this forum.
check the below thread.
[Re: down payment,fbcj]
Thanks,
Srinu

Employee Vendor Address Issue

Hello Guys,
We have issue with Employee vendor. We send employees as vendor to some non-HCM systems. When we are sending one of the employee vendor from HCM system to non HCM system. It sends vendor data and throws iDoc error which is from Function module ADDR_POSTAL_CODE_CHECK.
It is creating address with one extra entry in POST_CODE2 field. So IDoc is getting failed. Can someone help here? Not sure from where it is creating that extra entry?
Thanks!

Hi Sieg,
Thanks for your reply.
Company has given Forex advance to employee via third party vendor
So, We need to debit the amount into Employee Vendor and Credit into Third Party Vendor
For Ex: Third Party Vendor is Thomas Cook (Forex Provider)
Please guide me how to post the above entry in Standard.
Regards
Shaik

Employee Vendor and Third Party Vendor Posting Issue

Dear Experts,
I have an issue while Posting of Employee Vendor and Third Party Vendor.
In T706K table, maintained symbolic account offset entry MJ90 Wage Type but its asking for Symbolic Exp account too. Otherwise, while posting its says Trip has no postable entries.
I should get entry in FB03 as mentioned below
Employee Vendor (Dr)
Service Tax (Dr)
Third Party Vendor (Cr)
Awaiting for quick response.
Regards
Shaik

Hi Sieg,
Thanks for your reply.
Company has given Forex advance to employee via third party vendor
So, We need to debit the amount into Employee Vendor and Credit into Third Party Vendor
For Ex: Third Party Vendor is Thomas Cook (Forex Provider)
Please guide me how to post the above entry in Standard.
Regards
Shaik

Not able to Park document with special GL indicator 7-Other Advance to Empl

Dear All
We have defined a Special GL indicator 7 - Other Advance to Employees for Account type K-Vendors.
Allowed transaction type for this special GL indicator is Down payemnt/Down payment request.
Posting Keys for Debit - 29 and Credit 39.
By using this spcial GL indicator and posting key 29 we have posted down payment to employee vendor.
and every month we are posting docuemnt as below thru FB01 for recovery of instalments.
Positing Key SP GL
   39                   7                Employee Vendor               - XXXXX
   40                                     salaries                                 XXXXX
Now as per JSOX audit compliance, first user has to Park the above docuemnt and then to be posted.
While parking the document we are facing below error.
Special G/L indicator 7 is not defined for down payments.
Any one please guide on this.
We have to use above special GL indicator only.
Thanks
RK

Hi,
In down payment how you will debit the salaries.
Only vendor is debited with special gl and Bank is credited.
so are you making the advance payment with the request or directly making the down payment in f-48.
is 7 special GL indicator that you defined, as Standard is A.
Never change the standard transaction types of down payment.
Standard SAP will not allow to Park the payments.
Regards,
Padma
Edited by: Padma J on Jul 17, 2009 1:23 PM
Edited by: Padma J on Jul 17, 2009 1:26 PM

Clear travel advance

Dear Sapgurus,
We have 10 emp.in this one we paid 1000 rs travel advance, i configure special g/l indicator in this one i given travel advance and emp vendors then after emp submit the bill how do i clear the travel advance.
Regards
Reachme

Dear,
You have to post the utilization entry, debiting the crediting the vendor (Invoice), now go to F-44 and clear both the transactions.
Ex: Say you have given for travel 500
Entry has to pass
FB60-Travel Exp ac dr 500
                   To Vendor ac cr 500
F-48-Advance to employee entry
          Vendor a/c dr 500
                      To bank ac cr 500
F-44-Vendor Clearing
           Vendor ac dr 500
                       To Vendor ac cr 500

Does each employee will have an independent vendor account?

Hi Experts,
Happy New Year
We have posted our payroll results successfully. But there was one correction has to be done i.e we are recovering the festival advance from employees. The recovery has to be posted to respective vendor accounts. But in reality it is not happening. It is posting to one vendor account for all employees.
Firstly, I need clarification on - Does each employee will have an independent vendor account?
If yes, then why not the festival advances recovery are not psoting to the respective vendor accounts?
Waiting for your inputs...
Thanks
- Siddardh

Hi,
Normally we have to create the permanent employees as vendors and contract employees as materials as Anwar said it should be same as their personnel number, because while posting any advances like festival or any reimbursements (Bills submisssions) will be posted against the vendor or material number which is same as personnel number so the cost will be booked with the same number.
Regards,
Sridhar V

Emplyee advances

Hi everyone,
In our comp they have created Employee salary advance, site advance and travel advance. where employee is treated as vendor. and a special gl is created for each of this. my question here is how wil i do the user manual for this??.. and process flow..??..
Regards,
bagi..

Process:
1. Create advance account, site advance etc as an reconciliation account.
2. Post payment employee advance using TCode: F-48
Entry Passed: Advance to employee (Special GL)
                              To Outgoing bank / Cash Account
3. When tour voucher recieved, post the expenses incurred with 'post with clearing' using TCode:F-51
Entry Passed: Expenses A/c... Dr
                             To Advance to employee (Special GL)
                             To Bank Account (If expenses incurred is more than advance given)
Using F-51, it is possible to adjust expense incurred by the employee and advance given to employee immediately
The above entries will stand good for site advances also.
For giving user manual, you can paste the SAP Menu path, TCode and Screen shots.

Advance postings in Travel Mgt through Spe GL

Hi all,
As per my clinent requirement, we are looking to post advance to employee in TMS through Special GL transactions.
Can any one plz let me know the settings required for advance posting in TMS throuh Special GL.
Appreciate your help.
Reg
Manu

Hello Sai Narayana,
Our client wants to implement whole travel management in ESS, I am new to SAP travel management, Could you please help me in starting the configuration of create travel request, which node the master cost center is configured. I looked under financial accounting->travel management->Travel Planning and Travel Expenses but couldnt figure out where the travel request will be configured. We are using ECC 6.0. Your help is very much appreciated as I am doing configuration alone i dont have any other help.
I have question regading Travel Planning if we want to implement travel planning do we have to use AMADEUS or can we integrate the clients present used travel link to R/3 using RFCs.
Regards,
Latha

Loans And Advances Tables in R3

HI
I WANT TO KNOW ON WHICH TABLE WE GET THE INFORMATION OF LOANS AND ADVANCES OF EMPLOYEE IN SAP R3.

Hi Praveen,
Loans will maintained in the IT 0045, check the table PA0045 through se11 / se16
for advances, through which info type you are processing ? check that PAXXXX

Open item not appearing in F-44

Hi
I want to clear one vendor employee. There are three entries in it in FBL1n.
1st entry came from TRIP (HR Travel posting) with posting date 10.05.2010
The other two entries are advance to employee.
When i am giving F-44 on 30th June2010 with OI Items tick and special GL Indicators, it does not show normal open item (entry came from TRIP), But it shows two line items for advance given to Employees
Please let me know what could be reason for the same
Thnx
Deepak

- Check some table fields in the missing documents using Transaction SE16. The following conditions must exist for the missing document numbers in question -
BSIS-XOPVW = X (Indicator: Open item management, only for G/L accounts)
BSEG-XOPVW = X (Indicator: Open item management)
BSEG-AUGBL = space (clearing document number)
BSEG-DISBN = space (discount document number)
BKPF-BSTAT = space (document status)
BKPF-XSTOV = space (indicator reversal flag)
REGUS/REGUP -> see below
Look at table REGUS using Transaction SE16. Enter the account (KONKO) in the selection screen. If you selected an entry, use the information Run date (LAUFD) and Identification (LAUFI) in Transaction F110 (payment program). Check the status of the payment run. If only the proposal was carried out, the documents proposed for payment are blocked for other clearing transactions. It is only when you delete the proposal run that the items are taken into account again in the clearing transaction.
- Check Note 136754 - F-03, F-32, F-44, F-28 missing open items (link below)
[Note 136754|https://websmp230.sap-ag.de/sap(bD1lbiZjPTAwMQ==)/bc/bsp/spn/sapnotes/index2.htm?numm=136754]
Rgds.

Clearing open item

Hi gurus
A document for employee advance with spl gl has been created with poring keys 24E(dr) and 39S(Cr.)and then transferred the same to normal GL with posting keys 21(Dr.) and 39E(Cr.).
lastly on clearing the opn items,though all doc get cleared and total bal is NIL but individually,it shows as DR.(in spl gl-advance)to employee and cr entry in normal gl.Client does not want advance in spl gl,i.e to employee to be shown in employee vendor master
THx

Hi,
When ever you are doing vendor advance, follow the following steps,
1. Use T Code F-48, Entry
Debit Vendor a/c (SPL GL)
Credit Bank A/c
2. Adjustment, FB01 or F-02
Debit vendor a/c
Credit Vendor a/c (SPL GL)
or F-43
Debit Expenses A/c
Credit Vendor A/c
3. Do Down payment Clg., T Code F-54,
Debit Vendor A/c
Credit Vendor SPL GL A/c
In your case, you have debited vendor other receivable means Dr Vendor SPL GL 'E" and Credit SPL GL "S" vendor account, which is not advised by SAP.
and again posting the transfer entry by debiting normal vendor account and crediting SPL GL "E" vendor account. Here SPL GL "E" has got nullified but your another SPL GL "S" is having balance and your vendor account also having balance which is not correct.
So, follow the above mentioned steps, it will clear SPL GL with vendor account and balance to be paid / received from vendor alone will be available.
Hope it clears your doubt.
Regards
A.Saravanan.

Advance to Employees

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