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CONTRACT ACCOUNTS RECEIV RECEIVABLE ABLE AND PAYABLE IUT110 Introduction to IS-U/CCS System IUT210 Master Data and Basic Functions IUT220 Device Managment IUT221 Work Managment IUT225 Energy Data Managment IUT230 Billing and invoicing IUT235 Real Time Pricing IUT240 Contract Accounts Receivables and payables IUT250 Customer Service IUT280 Print Workbench IUTW44 - IS-U Master Data Deregulation IUTBIL - IS-U EDM Settlement Workshop
Purpose Contract Accounts Receivable and Payable (FI-CA)provides sub ledger accounting for processing large document volumes and fulfills the typical accounts receivable functions.
It is an integral component of the SAP Financials solution and can be integrated with this and other solutions for additional tasks.
Features This component provides standard accounts receivable and accounts payable functions including posting, payments, and dunning. For Contract For Contract Accounts Receivable and Payable you can use the area menu FSCCAX.
ORGANIZATIONAL ORGANIZA TIONAL UNITS Definition Elements of the logical structure of the SAP System that you can use to portray your company-specific organizational structure in the SAP System. You use organizational units to structure business functions.
Use The organizational units of Financial Accounting, such as the company code, chart of accounts, and fiscal year are used for external reporting purposes, for example, for financial statements legally required of your company. For detailed information about the organizational units in Accounting, see the documentation for Accounting Accou nting under under Financial Financial Accounting ® Accounting ® Financial Accounting - General Topics ® Organizational Units and Basic Settings. Settings.
COMPANY CODES IN CONTRACT COMPANY ACCOUNTS RECEIVABLE AND PAYABLE Definition The company codes represent the smallest organizational units for which complete accounting can be portrayed. This includes the entry of all business transactions that have to be posted and the creation of all notes for legal individual account closing, such as financial statements and profit and loss calculations. In Contract Accounts Receivable and Payable, Payable, the following company code entities are used: Company code group The company code group includes all company codes that are permitted for posting to a contract account. One company code group is assigned to each contract account.
Paying company code A paying paying company company code code is respons responsible ible for for payment payment transaction transactions. s. Exactly Exactly one one paying paying company company code code is always assigned to each company code group. Standard company code You use the standard company code for all postings for which no company code can be determined by other means (for example, for payments on account). One standard company code is assigned to every contract account.
Structure In the contract account, the company code group and standard company code are mandatory requirements.
With Release 4.72, the responsible company code has been replaced by the entities named above. You can use the conversion report RFKKSTDBK to add the missing details for the standard company code in existing contract accounts. The standard company code receives the value of the former responsible company code. You can convert the contract accounts in stages – you do not have to convert them all at once. The system handles accounts that you have not yet converted as if you had converted them. Company code group One company code group is assigned to each contract account. Company code groups can overlap. You have a group G1 that consists of company codes 0001, 0002, and 0003, and group G2 that consists of 0001 and 0003. In event 1010, you can check whether a company code group is permitted in a contract account. This enables you to prevent, for example, that cross-country groups (in certain contract accounts) are used. You define the company code groups in the Implementation Guide for Contract for Contract Accounts Receivable and Payable under under Organizational Organizational Units ® Define Company Code Groups. Groups. You assign the company codes to the groups under Organizational under Organizational Units ® Assign Company Codes to Company Code Groups. Groups. Paying company code You have to define house banks and payment methods for paying company codes. Several company code groups can have the same paying company code. The paying company code does not have to be in the company code group itself.
Integration Checks in the contract account
The system checks the validity of certain fields in combination with the country as follows: · The country from the paying company code of the company code group is used for: ¡ Payment methods ¡ Own bank details · The country of the standard company code is used for: ¡ Withholding tax code ¡ Region ¡ County code ¡ Tax exemptions Authorization check In master data maintenance, authorization object F_KKVK_BUK always checks against the standard company code. Payment program You can also specify the paying company code in a business partner item. In this case, this specification overrides the paying company code determined via the company code group of the contract account. If a paying company code specified in the line item is in a different country to the paying company code determined via the contract account, you also have to specify a payment method in the line item. In this case you cannot use the payment methods from the contract accounts since they refer to a different country. In the parameters for the payment run/debit memo run, you restrict the company codes to be processed. All relevant company code groups and their paying company codes are determined for the company codes internally. If these are in different countries, the country of the payment run must be assigned via a different parameter. In a payment run, you can still only create payments for one country.
BASIC FUNCTIONS Purpose You use this component to enter your basic settings for master data and to post and process documents. You can also use it to create and process master data, and to post and process documents manually.
Implementation Considerations
This component and its detail components are always required.
SAP BUSINESS PARTNER SAP Business Partner •
SAP Business Partner
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BP Role Contract Partner
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Changes to Payment Data
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Replication and Synchronization of Business Partners
SAP Business Partner •
Concepts
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Functions
Definition Organization (firm, branch office), person or a group of persons or organizations in which your company has a business interest.
Use You can create and manage your business partners centrally for different business transactions. This is of prime interest if a business partner plays different roles for a company, such as sold-to party and ship-to party. You can create a business partner in different business partner roles. During the course of the business relationship, the business partner can assume other business partner roles. You do not need to create the general data, which is independent of a business partner’s function or of application-specific extensions, again in each case for this business partner. This prevents data being created and stored redundantly.
Structure You can use the following basic elements, which form part of the business partner data: Business Partner Concept Concept
Remark
Business Partner Category
The data that is available for your business transactions depends on the business partner category. category.
Business Partner Role A business partner can take on different
business partner roles , which allow different views of the business partner data depending on the business function.
Business Partner Relationship
A relationship connects two business partners and is characterized by the business partner relationship category.
Business Partner Group Hierarchy
You can represent the structure of an organization using the group hierarchy
business partner
Integration For more information on the functions for a business partner, see
Processing Business Partner Data.
CONCEPTS •
This section contains information about the basic concepts of SAP Business Partner Concepts
Business Partner Role (BP Role)
Business Partner Relationship
Business Partner Group Hierarchy
BUSINESS PARTNER ROLE (BP ROLE)
BUSINESS PARTNER ROLE (BP ROLE) Definition Rights and obligations that can be taken on by a business partner in different business transactions.
Use You can use the business partner role to carry out a business classification of a business partner. The basis for the definition of a business partner role is a business transaction. The attributes of the BP role depend on the particular transaction involved. The data that is available for a transaction also depends on the business partner category.
Transactions and Associated Roles Activity
BP Role
Order
Sold-to party
Delivery of goods Ship-to party In addition to the central BP roles, there are application-specific roles, such as · Contract partner and installer for utility companies · Sold-to party and ship-to party for CRM Enterprise You can create a business partner in one or more BP roles. Central data such as name, address and bank details only has to be created once. The BP role General Business Partner is automatically assigned to a business partner. Depending on the function of the business partner in question, you can also select the following BP roles: · BP role contact person · BP role employee · BP role organizational unit · BP role Internet user You can group roles together in a role grouping, which you can then select in the dialog. For more information see BP role grouping.
You can use the following functions for displaying and maintaining BP roles in the dialog: · Overview of all roles assigned to a business partner · Deletion of a role assignment · Where-used list for a role (for example, in an application)
The where-used list allows you to check whether it is possible to delete the assignment of BP roles to business partners that form part of a business partner relationship. If the relevant role categories are defined at the level of the relationship category and form a prerequisite for creating a relationship, then the assignment cannot be deleted.
The following diagram provides you with an overview of the different elements of the role concept and how they fit together. The BP role General Business Partner is automatically assigned to a business partner. Depending on the function of the business partner in question, you can also select the following BP roles: · BP role contact person · BP role employee · BP role organizational unit · BP role Internet user You can group roles together in a role grouping, which you can then select in the dialog. For more information see BP role grouping.
You can use the following functions for displaying and maintaining BP roles in the dialog: · Overview of all roles assigned to a business partner · Deletion of a role assignment · Where-used list for a role (for example, in an application) The where-used list allows you to check whether it is possible to delete the assignment of BP roles to business partners that form part of a business partner relationship. If the relevant role categories are defined at the level of the relationship category and form a prerequisite for creating a relationship, then the assignment cannot be deleted. The following diagram provides you with an overview of the different elements of the role concept and how they fit together.
Structure For more information on the BP roles concept, see the Implementation Guide (IMG) of the Business Partner .
Integration An extension of the BP roles to include customer-specific attributes is possible. For more information, also see the
Business Data Toolset.
Make the necessary settings for the BP role in the Implementation Guide (IMG) in Customizing of the Business Partner under Basic Settings ® Business Partner Roles.
Example
You are an employee in the sales department of the company Smith p.l.c. You have made contact with Ms. Lopez at Hansen p.l.c. You would like to send her information about your existing products. You create the following business partner master data: · A master data record for a business partner with the name “Hansen p.l.c.” with the BP role Prospect , for which you define the required validity data. You create the central data and the address. · A master record for a business partner with the name “Ms. Lopez“ with the BP role Contact Person, as well the role’s validity. You create the central data, the address and the relationship “is contact person of” at Hansen p.l.c. Three months later, Hansen p.l.c. places an order. The invoice should be sent to the parent company, Hansen and Sons, to be settled. You create the following new business partner master data: · You create the role Prospect and assign Hansen p.l.c. the role Sold-To Party. This role is valid from the day of the order. You create sales and shipping data for a specific sales area. · A master record for a business partner with the name “Hansen and Sons” with the BP roles Bill-To-Party and Payer. You create the central data, the address, the bank details and the billing data.
BUSINESS PARTNER RELATIONSHIP Definition A business partner relationship represents the business connection between two business partners.
Business Partner Relationship
Business Partner Relationship Categories
Use In order to create a relationship between two business partners you have to assign a business partner relationship category to the business partner relationship. The business partner relationship category describes the characteristics of the business partner relationship. You can assign attributes (such as a firm’s address for the contact person relationship) to a relationship, which prevents data being stored redundantly. You can limit a relationship in time by entering the start date and end date of the relationship. This means that it is possible to get an overview of the periods in which certain business partners were contact persons for a company, for example.
Integration
Make the necessary settings for the relationships in the Implementation Guide (IMG) in Customizing of the Business Partner under Business Partner Relationships..
Example Ms. Lopez at Hansen p.l.c. is the contact person for your company, Smith p.l.c. You create a contact person relationship with the relationship category “is contact person of” between the business partner “Lopez” having the BP category Person, and the business partner “Hansen” having the BP category Organization. You assign the firm’s address to Ms. Lopez and create more data, such as the calling and visiting hours.
BUSINESS PARTNER RELATIONSHIP CATEGORIES The following basic business partner relationship categories are available: · Relationship Category "Belongs to a Shared Living Arrangement" · Relationship Category "Has the Employee" · Relationship Category "Has the Employee Responsible" · Relationship Category "Is Contact Person Of" · Relationship Category "Is Shareholder Of" · Relationship Category "Is Activity Partner Of" · Relationship Category "Is Identical To" · Relationship Category "Is Married To" · Relationship Category "Is Replaced By"
BUSINESS PARTNER GROUP HIERARCHY Business Partner Group Hierarchy •
Concepts
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Functions
BUSINESS PARTNER GROUP HIERARCHY •
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Purpose
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You can use this application for maintaining business partner group hierarchies.
The business partner group hierarchy (BP group hierarchy) allows you to map complex organizational structures of a business partner (e.g. buying group, co-operative or chain of retail outlets). •
On the basis of the group hierarchy, processes can also be carried out in the applications (for example, the pricing in mySAP CRM). •
When you create a hierarchy tree, you form groups of business partners (for example for purchasing groups), which you can use in mySAP CRM for Marketing analyses, for instance. •
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You can also use the hierarchy nodes without assigning business partners to them.
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Features
With the help of business partner groups, you can create hierarchy nodes in order to construct a hierarchy structure. For this purpose, the type of hierarchy is first determined via the hierarchy category. •
By clearly separating the hierarchy structure and business partner master data, the creation of dummy business partners during the construction of the hierarchy is avoided, and performance is improved. •
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Example
The graphic shows the organizational structure of a company with various branches, according to the region to which they belong. •
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CONCEPTS
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This section contains information about the basic concepts of SAP Business Partner.
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Concepts
Business Partner Role (BP Role)
Business Partner Relationship
Business Partner Group Hierarchy
BUSINESS PARTNER ROLE (BP ROLE) •
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Definition
Rights and obligations that can be taken on by a business partner in different business transactions. •
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Use
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You can use the business partner role to carry out a business classification of a business
partner.
The basis for the definition of a business partner role is a business transaction. The attributes of the BP role depend on the particular transaction involved. The data that is available for a transaction also depends on the business partner category. •
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Transactions and Associated Roles
Activity
BP Role
Order
Sold-to party
Delivery of goods Ship-to party
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In addition to the central BP roles, there are application-specific roles, such as
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· Contract partner and installer for utility companies
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· Sold-to party and ship-to party for CRM Enterprise
You can create a business partner in one or more BP roles. Central data such as name, address and bank details only has to be created once. •
The BP role General Business Partner is automatically assigned to a business partner. Depending on the function of the business partner in question, you can also select the following BP roles: •
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· BP role contact person
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· BP role employee
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· BP role organizational unit
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· BP role Internet user You can group roles together in a role grouping, which you can then select in the dialog. For more information see BP role grouping. •
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You can use the following functions for displaying and maintaining BP roles in the dialog:
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· Overview of all roles assigned to a business partner
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· Deletion of a role assignment
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· Where-used list for a role (for example, in an application)
The where-used list allows you to check whether it is possible to delete the assignment of BP roles to business partners that form part of a business partner relationship. If the relevant role categories are defined at the level of the relationship category and form a prerequisite for creating a relationship, then the assignment cannot be deleted. The following diagram provides you with an overview of the different elements of the role concept and how they fit together. •
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Structure
For more information on the BP roles concept, see the Implementation Guide (IMG) of the Business Partner . •
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Integration
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An extension of the BP roles to include customer-specific attributes is possible. For more
information, also see the
Business Data Toolset.
Make the necessary settings for the BP role in the Implementation Guide (IMG) in Customizing of the Business Partner under Basic Settings ® Business Partner Roles. •
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Example
You are an employee in the sales department of the company Smith p.l.c. You have made contact with Ms. Lopez at Hansen p.l.c. You would like to send her information about your existing products. You create the following business partner master data: •
· A master data record for a business partner with the name “Hansen p.l.c.” with the BP role Prospect , for which you define the required validity data. You create the central data and the address. •
· A master record for a business partner with the name “Ms. Lopez“ with the BP role Contact Person, as well the role’s validity. You create the central data, the address and the relationship “is contact person of” at Hansen p.l.c. •
Three months later, Hansen p.l.c. places an order. The invoice should be sent to the parent company, Hansen and Sons, to be settled. You create the following new business partner master data: •
· You create the role Prospect and assign Hansen p.l.c. the role Sold-To Party. This role is valid from the day of the order. You create sales and shipping data for a specific sales area. •
· A master record for a business partner with the name “Hansen and Sons” with the BP roles Bill-To-Party and Payer. You create the central data, the address, the bank details and the billing data. •
Business Partner Relationship
Business Partner Relationship Categories
BUSINESS PARTNER RELATIONSHIP •
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Definition
A business partner relationship represents the business connection between two business partners. •
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Use
In order to create a relationship between two business partners you have to assign a business partner relationship category to the business partner relationship. The business partner relationship category describes the characteristics of the business partner relationship. •
You can assign attributes (such as a firm’s address for the contact person relationship) to a relationship, which prevents data being stored redundantly. •
You can limit a relationship in time by entering the start date and end date of the relationship. This means that it is possible to get an overview of the periods in which certain business partners were contact persons for a company, for example. •
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Integration
Make the necessary settings for the relationships in the Implementation Guide (IMG) in Customizing of the Business Partner under Business Partner Relationships.. •
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Example
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Ms. Lopez at Hansen p.l.c. is the contact person for your company, Smith p.l.c.
You create a contact person relationship with the relationship category “is contact person of” between the business partner “Lopez” having the BP category Person, and the business partner “Hansen” having the BP category Organization. •
You assign the firm’s address to Ms. Lopez and create more data, such as the calling and visiting hours. •
Business Partner Group Hierarchy •
Concepts
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Functions
BUSINESS PARTNER GROUP HIERARCHY •
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Purpose
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You can use this application for maintaining business partner group hierarchies.
The business partner group hierarchy (BP group hierarchy) allows you to map complex organizational structures of a business partner (e.g. buying group, co-operative or chain of retail outlets). •
On the basis of the group hierarchy, processes can also be carried out in the applications (for example, the pricing in mySAP CRM). •
When you create a hierarchy tree, you form groups of business partners (for example for purchasing groups), which you can use in mySAP CRM for Marketing analyses, for instance. •
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You can also use the hierarchy nodes without assigning business partners to them.
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Features
With the help of business partner groups, you can create hierarchy nodes in order to construct a hierarchy structure. For this purpose, the type of hierarchy is first determined via the hierarchy category. •
By clearly separating the hierarchy structure and business partner master data, the creation of dummy business partners during the construction of the hierarchy is avoided, and performance is improved. •
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Example
The graphic shows the organizational structure of a company with various branches, according to the region to which they belong. •
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FUNCTIONS •
This section contains information about
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· The general Business Partner data
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· The Business Data Toolset (BDT)
· The basic functions of the Business Partner, such as data cleansing and archiving, as well as extensibility and distribution of BP data. •
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Functions
Processing Business Partner Data
Mass Changes
Temporal Validity
Relationship Data
Change History
Authorization Management
Business Data Toolset
Data Transfer
Data Cleansing
Archiving
Deleting Business Partners
Extensibility
Distribution of Business Partner Data
PROCESSING BUSINESS PARTNER DATA •
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Use
This application enables you to create, maintain and manage business partners, and use them for integration with other functions. •
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You can process business partners
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· In the dialog
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· using BAPIs
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· With the help of the Direct Input (DI) during data transfer
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Different business partner data is available to you for this purpose.
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Features
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You can use the following functions:
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Business Partner Functions
Function
Remark
Searching for business partners using different search criteria
In the SAP GUI, you carry out searches using the locator . You can also search for business partners through the fast entry, using the input help.
Creating business partners
Different tab pages and data for maintaining business partners are available to you, depending on the settings made in Displaying and changing business partner Customizing and the role selected. data For more information on the business partner dialog in the SAP GUI, see Interface Elements in the Business Partner . Creating mass changes in business partner data Deleting business partners Using the temporal validity for business partner data Displaying relationship data in the SAP GUI in the form of a graph Displaying change documents for a business partner Managing authorizations for business partners Configuring and extending business partner data with the help of the
Business Data
Toolset Transferring business partner data from an external system Data cleansing of duplicates Archiving business partners Extending business partner data Distributing business partner data Integrating business partner data in SAP NetWeaver Business Intelligence (BI)
For more information, see the SAP Library under SAP NetWeaver ® Information Integration ® BI-Content ® Cross Application Components ® Business Partner
MASS CHANGES Use The mass maintenance tool allows you to change data for several business partners in one processing step (transaction MASS or MASSD). You can use the tool, for example, for reassigning Customizing attributes or external key fields (e.g. bank key).
Integration You can integrate user-defined data into the mass maintenance tool. To do so, you must implement a class and register it in the maintenance view V_TB053. Methods exist for all application exits of the mass maintenance tool. Make the settings to register table extensions and new application tables in the transaction MASSOBJ.
Features You can change the following business partner data in mass maintenance: · General data I (attributes from table BUT000) · Bank details (attributes from table BUT0BK) · Identification numbers (attributes from table BUT0ID)
· Industries (attributes from table BUT0IS) · Roles (attributes from table BUT100) The changes are carried out using the APIs (Application Programming Interface) for the Business Partner. In addition, authorizations are checked, change documents written and user locks set using the APIs
Address data can be changed using the quarterly adjustment of the Business Address Services (BAS). (See the SAP Library under SAP NetWeaver ® Application Platform ® Business Services ® Business Address Services (BC-SRV-ADR) ® Address Checks ® SAP Regional Structure ® Quarterly Adjustment). For more information on mass maintenance, see the SAP Library under Cross-Application Mass Maintenance (CA-GTF-MS) (see Mass Maintenance with the New Interactive Design for the new features for transaction MASSD), as well as in transaction MASSD under Display Help.
TEMPORAL VALIDITY Use You can use business temporal validity for data of the Business Partner, for example, for the following data: · Central data · Roles · Address data · Address usages (with full time dependency) · Communication Data · Identification numbers · Bank details · Payment cards You can create validity periods for this data in the dialog of the Business Partner.
Integration
You can distribute time-dependent data to other applications using report BUPTDTRANSMIT. This applies in particular to applications that support time dependency (for example, SAP NetWeaver BI). For more information, see the documentation for this report. Report BP_TD_SWITCH enables you to convert planned changes. For more information, see the documentation for this report.
Prerequisites You have activated time dependency for the relevant data. Make the necessary settings in Customizing of the Business Partner under Activation Switch for Functions. For more information see the SAP Note 810634.
Features You can use the following functions in the dialog: · Displaying the validity periods for the data · Creating and changing validity periods for the data
Activities Choose the pushbutton Role Detail above the tabstrip to display the validity data for the roles (for example, for all the roles valid on a key date).
Example Address Usage Your customer, Mr. Meyer, informs you that he will be on vacation for three weeks from the 01.08.2005. During this time his correspondence should be forwarded to his hotel. Any deliveries of goods should, however, still be sent to the currently known address, where they will be received by neighbors. Mr. Meyer stayed in the same hotel last year, and inquires whether this address is still stored in the system. You find the vacation address in the system and receive the information that correspondence was sent to this address last summer. You create the following business partner master data: · An address usage correspondence address for Mr. Meyer’s vacation address with the validity period 01.08. to 21.08.
The system automatically determines that the mail is sent to the currently relevant correspondence address from the 22.08.
· An address usage delivery address for the currently known address, with no restrictions on the validity.
Temporal Validity
Time Dependency of the Central Data
TIME DEPENDENCY OF THE CENTRAL DATA •
Use
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You can use the full business time dependency for the central business partner data (table BUT000). •
Integration
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You can use the Easy Enhancement Workbench (EEW) to carry out time-dependent extensions of the central data. •
For more information see the Extension Using the Easy Enhancement Workbench (Extended). •
Prerequisites
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You have activated time dependency for the central data. Make the necessary settings in Customizing of the Business Partner under Activation Switch for Functions. •
For more information see the SAP Note 810634.
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Activities · In order to create a new period for changed data, choose the pushbutton Create Validity Period above the tabstrip in the business partner dialog in the SAP GUI.
When you create a business partner, the system automatically assigns unlimited validity to this business partner.
You can carry out other activities for the validity periods only after the business partner has been saved.
The pushbutton Create Validity Period is active only if •
§ No periods occurring in the future exist yet
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§ You are working in the current validity period
· Choose the pushbutton Validity Period Detail to change a period.
You can carry out the following actions for periods: ¡ Delete ¡ Copy ¡ Change
You can change validity periods only when you make changes to existing business partner data. If only one validity period exists for a BP that you display or create, the dialog box for maintaining validity periods is not displayed. · Choose the pushbutton Validity Period Details to display an overview of the validity periods. · To change the currently displayed validity period of the business partner, choose another validity period in the dropdown box.
Example Flagging a Change On the 01.01.2005 you maintain data for the business partner, Julie Armstrong, who will marry on 01.05.2006. You create a period with unrestricted validity beginning on the 01.05.2006, and make the change of name and marital status in your master data. Making a Change for a Defined Period On the 04.05.2005 someone phones to inform you that the business partner Hansen p.l.c. should not be used for transactions in sales order processing from the 01.01.2006 till the 31.12.2006. You create the new validity period and set the indicator Central Block. Canceling a Change A week later you are informed in writing that this information about Hansen p.l.c. was not correct. You reset the indicator. When you save the BP you receive the message that the existing periods can be merged because the data is identical. You have the possibility to accept this suggestion.
RELATIONSHIP DATA You can find more information on the relationship data in the following sections.
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Relationship Data
Central Relationship Data
Displaying Business Partner Relationships
CENTRAL RELATIONSHIP DATA
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Use
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You use control tables to specify whether attributes can be maintained for a relationship category.
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To date, it has been set as standard that attributes can be maintained for the contact person relationship and shareholder relationship.
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You can use the following data and functions, which you can process in the dialog as follows:
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Contact Person Relationship
Contact Person: You can specify a VIP indicator for the business partner. General Data You can also enter data on the department, function and power of attorney of the business partner, as well as free text as a comment. Address Data
In addition to telephone and fax numbers, and email address, you can also enter address details such as company department and name of function as user-defined text. If a company’s address is maintained, you can assign it.
Address Overview
You can view the address data of the contact person in the Address Overview. You can also change the assignment of the firm’s address, and assign additional firms’ addresses (if, for example, the business partner has an office in several locations).
Address Print Preview
This shows you the address of the contact person in the print preview.
Business hours You can enter the times a contact person can be visited or called. The are integrated into the relationship maintenance for this purpose.
business hours
Shareholder Relationship Shareholding Data
You can specify the shareholding percentage as well as the actual amount, together with the currency.
With the Control indicator you can state whether it is a controlling interest on the basis of a controlling agreement or key shareholding. A controlling interest is not strictly limited to one business partner. For example, if two business partners each hold an interest of 50%, both can have a controlling interest.
If you have specified an own relationship category (see Extensibility), you can define attribute maintenance for this relationship category.
DISPLAYING BUSINESS PARTNER RELATIONSHIPS Use You can display business partner relationships in one of the following ways in the SAP GUI: · As a list · As a hierarchy · As a network
Integration You can hide the selection fields for the list display in the Implementation Guide (IMG) in Customizing of the Business Partner under Business Partner Relationships ® Basic Settings ® Field Groupings.
From Release 6.20 it is possible to hide the fields by means of the IMG activity Configure Field Attributes for Each Client (application object BUPR). Up to Release 6.10, you can use the IMG activity Configure Field Attributes for Each Activity (activity ’02 change’), which is also still available from 6.20. Make the necessary settings for the layout management of the list view under Assign Layout Groups to Relationship Categories. You can extend the relationship overview by adding user-defined fields with the help of a Business Add-In (BAdI).
Prerequisites You have maintained one or more relationships for a business partner.
Features
List In the Overview of the list display, you can see all the relationships of a business partner for all relationship categories. Select a particular relationship type to display the relationships of that relationship category. From the list, you can click on the pushbutton Change Relationship, to access process the detailed data for a relationship. You can restrict the number of selected relationships by means of different selection criteria and their combinations (selection fields).
Only the first 200 relationships of a business partner are read by default, for reasons to do with the runtime. If the number of relationships exceeds the maximum number of hits, the selection fields are automatically displayed. You can expand or collapse the selection area manually. In addition to standard communication data such as fax, telephone and e-mail that belong to the standard address, additional data, such as the standard relationship, is also displayed in the list for the contact person relationship Other fields for the display, which you can select when you personalize the lists, are also available to you You can adapt the list view to your specific requirements. You can use the standard functions of the SAP List Viewer (ALV) for carrying out personalization with the help of the layout management. For more information, see the user documentation for the SAP List Viewer.
When you switch to a different business partner or a different tab page, the settings for the selection area (for example, the setting for expanding) are transferred for each tab page from the last processing transaction of the BP in question. The settings in the selection area are not transferred when you call up the transaction again.
Hierarchy In the hierarchical display format, you can see all the relationships of a business partner belonging to each relationship type you have selected on a specified key date (1:n view). You can also select the appropriate display level in order to display a complex relationship set for a BP. If you select a high level, for example, for the contact person of a BP with the category Organization that you are currently processing, other organizations are displayed that also have this contact person.
From the hierarchical display, you can access and process the detailed data of the relationship by clicking on the pushbutton Change Relationship. The relationship is maintained from the lower-level business partner.
Because of the hierarchical display format (1:n), it is not possible to map additional relationships for a business partner that is already displayed. For this reason, additional incoming and outgoing relationships to business partners that are already displayed are shown in the form of an icon. To display these relationships, select the corresponding business partner, right-click on it, and select Display Relationships. Choose Incoming or Outgoing relationships. A detail screen appears. Select the business partner for the required relationship in order to be able to maintain the detailed data.
Network In the network display, all the relationships of a business partner of a selected relationship type on a specified Key Date (1:n view) are displayed graphically. The business partners are represented as nodes, and the business partner relationships are represented as lines between the nodes. The graphical display format allows you to view all the incoming and outgoing business partner relationships as well as the relationships for additional business partners simultaneously. You can select the display level here as well, and use pushbuttons to enlarge or reduce the display. You can choose between portrait and landscape format when displaying relationships. You can maintain both business partners and relationships from the network display. In addition, you can create relationships of the selected relationship category between any two business partners depicted in the network, by means of the pushbutton Insert dependency . Overview of All the Display Formats
List
Display Format:
Maintenance
Display Level (Depth)
A list of all the relationships of a BP to all relationship types.
Maintenance of relationships possible
Selection not possible
Hierarchy Hierarchical display of all relationships of a BP of Maintenance of a particular relationship type (1:n display). relationships possible
Selection possible
Additional relationships with existing business partners are identified by an icon. Network Graphical display of all relationships of a BP of
Maintenance of business
· Selection possible
one relationship type (n:m display).
partners and relationships possible
The business partners are represented as nodes, and the business partner relationships are represented as lines between the nodes.
· Possibility to enlarge and reduce · Choice of vertical or horizontal format
CHANGE HISTORY Use You can display a change history using the change documents, for changes made: · To a business partner · To a field · To all data for the Business Partner, for example ¡ Roles ¡ Addresses ¡ Identification numbers ¡ Industries ¡ Bank details ¡ Payment cards ¡ Status ¡ Relationship data You can display the change history for a business partner displayed in the dialog. You can display change documents for several business partners for a selected period, and also according to additional selection criteria, using the report BUSCHDOC
Prerequisites
You have carried out the report BUPSELG5 or, if required, the report BUPSELG0 (differentiation criteria) to generate the selection options of report BUSCHDOC.
Activities · Choose Extras ® Change History in the menu of the Business Partner dialog in the SAP GUI to display the change history for a business partner, a field or the status of a business partner. · In order to display the change history for business partner data, such as the roles, the address overview or the payment transactions, choose the pushbutton Change History on the relevant tab page or under Role Detail . · In order to display the change history for relationship data, choose the pushbutton Display Relationship in the tab Relationships, and then the pushbutton Field Changes in the following dialog box.
Example You display all the changes made to several business partners of your choice in December 2004.
AUTHORIZATION MANAGEMENT Use You can use the following authorization objects to control the authorizations for maintaining business partner data: · Authorization objects for the Business Partner: ¡ B_BUPA_GRP ¡ B_BUPA_ATT ¡ B_BUPA_FDG ¡ B_BUPA_RLT · Authorization objects for relationships: ¡ B_BUPR_BZT ¡ B_BUPR_FDG In addition, you can assign an authorization group to a business partner in the dialog. The authorization group controls which users may maintain data for this business partner.
You can also define authorizations for fields and field groups using the Business Data Toolset (BDT). Depending on the settings you have made, the system carries out the relevant authorization checks. In the dialog in the SAP GUI, you can display an overview of the authorizations assigned to you by pressing the button Settings. For more information on authorization management, see the Implementation Guide (IMG) of the Business Partner , as well as in the Developer’s Handbook for the BDT under Authorizations.
Integration Authorization management for the Business Partner forms part of the
SAP authorization concept.
Prerequisites You have made the necessary settings in Customizing of the Business Partner under Basic Settings ® Address Management.
Business Data Toolset Developer’s Manual Introduction Introduction to the BDT - What is the BDT? Function Overview Roadmap for Implementation Appendix – Terminology Definitions Introduction This manual describes the functions in the Business Data Toolset (BDT) as of January 1999. Development for Release 4.6A in the standard R/3 system has already begun at this point. The following IBU releases have the same development status: • • • •
IBU Banking Release 4.01B IBU Insurance Release 2.1A IBU Telecommunications Release 1.2 IBU Utilities Release 1.2
This manual is divided into five main sections. After this introduction, the chapter
Introduction to the BDT - What is the BDT? provides a brief overview of the BDT’s origins, current features and enhancements planned for the future. The chapter Function Overview describes current functionality in detail. In writing this manual, the authors have assumed thorough knowledge of dialog programming and the related tools. The chapter
Roadmap for Implementation is devoted to practical problem-solving. It lists any necessary steps and then makes reference to sections that provide more detailed descriptions. Explanations of special terms and abbreviations as well as an overview of naming conventions ( Terminology Definitions) comprise the last section of the manual. Depending on your interests, different sections will be more or less relevant for you: •
For a brief overview of the functions in the BDT, see section 2
Introduction to the BDT - What is the BDT? Developers and consultantswho plan to use the BDT for implementation but are unfamiliar with it need to read the entire manual.
Developers and consultants with BDT experiencemay only need to consult the Roadmap for
Implementation to solve actual problems.
Introduction to the BDT - What is the BDT? The BDT (Business Data Toolset) is a central control tool for maintaining master data and simple transaction data. In addition to dialog maintenance, it also supports maintenance with direct input and/or function modules. The BDT also provides generic services for consistently recurring requirements such as occur in change document lists, field groupings and the deletion program. It takes control over these objects as well as generic parts and calls the applications using predefined interfaces (control tables and events). The applications themselves introduce application-specific enhancements, such as writing and reading application tables. Note: The BDT is used at SAP for maintaining several application objects (see Current Status, user). Development partners and customers can also extend these application objects via the BDT interfaces. However, objects belonging to the development partners and customers may not be mapped using the BDT, as the required control has not yet been released.
Introduction to the BDT - What is the BDT?
History
Current Status
Future Enhancements
Problem Messages/Development Requests
Task Menu BUPT
History The Business Data Toolset originated in the Central Business Partner project. The following demands on the technical aspect of data entry played an important role in the development of the BDT: Extensibility Although the Business Partner project group had realized the central attributes of a business partner, (such as name components, addresses and bank details) there were other specific attributes in many of the remaining applications. Development partners and customers needed a facility for incorporating their own attributes into maintenance. In master data for accounts receivable and accounts payable, you had to make modifications to do this. Because it is impossible to collect and implement all these different attributes in one project group, maintenance for downstream enhancements had to be extensible without the need for modifications. Configurability Because mid-size customers in particular tend to suppress most of the standard SAP data fields, dialog maintenance becomes tedious when you still have to go through screen after screen on which only one or two fields are relevant. Switching screens often slows down data entry considerably. As a result, it was decided to make screens configurable in order for customers to both tailor entry screens to their individual needs and keep the number of screens to a minimum. Divisibility If you were to count up all the attributes in the SAP system that are relevant for a business partner, you would have several hundred fields. Since it is impossible to include all these attributes in each type of maintenance, the maintenance itself must be divisible into parts wherein only those attributes are visible which are relevant in the current business context. These parts are called roles in Business Partner. The necessary technology was first developed in a common program with application data for Business Partner. However, it soon became apparent that the second part of this project - i.e., the business partner relationships - were placing the same technical demands on data maintenance. The requirements listed above were also applicable to other business objects. As SAP restructured with a new industry orientation, extensibility assumed a greater importance for development. Many of the IBUs wanted to extend or enhance application objects from the standard system. As a consequence, the Business Partner project group decided to separate the technical part from the application data and then make this technology available to other application objects. This technical •
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•
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part, which was called BP control or master data control for a long time, is now known as the Business Data Toolset , or BDT .
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CURRENT STATUS User The first user of the BDT is SAP Business Partner (see Introduction to the BDT - What is the BDT?). Business Partner’s purpose is to integrate all partner solutions that currently exist in the SAP system. In the first step, the following new applications build on this development:
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· Contract Accounts Receivable and Payable
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· IBU Banking
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· IBU Insurance
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· IBU Utilities
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· IBU Telecommunications
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The integration of the Treasury business partner is currently in process and should be complete by R/3 Release 5.0. In the meantime, other application objects have already taken advantage of the BDT. The following application objects are currently being realized or developed in conjunction with the BDT:
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· Central Business Partner
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¡ Partner maintenance
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¡ Relationship maintenance
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· Contract Accounts Receivable and Payable
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¡ Contract account
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· IBU Banking
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¡ Bank account
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¡ Standing order
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¡ Financial product
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¡ Financial conditions
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¡ Risk object
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¡ Variable transactions
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· IBU Insurance
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¡ Insurance: Claims
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¡ Insurance: Loss event
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¡ Commissions: Remuneration agreements
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· Real Estate
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¡ Real estate contract
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¡ Tenant information
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¡ Cost efficiency analysis
Advantages Similar technical demands are often placed on the development of application objects. By using the BDT, an application object can provide functions without having to realize them itself. The essential advantages of using the BDT are: · Extensibility
You can extend various dialog parts without the need for modifications using downstream applications either within SAP or through development partners or customers. This applies to ¡ Screen Layout ¡ Screen sequence ¡ Program Logic ¡ Menu ¡ Search Helps ¡ Field Modification ¡ Authorization checks
Extensibility is also possible in other areas, such as data maintenance without dialog or change document lists. Extensions, or enhancements, can be created over multiple levels. As a rule, application development in ERP currently recognizes a maximum of five levels: ¡ Application basis ¡ Standard applications ¡ Industry applications ¡ Development partners ¡ Customers · Configurability
Screen layout and sequence can be configured by application developers and/or customers. While developers use BDT control tables to modify screens, customers can take advantage of a configuration tool developed using Visual Basic for changing standard SAP screen layout and sequence with the drag&drop method. · Divisibility
The maintenance of large objects can be broken down into smaller parts. You use control tables to define which attributes can be maintained in an object part. The term object part can be replaced by a more suitable term for any given application object. The BDT supports two types of divisibility: ¡ Each object instance can take on multiple parts (example: roles with a business partner) ¡ Each object instance can take on just one part (example: account type with a bank account) · Decoupling
Each application always develop within its own function group. The individual applications are thereby decoupled. · Use of Other Interfaces
Interface and program logic are separate in the BDT. The program logic for the applications is contained fully in function modules that are called by the BDT at predefined times. As a result of both of these factors taken together, the SAP interface of the BDT can be replaced by a different interface. · Faster Development
Because the BDT takes control of dialog processes, the applications limit themselves to realizing business functions. The BDT also provides services in which the applications can be included. These factors reduce considerably the time needed to develop applications. Uniformity
In all application objects that use the BDT, online navigation takes place using the BDT and is therefore identical. Using the generic object services also contributes to a certain uniformity.
Functionality The following provides you with an overview of functions that have already been realized. · Dialog Maintenance ¡ Existing tables can be extended by downstream applications using the APPEND structure technique from Basis. These new table fields as well as completely new tables can be integrated seamlessly into a dialog by SAP applications, development partners or customers. ¡ Screen layout and sequence can be extended and configured using control tables (without the need for modification). Customers can adapt standard SAP screens to their needs with drag&drop within customizing. Using the Visual Configuration Tool (VCT), customers can change •
§ screen layout - or also group several screens together
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§ screen sequence
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§ screen titles
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§ frame titles
¡ Program logic can be extended by SAP applications, development partners or customers using event function modules In this way, each application can •
§ read its tables
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§ check its fields
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§ carry out additional checks for fields in other applications
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§ save its tables
¡ The screen title is composed by the BDT in accordance with SAP ergonomic guidelines. Its elements are •
§ the title of the application object (business partner )
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§ the activity (change)
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§ the title of the current screen (address)
In this example, the BDT created the screen title Change Business Partner: Address. You can change the title created by the BDT with event DTITL. ¡ The menu is defined by the application that owns the application object. The central functions, such as Cancel, Exit, Save and Back, provided by the BDT are part of the menu. You can use control tables to define when a menu option is to be active depending on the: •
§ maintenance mode (save or transfer mode)
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§ activity (create, change, display)
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§ views on the current screen
Example: The menu option Delete Bank Details should only be active in the Create or Change activity and when the view of the bank details is on the current screen. ¡ Field groupings can be made using criteria of your choosing. The BDT supports the application when creating a maintenance transaction for one criterion and links settings for various criteria to the runtime using predefined rules. ¡ Using a control table, applications can add any number of other elementary search help functions to fields related to search help. Starting in Release 4.6A, this service will be provided by Basis in the form of APPEND search help functions. ¡ You can include notes easily on a screen and, like any other dialog part, place them wherever you like. ¡ Authorization checks can be carried out between the initial screen and the first data screen as well as prior to saving. The BDT provides some of the recurring authorization checks that can be used by application objects. •
§ Authorization for field groups
Example: Only user A may maintain names and addresses of business partners, while all users can maintain any remaining fields. •
§ Authorization for field values of any field
Example: Authorizations for a business partner are to be granted using the ‘Last Name’ field User A may only maintain those business partners whose last names begin with A-K
User B may only maintain those business partners whose last names begin with L-Z Every application can also carry out any other authorization checks. ¡ Change documents are written by each application when saving data itself; the BDT provides evaluations. The following evaluation types are available: •
§ Field changes (display changes to a field of an instance)
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§ Account changes (display changes to all fields of an instance)
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§ Display changes to multiple/all instances
¡ Transfer mode: The maintenance dialog is called from the maintenance of another object. The data is saved together with the calling object. Example: Maintaining a contract requires you specify both parties to the contract - two business partners. You should be able to create and/or change both business partners from contract maintenance. The contract data and the business partner involved are to be saved together. In order to do this, business partner maintenance must be called from the contract in transfer mode. When you exit business partner maintenance, the data entered is flagged but not yet saved in the database. Once the contract has been saved, the flagged business partner data is written to the database. ¡ External interfaces can be realized for application objects that were developed with the BDT. In this case, the external maintenance transaction only takes over the structuring of the interface and forwards the field contents entered on to the BDT. BDT function modules are called to carry out program logic such as reading, checking and saving data. They trigger the events that call the event functions modules in the applications. · Maintenance Without Dialog ¡ Direct Input (DI)
Using the DI tools developed in EIS, data is read from a file and transferred to the BDT. The BDT then forwards that data on to the applications within events DINP1 (header data) and DINP2 (data). Finally, the same events are processed in this type of maintenance transaction as in a dialog. Most of the program logic developed by the applications can be reused. ¡ Maintenance Using Function Modules
In contrast to DI, the data in this case is transferred in the interface of a function module instead of being read from a file. Once the data has been transferred to the BDT, the process is the same as that for DI.
Basic Functions
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SAP Business Partner
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Contract Accounts
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Postings and Documents
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Tax Postings
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Open Item Management
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Account Balance Display
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Print Workbench
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Creating and Issuing Correspondence
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Customer Contacts
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Document Management Service
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Conditional Processing Locks
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Requests
SAP BUSINESS PARTNER Definition Organization (firm, branch office), person or a group of persons or organizations in which your company has a business interest.
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Use
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You can create and manage your business partners centrally for different business transactions.
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This is of prime interest if a business partner plays different roles for a company, such as sold-to party and ship-to party. You can create a business partner in different business partner roles. During the course of the business relationship, the business partner can assume other business partner roles. You do not need to create the general data, which is independent of a business partner’s function or of application-specific extensions, again in each case for this business partner. This prevents data being created and stored redundantly.
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Structure
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You can use the following basic elements, which form part of the business partner data:
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Business Partner Concept
Concept
Remark
Business Partner Category
The data that is available for your business transactions depends on the business partner category.
Business Partner Role A business partner can take on different
business partner roles , which allow different views of the business partner data depending on the business function.
Business Partner Relationship
A relationship connects two business partners and is characterized by the business partner relationship category.
Business Partner Group Hierarchy
You can represent the structure of an organization using the group hierarchy
• •
business partner
Integration For more information on the functions for a business partner, see Partner Data.
Processing Business
CONTRACT ACCOUNTS Contract Accounts •
Contract Account Category
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Contract Account
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Controlling Specifications in Contract Accounts
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Link Between Contract Accounts and Business Partners
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Logging Changes
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Automatic Master Data Transfer
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Creating, Changing, and Displaying Contract Accounts
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Correspondence for Master Data Changes
Purpose This component enables you to create and manage contract account master data. In Contract Accounts Receivable and Payable, each business partner posting is assigned to one business partner and to one contract account. In the contract account master record, you can define, for each business partner, the procedures that apply when posting and processing the line items of a given contract account. These include, for example, payment and dunning.
Integration Master data can be changed automatically by certain business transactions. In this way, for example, a return can result in a processing lock being set.
Features You can assign more than one contract account to a given business partner. Similarly, a single contract account can be assigned to more than one business partner. Note however, that in the industry components listed below, different rules apply. You can transfer data manually or automatically. Contract accounts tend to be managed on an open item basis. See Open Item Management. The system logs changes to master data. See Logging Changes.
Telecommunications (IS-T) component In this component, a contract account can be assigned to one business partner only.
Utilities Industry (IS-U) Component In Utilities,one contract account contains all those contracts belonging to one business partner for which the same payment and dunning terms apply. You assign your business partner contracts to the contract accounts. Although one contract account can contain more than one contract, each individual contract is assigned to one contract account only. This does not apply to one-time accounts. For more information on contracts, see the Utility/Disposal Contracts section in the Utilities Industry component.
Insurance (FS-CD) Industry Component You assign contracts to the contract accounts for which there is a business partner. Each contract is only assigned to one contract account, however one contract account may have several contracts assigned to it. Contract account master data is usually created and changed from the operational system using an interface.
Industry Component Public Sector Contract Accounts Receivable and Payable (PSCD) You set up the contract accounts of a business partner for the relevant taxes (property tax, income tax, and so on). You assign contract objects to a contract account for which relevant taxes are levied. If different taxes are levied for a contract object, you can make assignments to several contract accounts. For more information about the contract objects, see the documentation for the industry-specific component Public Sector Contract Accounts Receivable and Payable under Contract Object .
POSTINGS AND DOCUMENTS Purpose This component enables you to post and process documents. These documents are either automatically imported from an operational or non-SAP system, or you can enter and post them manually. You use this component to enter your basic settings for entering, posting, and processing documents both manually and automatically.
Features Postings are always stored as documents in the system (document principle); documents serve as proof of a business transaction (see Documents). Each document is assigned a unique number (document number). You can have the system number documents automatically, or you can number them yourself. The document type controls how numbers are assigned (see Document Type). An official document number can be assigned to a document as well as the document number. This is required for reports to the tax authorities in some countries, such as Argentina and Brazil. For more
information about the assignment of official document numbers, see SAP Note 211778: When you enter documents, you can also clear open items that have already been posted. You can display documents and (provided certain prerequisites are met) change, reverse, and archive them. When you are entering and processing documents, you can hide fields that you do not require, or define your own screens that list the document fields you do require. Individual industry solution components can display fields in shortened form or as display fields. In addition to line items that update transaction figures in the general ledger (such as those relating to invoices, payments, or credit memos), you can also post statistical line items. These line items are noted on the contract accounts but do not need to be posted to the general ledger. They are processed both by the dunning program and the payment program. They are used, for example, to post budget billing requests or charge receivables. Statistical line items are not taken into account when checking the balance. Documents can be posted across more than one company code. The balance of all the line items in a company code is always zero (see Cross-Company Code Documents). The system creates automatic postings for all business transactions. This includes taxes, discounts, and exchange rate differences. In so doing, it calculates the relevant amounts, and automatically determines the G/L accounts to which they are to be posted. In addition to G/L accounts for automatic postings, you can define further account assignments depending on the business transaction. You do this in Customizing. This simplifies the task of entering and processing documents.
Industry-Specific Component Utilities (IS-U) The system determines all accounts receivable, and accounts payable, and all revenue and expense accounts automatically using the account assignments entered in the line item. When you post a document, the system automatically determines the tax code according to the account to which the document is posted. You can post budget billings either as budget billing requests (statistical documents) or as partial invoices. For more information, see the Invoicing, Invoice Processing, and Budget Billing Plan sections of the Utilities Industry component. You can settle documents on behalf of third parties using cross-company code invoice documents. For more information, see the Invoicing section of the Utilities Industry component.
Industry Component Telecommunications (IS-T) The system determines all accounts receivable, and accounts payable, and all revenue and expense accounts automatically using the account assignments entered in the line item. When you post a document, the system automatically determines the tax code according to the account to which the document is posted. You can settle documents on behalf of third parties through the use of cross-company code billing documents. For more information, see the Invoicing section of the Telecommunications component.
Industry-Specific Component Insurance (FS-CD) In this component, all accounts receivable and payable, and all revenue and expense accounts are determined automatically by the system using the criteria entered in the line item. You have to enter revenue and expense accounts if they are not to be determined automatically. In addition to G/L accounts, the dunning procedure and item category are also determined automatically. Tax calculation takes place in the operational system and is transferred to Contract Accounts Receivable
and Payable when making the debit entry. You have to enter the tax manually when you are posting manually.
Industry Component Public Sector Contract Accounts Receivable and Payable (PSCD) The system determines all accounts receivable, and accounts payable, and all revenue and expense accounts automatically in accordance with the account assignments entered in the line item, such as main and subtransactions.
Postings and Documents
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Documents
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Document type
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Posting Dates and Posting Periods
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Screens and Navigation
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Automatic Postings
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Entering Taxes
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Entering Documents
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Posting the Document
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Document Changes
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Functions Available for Displaying and Changing Documents
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Navigation in Documents
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Mass Changes to Documents
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Public Sector-Specific Mass Changes to Documents
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Cross-Company Code Documents
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Reversing Documents
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Document Archiving
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Automatic Document Transfer
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Workflows for Checks and Approvals
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Prepared Enhancements
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Customer-Specific Enhancements for Postings and Documents
TAX POSTINGS
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Features
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The following sections contain information:
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· About posting taxes in Contract Accounts Receivable and Payable
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· About creating tax returns for the tax authorities
Tax Postings •
Posting Taxes in Contract Accounts Receivable and Payable
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Account Assignment of Tax Items
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Withholding Tax
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• •
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Posting Stamp Tax (Bollo)
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Parallel Update of External Tax Systems
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Data Access and Verifiability of Digital Documentation
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Calculating and Reporting Telecommunications Tax from External T
OPEN ITEM MANAGEMENT Purpose Open items arise from every posting transaction in a contract account and reflect unfinished business transactions. For example, an invoice item that has not yet been paid is recorded as an open item in the contract account until it is paid and cleared. Open item management enables you to check which receivables and payables are outstanding. In Contract Accounts Receivable and Payable, your accounts must be managed on an open item basis in order to be able to use most procedures (such as dunning or payment).
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Features
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You can:
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· Display open items in the document display (see Postings and Documents) and account balance display (see Account Balance Display) · Change open items using the document change function (see Postings and Documents) · Clear open items to document that a business transaction has been completed, for example, an incoming payment for an invoice You can clear open items belonging to a contract account either partially or in full. For partial clearing, the system stores the open residual amount for the item and the cleared amount. In the open item, you can enter a due date for net payment, due date for cash discount, and/or deferral date. If you enter a deferral date, the open item is not processed again by the dunning or payment program until this date has elapsed. Clearing restrictions or clearing indicators mean that line items can only be cleared by specific business transactions or settled, meaning they are neither paid out nor collected. Open items can be cleared in a currency other than the currency in which the open item was entered. If you clear the item in an alternative currency, the system performs the necessary translations between the two currencies automatically. The translation involves two steps: ...
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1. Translation of document currency to local currency
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2. Translation of local currency to clearing currency
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For the translation, the system uses the average rates in accordance with the exchange rate table. If you have agreed other exchange rates or amounts with the customer, differences arise during the
translation. To avoid these differences, you can change the translated amounts in Account Maintenance (SAP menu: Account ® Maintain) on the screen Account Maintenance: Process Open Items (see Assigning Clearing Amounts and Cash Discount). In addition to determining exchange rate differences during clearing in foreign currency, the system carries out other automatic postings dependent on the business transaction. For example, it automatically calculates small differences that are within predefined tolerance limits, cash discounts, and taxes, and posts them to the G/L accounts defined in Customizing. In automatic clearing (for example, posting payment lots), the payment amount is assigned to the open items according to industry-specific or customer-specific rules automatically via clearing control.
Functions with which you can clear open items •
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· Account maintenance (see Automatic Account Maintenance and Manual Account Maintenance) Allows you to clear or partially clear posted open items, such as invoices and payments on account, if the total amount of the selected line items is zero. Payment program (see Creating Forms and Payment Media) All items paid by the payment program are cleared. · Post a payment lot (see Processing Incoming and Outgoing Payments ) A posting document is created for each payment in a payment lot or a check lot. There is usually an item in the bank clearing account for each instance where open items bearing the same amount are cleared. · Posting with payment at cash desk · Reversing a document (see Postings and Documents) The reversal document clears all open items in the original document. · Posting a return (see Returns) Down payments and payments on account that were posted for an incoming payment or debit memo are cleared by the returns document. · Resetting clearing (see Resetting Clearing) If down payment requests or budget billing requests are contained in a clearing that is to be reset, the down payments or budget billing payments that were created by the clearing are cleared again by the reset document. · Posting a document (see Postings and Documents) Enables a combination of the entry of new posting items and clearing of posted open items.
Functions with which you can reset clearing •
· Resetting clearing If open items were cleared accidentally with a payment, you can reset clearing.
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•
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· Reversing a document
When you reverse a clearing document, all items that were cleared by the clearing document become open items again. · Posting a return When you post a return for a payment document, all items that were cleared by the payment document become open items again.
Open Item Management •
Cleared Items
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Clearing Documents
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Manual Account Maintenance
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Automatic Account Maintenance
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Resetting Clearing
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Account Balance Display
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Purpose
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You use this component to display the debit and credit items posted to one or more contract accounts. Features You can use selection criteria to limit the selection of items to be displayed. For example, you can only select cleared items or items which were posted in a particular period. You determine what information is to be displayed from the document by means of line layout variants. Line layout variants of the "totals variant" type define the fields by which items are to be displayed in accumulated form. You can switch between the variants as required within the account balance display. You define the required variants in Customizing. There is also a search, sort and summation function in the account balance display.
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Account Balance Display •
Account Balance
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Selecting Items
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Navigation in the Account Balance
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Line Layout
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Balances Variants
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Sorting Items in the Account Balance Display
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Additional Fields in the Account Balance Display
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Searching for Items in the Account Balance Display
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Totaling Items in the Account Balance Display
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Traffic Lights in the Account Balance
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Calling Up Account Balances
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Working with the Account Balance
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Integration of Functions in Account Balance
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Account Balance Display by Snapshot
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Creating Payment Forms from the Account Balance
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Creating Account Information
PRINT WORKBENCH Purpose The Print Workbench is a central development environment for creating standardized outgoing correspondence. To configure the forms, the Print Workbench uses the SAP standard components for configuring forms – SAPscript forms, Smart Forms, and SAP Interactive Forms by Adobe. The Print Workbench is subdivided into the following subobjects: ● Form classes Form classes are defined by SAP applications and contain modeling, as well as access instructions for all of the data that belongs to an application or an application process. You can use form classes to create application forms where you access the data defined in the form classes. Invoices, dunning notices, and account statements are examples of form classes. The form classes are delivered with each application component that uses the Print Workbench. Changes to form classes delivered have modification status. ● Application forms You create application forms based on the form classes delivered. You can define several application forms for each form class, for example, different invoices for different business partner groups. SAP delivers example forms that you can use as a reference for your own application forms. You can use user exits to adjust the application forms to your requirements. Numerous help functions simplify form creation. You can call up the Print Workbench using the area menu PWB.
Integration The Print Workbench (CA-GTF-PWB) is a component of SAP Web Application Server and it can be used with no further prerequisites by every other SAP application. In the Print Workbench you can use Smart Forms (BC-SRV-SSF), SAPscript (BC-SRV-SCR), or SAP Interactive Forms by Adobe (BC-SRV-FP).
Architecture of the Print Workbench
Print Workbench •
Form Classes
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Application Forms
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Collection
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Calling Form Printing in ABAP Programs
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Printing Processes and Printing Scenarios
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Using Print Action Records
CREATING AND ISSUING CORRESPONDENCE
Purpose You can create correspondence based on individual requests, such as account information, or based on mass requests, such as invoice printing, dunning notices, or returns notifications.
Features Correspondence is created and issued by means of the integrated use of the following components: · Correspondence Tool · Print Workbench · SAPscript · Smart Forms · PDF-based forms The exact form of the correspondence creation and issue is dependent on the using application.
Creating and Issuing Correspondence •
Correspondence
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Determining Correspondence-Specific Data
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Event-Controlled Correspondence in Contract Accounts Receivable
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Periodic Correspondence in Contract Accounts Receivable and Paya
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Correspondence Types
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Payment Forms
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Printing Correspondence
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Dunning Inbound Correspondence
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Correspondence History
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Manual Correspondence Creation
CUSTOMER CONTACTS Purpose This component logs all customer contacts that were saved from this component or automatically from other components and displays them. This includes contacts initiated by the customer such as telephone calls, as well as contacts initiated by the utility company (such as letters or dunning notices). In the display, you can list customer contacts by type, period, and medium for example. Analyzing customer contacts provides information on the efficiency of business processes and the capacity of customer service representatives.
Implementation Considerations
This component is optional. You need it if you wish to log and manage your customer contacts.
Integration The Business Object Repository (BOR) contains the following Business Application Programming Interface (BAPI) for customer contacts: PartnerContact.CreateFromData (create contact with data). For general information on BAPIs, see the BAPI User Guide and the BAPI Programming Guide (CA-BFA) . For more detailed information, see the documentation for the individual BAPIs in the BOR.
Features For each customer contact, you can create a reference to a data object. For example, an invoice complaint can contain a reference to the invoice or an object reference to a service request derived from the complaint. You can use the note function to enter notes for a customer contact, such as the reason for a budget billing amount adjustment. In the customer overview, customer contacts are displayed separately by contract account. The contact must contain the contract account as an object. You must therefore ensure that the contact references a contract account when you create the contacts. In the settings for Customer Contacts in Customizing for Contract Accounts Receivable and Payable, maintain an appropriate object reference. The object references are classified by the role they have in relation to the customer contact. You can set up this role in Customizing for Contract Accounts Receivable and Payable under Business Transactions ® Customer Contacts ® Define Object Roles. The object references are stored according to an SAP concept used by the SD document flow and the SAP Business Partner (CA-BP) where-used list. You can also display links from the linked objects. To do so, choose System ® Links.
Customer Contacts •
Creation of Customer Contacts
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Editing and Evaluating Customer Contacts Manually
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Interaction History
DOCUMENT MANAGEMENT SERVICE The Document Management Service (DMS) archives documents and links the archived documents with application objects of Contract Accounts Receivable and Payable (FI-CA). Prerequisites You made system settings in Customizing for Contract Accounts Receivable and Payable under Functions Document Management Service . Process
Basic
A document consists of the original image and management data, such as the person who created it, the date it was created, and the document type. The management data of documents is managed in a database table in the SAP system, whereas images are saved implicitly or explicitly in a storage system. The image of a document can be stored in any storage system using any interfaces. This means that the access to documents and the handling of images, such as display, copy, or delete, cannot be mapped within the program for each case. Therefore, handling takes place at runtime using a processor. Each application that loads documents to the DMS must therefore ensure that a processor is assigned to each document as soon as the image of the document exists in the system. The processor is effected by an ABAP class that must implement the interface IF_FKKDMS_DOCPROC. In the standard system, SAP provides processor CL_FKKDMS_DOCPROC_AL for images stored in SAP-CMS by SAP ArchiveLink . You can link documents with application objects within the context of the Document Management Service. You can then display and handle these documents from within the application object. The SAP system checks accesses to documents using the following authorization objects: •
F_KKDM_BUK
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F_KKDM_DOT
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F_KKDM_BEG
The authorization check takes place in function module FKKDMS_AUTHORITY_CHECK. You can add to this check at event 1383.
Document Management Service •
Adding Documents to the DMS
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Determining the Business Partner for Documents
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Administration of Documents
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Linking Documents with Application Objects
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Deleting Document Images
CONDITIONAL PROCESSING LOCKS Purpose For certain business transactions, it may be useful to remove objects, such as line items, from further processing until a specific condition occurs.
Features
To lock objects, set a conditional processing lock for them. If the condition occurs, the system can remove the lock automatically or change it. Using the transaction Check Conditional Locks (SAP menu: Periodic Processing ®For Contract Accounts), you must periodically check whether the conditions for the lock still exist. If this is not the case, the program removes or changes the lock automatically. The function module that you have programmed decides whether a lock is removed or changed.
Conditional Processing Locks •
Setting Conditional Locks
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Checking Conditional Locks
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Locks According to Preselection
REQUESTS Purpose The functions described here are not relevant for the following industry components: ● Insurance ● Telecommunications ● Media You can use requests to park and process posting data for incoming and outgoing payments. In contrast to entering a document, where you have to specify the G/L accounts to be posted to, when you enter a request you can use the standard account assignments used in your work area.
Integration Contract Accounts Payable and Receivable offers a direct link between requests and earmarked funds documents of Funds Management (PSM-FM). This makes it possible to have a real-time budget check directly when you post requests, before the documents are transferred to Funds Management (PSMFM).
Features You post documents with requests in two steps. In the first step, you enter document data without updating transaction figures. In the second step, the system uses the posting data entered in the request to create an accounting document in Contract Accounts Receivable and Payable. There are two different types of request in Contract Accounts Receivable and Payable: ● Requests You use requests as input help for posting one-time incoming or outgoing payments. Amount and business partner are known. A request results in an FI-CA document with a specific due date.
