FSC020_Processes in SAP Credit Management, SAP Biller Direct, SAP Dispute and SAP Collections Management.

FSC020 Business Processes in SAP Credit Management, SAP Biller Direct, SAP Dispute and SAP Collections Management

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FSC020

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Business Processes in SAP Credit Management, SAP Biller Direct, SAP Dispute, and SAP Collections Management

SAP AG 2005  SAP AG©2003

mySAP ERP 2004 2005/Q2 Material number 50075607

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Copyright

Copyright 2005 SAP AG. All rights reserved. Neither this publication nor any part of it may be copied or reproduced in any form or by any means without the prior written consent of SAP AG. The information contained in this publication is subject to change without prior notice.

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Trademarks Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Outlook and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, and Informix are trademarks or registered trademarks of IBM Corp. in the USA and/or other countries. ORACLE is a registered trademark of ORACLE Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML, and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology. JAVA is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. MaxDB is a trademark of MySQL AB, Sweden. SAP, R/3, mySAP.com, xApps, xApp and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in other countries worldwide. All other product and service names mentioned are the trademarks of their respective owners. Data contained in this document serves informational purposes only. National product specifications may vary. The information contained in this publication is subject to change without prior notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without

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representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

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Target Group

Project Managers Project team members Consultants

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Course Prerequisites

Required: A basic knowledge of sales and finance processes Recommended:

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SAP01 SCM600

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Course Goal

This course will prepare you to:

Outline the SAP FSCM components SAP Credit Management, Biller Direct, Dispute Management, and Collections Management, and define how these components allow an organization to improve its efficiency within the financial supply chain

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Obtain an overview of SAP Financial Supply Chain Management (SAP FSCM) and define SAP's approach to developing this solution


Course Objectives

At the conclusion of this course, you will be able to:

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Describe how an organization can actually implement these SAP FSCM components in its sales order processing Apply the basic steps of the SAP FSCM components listed above

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Describe the functions, architecture options, and integration options of these SAP FSCM components

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Explain the features and benefits of SAP FSCM and the SAP FSCM components SAP Credit Management, Biller Direct, Dispute Management, and Collections Management


Course Overview

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SAP Financial Supply Chain Management

Unit 2

SAP Credit Management

Unit 3

SAP Biller Direct

Unit 4

SAP Dispute Management

Unit 5

SAP Collections Management

Conclusion

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Unit 1

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Introduction


SAP FSCM – Course Overview


Unit 2


Unit 3

SAP Biller Direct

Unit 4


Unit 5


Conclusion

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Unit 1

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Introduction

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SAP FSCM – Overview

Topics from this unit: Definition and components of the Financial Supply Chain (FSC)

Introduction of the SAP FSCM components as a solution set for supporting or implementing financial supply chain management within an organization

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Definition of the course content

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Optimization potential in the financial supply chain as a starting point for Financial Supply Chain Management (FSCM)

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Definition of the Financial Supply Chain

“

… a range of […] intra- and inter-company financial transaction-based functions and processes. They begin before buyers and suppliers establish contact and proceed beyond the settlement process.

„ „

… parallels the physical or material supply chain and represents all transaction activities related to the flow of cash from the customer‘s initial order through reconciliation and payment to the seller.

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“

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(from: Aberdeen Group, 2001)

(from: Killen & Associates, 2001 / 2002)

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Financial Supply Chain Components

Pay

Dispute

Review

Invoice

Fulfillment

Assure

Price

Finance

Qualify

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Financial Trade Settlement

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Financial Trade Enablement

Supply Chain Management

Analysis & Cash Management

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Source: Aberdeen Group, 2001

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Price Contractual negotiation regarding: Price Payment and delivery conditions) Dispute process

Assure Minimize risks: Delay or failure to pay/Acceptance of damaged goods Currency fluctuations Interest rate fluctuations

Negotiation (Price, payment and delivery conditions)

Contract agreement (Agreement on price, payment and delivery conditions)

Assure

Finance Financing the transaction Lending

Finance

Qualify

Qualify Selection Authentication Creditworthiness check

Price

Financial Trade Enablement

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Selection,

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Authentication

Financing check

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Creditworthiness check: - Financial feasibility - Opportunities & risks

Fulfillment

Order to Cash

Cross Component

Analysis

Liquidity Management

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Purchase to Pay Risk Management

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This slide shows the processes before the service has actually been created.

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Financial Trade Settlement Dispute Complaint with a negative check result

Pay Initiate payments with a particular payment method, possibly aggregated Process payments Debt recognition steps

Pay

Dispute

Review Review goods receipt/ service provided Review invoice Review the payments against the invoices

Check

Invoice

Invoice Invoice issue

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Invoicing

Resolution of disputes

Review invoice

Payment (initiation/processing of payments)

Collecting

Internal

Fulfillment

Order to Cash

Payment (initiation / processing of payments)

Dispute

Cross Component Analysis

Liquidity Management

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Purchase to Pay Risk Management

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This slide shows the processes after the service has actually been created.

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Cash Flow Cycle as an FSC Key Figure Purchase to Pay

Order to Cash

Service acceptance & invoice verification Ordering the service

Service performance & invoice issue

Paying for the service

Actual incoming payment

Expected incoming payment (due date)

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Payment target

Storage period

Period outstanding

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Retention period of the payable

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Time

Cash Flow Cycle

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The cash flow cycle indicates the period in which the capital is bound (that is, the period between the purchase of the material and the payment by the customer for the service provided). It is also known as the working capital cycle. The following capital-related key figures affect the average duration of the cash flow cycle for an organization: y Average retention period of vendor liabilities (DPO – Days Payables Outstanding): describes the vendor credit (payment target and utilization) used on average by the organization y Average payment target: describes the usual date of payment granted to the customer by the organization y Average period outstanding (DSO - Days Sales Outstanding): describes the average retention period of the receivables from deliveries and services (that is, the average vendor credit [payment target + payment delays] that the organization grants its customers)

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Optimizing the Financial Supply Chain I

Optimizing the cash flow cycle Æ Utilization/Assignment of vendor credit Æ Payment delays/Non-payments Æ Process conditioned payment delays

Process costs

Minimization

Costs Financing capital tie-up with cash flow cycle

Optimizing the FSC processes with regard to: Æ Minimizing process costs Æ Increasing customer satisfaction

Liquidity

Planning cash flow cycle

Using vendor credit as a demand mgmt instrument Using FSC processes to control customer satisfaction

Maximization

Revenue

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Optimizing the monitoring & analysis of the cash flow cycle

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Hedging

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Optimizing the Financial Supply Chain II Optimization potential Billing and reconciliation (resources, time, and so on) are Optimizing the cash flow cycle expensive. Æ Utilization/Assignment of vendor credit Æ Payment delays/Non-payments Many invoices are in paper Æ Process conditioned payment delays form. Invoices are paid slowly (high DSO).

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Costs

Hedging

Liquidity

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There is a large number of disputed invoices.

Minimization

It takes days before a disputed invoice is resolved.

Processes and systems are not linked with those of the business partners.

Optimizing the FSC processes with regard to:

Maximization

Revenue

Æ Minimizing process costs Æ Increasing customer satisfaction

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Many receivables are uncollectible.

It is difficult to project the cash flow.

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The potential for optimizing the financial supply chain is attributed to the following: y Logistical processes in organizations have been optimized over the past decades. For example, deliveries are scheduled precisely, products are developed in parallel, and so on. This has led to significant cost savings and process optimization. However, the financial processes of organizations have not changed, which means that the processes for dealing with outstanding amounts and credit management have remained the same. FSCM therefore offers considerable potential for optimization.

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Definition of Financial Supply Chain Management Optimization potential in the FSC Expensive billing and reconciliation High DSO, high non-payment rate Difficulty in projecting cash flow


Hedging

Optimizing the FSC processes with regard to...

Maximization

Liquidity

Revenue

Financial Supply Chain Management is designed to optimize the financial supply chain with the aim of maximizing and retaining long-term profits. Financial Supply Chain Management (FSCM) is therefore an integrated approach to increasing the transparency, control, and supervision of all processes linked to the flow of capital, the result of which is (for example) a reduction of working capital, an increase in cash flow projection, and a reduction of process costs.

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Costs

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…

Minimization

Optimizing the cash flow cycle

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SAP Financial Supply Chain Management mySAP SRM

Biller Direct & Biller Consolidator

Dispute Management

Collections Management

Credit Management

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Finance working capital

Invoicing

Collection

Dispute cases

Payments

In-House Cash Treasury & Risk Management

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Cash & Liquidity Management

Management Management market risks credit risks

Internal

Cash projection

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mySAP CRM

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The solution set of SAP Financial Supply Chain Management as part of mySAP ERP consists of different FSCM components, which can be used to optimize the financial supply chain either independently of one another or in combination with one another.

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SAP Financial Supply Chain Management in Detail Cash projection


Management market risks

Management credit risks

Invoicing

Collection

Dispute cases

Payments

SAP Financial Supply Chain Management Biller Direct & Consolidator


Dispute Mgmt.

In-House Cash


Treasury & Risk Mgmt.

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Credit Management

SAP CREDIT MANAGEMENT Improves credit control

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Optimizes business conditions for customers Reduces disputed or uncollectible receivables

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SAP Credit Management provides tools to evaluate the creditworthiness of customers using internal rating policies and external credit data, and enables quick and consistent credit decisions. Organizations can use SAP Credit Management to reduce delays in payments, non-payments, and process costs, as well as to improve relations with their top customers.

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Invoicing

Collection

Dispute cases

Payments

SAP Financial Supply Chain Management Credit Biller Direct & Management Consolidator


Dispute Mgmt.

In-House Cash



SAP BILLER DIRECT

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Invoice/Push Model (E-Mail notification)

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Enhances conventional billing procedures with electronic billing, electronic payment by the customer, and integration of customer service and financial management Customer

Biller

Customer Invoice/Pull Model

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Customer

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SAP Biller Direct allows you to issue a bill electronically, which is sent to the customer by a link to a server provided by the biller, or by attaching the file directly as an e-mail attachment. SAP Biller Direct provides the customer with a Web site, which the customer then uses to obtain an overview of payables due to the biller (open items, paid bills, credit memos), download billing data, or make payments online.

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Invoicing

Collection

Dispute cases

Payments

SAP Financial Supply Chain Management Credit Biller Direct & Management Consolidator


Dispute Mgmt.

In-House Cash



SAP BILLER CONSOLIDATOR

Customer Invoice

Biller Consolidator

Customer

Invoice

Customer

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Biller

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Biller Biller

Internal

Streamlines billing and payment processes by aggregating the billing data of several billers, reducing manual billing effort, and increasing productivity of accounts receivable and payable accounting

SAP

SAP

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The biller sends bills electronically to the Biller Consolidator, which then converts the format as necessary and posts the bills with the appropriate value-added tax to the relevant customer. The bill is issued to the customer's ERP system (B2B) or displayed in a portal (especially in B2C scenarios). Issuing the bill to the (commercial) customer's ERP system allows the customer to optimize the bill receipt process: y Automatic entry of billing data y Automatic comparison of invoice and purchase order y Automatic posting

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Collection

Invoicing

Dispute cases

Payments

SAP Financial Supply Chain Management Collections Management

Dispute Mgmt.

SAP COLLECTIONS MANAGEMENT

Processing receivables proactively

In-House Cash



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Biller Direct & Consolidator

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Credit Management

Manages customer-specific receivables by: Identifying, prioritizing, and evaluating accounts

Optimizing processes and automating large volumes of open items

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According to Meta Group, Collections Management means managing customer-specific receivables. SAP Collections Management allows you to evaluate, identify, split cost components, and prioritize accounts from a risk management and customer relations point of view. Furthermore, it supports proactive processing of receivables and enables process optimization and automation for large numbers of open items.

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Invoicing

Collection

Dispute cases

Payments


Dispute Mgmt.

SAP DISPUTE MANAGEMENT

Monitoring factors that influence the DSO

In-House Cash



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Credit Management

Increases customer profitability and decreases DSO by: Recognizing problems in the payment cycle at an early stage

Decreasing price reductions and underpayments

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SAP Dispute Management allows you to resolve disagreements between the vendor and the customer quickly and efficiently, taking into account the customer's existing financial obligations. It allows you to analyze the problem and the reasons for the outstanding amount, and provides a starting point for an organization to establish a quality management concept, reduce DSO, and increase customer satisfaction.

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Invoicing

Collection

Dispute cases

Payments


SAP IN-HOUSE CASH

Combining transactions

Dispute Mgmt.

In-House Cash



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Credit Management

Reduces the cost of bank relationships by: Consolidating bank relationships

Reducing the costs of internal payments

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SAP In-House Cash enables global organizations to manage their internal and external payment processes more efficiently. SAP In-House Cash is set up at an organization's headquarters as a virtual bank (in-house cash center), in which the branch offices have accounts; it enables you to: y Control payment transactions at regional and global level y Process internal payment transactions cost-effectively y Reduce the number of required bank accounts y Optimize cross-border payment transactions y Automate and standardize business processes y Reduce working capital in individual groups

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Invoicing

Collection

Dispute cases

Payments


Dispute Mgmt.

SAP CASH AND LIQUIDITY MANAGEMENT

Reconciling them with bank accounts

In-House Cash



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Credit Management

Improves forecasting and transparency of cash flows by: Planning and controlling free cash flows

Forecasting liquidity

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SAP Cash and Liquidity Management integrates the treasury functions with electronic banking, Customer Relationship Management, and financial accounting processes. It enables you to improve liquidity, maximize the income from financial assets, and simplify the management of different currencies.

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Management Management credit risks market risks

Invoicing

Collection

Dispute cases

Payments


Dispute Mgmt.

SAP TREASURY AND RISK MANAGEMENT

Managing interest and currency risks

In-House Cash



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Credit Management

Manages investments in securities and deposits by: Interpreting financial statements and the cash position

Controlling and limiting market risks

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SAP Treasury and Risk Management allows you to finance or use working capital profitably, and to monitor or hedge different market risks.

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Business Benefits of SAP FSCM

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Shorter billing cycles

SAP Biller Direct

Faster processing of dispute cases

SAP Biller Consolidator

Lower billing costs


Fewer disputed receivables

SAP In-House Cash

Improved cash flow management

SAP Cash and Liquidity Management

Smaller working capital

SAP Treasury and Risk Management

Lower DSO

Improved customer service

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Significant Effects:

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Roadmap for SAP Financial Supply Chain Management SAP FSCM 2.0

mySAP ERP 2004 (incl. SAP FSCM 3.0)

mySAP ERP 2005 (incl. SAP FSCM 6.0)

Ramp-Up

Q2/2004 Planned

Q3/2005

Release to Customer

Focus: • Biller Direct

Focus: • Biller Direct

Dispute Management Integration, authorizations

Improved integration with Dispute Management and superusers

• Dispute Management Automation & prioritization, workflow integration, correspondence

• Collections Management

• Collections Management

Automated worklists, resubmissions, collection rules and strategies

Manual worklists, promises to pay, integration with Dispute Mgmt.

• Credit Management

• Credit Management

Credit limit check, credit analysis, credit events, workflow

• In-House Cash

Enhanced reporting

Source document, integration with Cash Management and Treasury and Risk Management

• Treasury & Risk Mgmt. New instruments for forex and derivatives, hedge accounting, enhancements to the market and credit risk analyzer

• Treasury and Risk Management

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Q3/2003

Debt management, hedge management, enhanced reporting

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Summary of Course Content mySAP SRM

Biller Direct & Biller Consolidator

Dispute Management


Credit Management

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Invoicing

Collecting

Dispute cases

Payments

In-House Cash Treasury and Risk Management

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Cash and Liquidity Management

Management Management market risks credit risks

Internal

Cash projection

mySAP ERP

mySAP CRM

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This course covers the SAP FSCM components Credit Management, Biller Direct, Dispute Management, and Collections Management.

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SAP FSCM – Course Scenario Business partner Orders

Invoices/ Pays

Enters SO Checks CW Releases SO

Complains

Creates electronic invoice Processes payments

Communicates problems

Clarifies complaint

Communications from Receivables

Processes proactive receivables (collects)

Pays

Processes customer payment

Only Partner


SAP Biller Direct


Internal

Organization – Processing Order to Cash


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Integration with SAP Sales & Service, SAP Financials and SAP Analytics

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The SAP FSCM components Credit Management, Biller Direct, and Dispute & Collections Management, which are dealt with in this course, are represented in the following B2C scenario (private customer scenario): y When you create a sales order (SO) for a customer in the SAP Sales and Distribution component (SAP Sales), the customer's creditworthiness (CW) is checked online using SAP Credit Management; subsequently the order is processed and released in SAP Sales if there is a block set by SAP Credit Management. y The sales order is then invoiced electronically using SAP Biller Direct; payments and complaints entered by the customer using SAP Biller Direct are processed using the integrated SAP Financial Accounting (SAP Financials) and SAP Dispute Management systems. y SAP Dispute Management is used to clarify customer problems that have been entered using SAP Biller Direct. y SAP Collections Management is used for active communication regarding the overdue receivable that resulted from the sales order. y The receivable for the sales order is then cleared.

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SAP Credit Management – Course Overview


Unit 2


Unit 3

SAP Biller Direct

Unit 4


Unit 5


Summary

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Unit 1

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Introduction

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SAP Credit Management – Course Scenario Business Partner Orders

Invoice / Payments


Complains



Requests Payment

Pays

Clarifies complaint



Only Partner


SAP Biller Direct


Internal



Use


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y The sales order is then invoiced electronically using SAP Biller Direct; payments and complaints entered by the customer using SAP Biller Direct are processed using the integrated SAP Financial Accounting (SAP Financials) and SAP Dispute Management systems. y SAP Dispute Management is used to clarify customer problems that have been entered using SAP Biller Direct. y SAP Collections Management is used for active communication regarding the overdue receivable that resulted from the sales order. y The receivable for the sales order is then cleared.

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y When you create a sales order (SO) for a customer in the SAP Sales and Distribution component (SAP Sales), the customer's credit limit (CW) is checked online using SAP Credit Management; subsequently the order is processed in SAP Sales. If there is a block set by SAP Credit Management it is first released.

Only

Internal

The SAP FSCM components Credit Management, Biller Direct, and Dispute & Collections Management, which are dealt with in this course, are represented in the following B2C scenario (private customer scenario):

Partner

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2 SAP Credit Management (Course Overview)

Introduction Unit 1


Unit 2


Only

Unit 3

SAP Biller Direct

Unit 4


Unit 5


Use

Partner

Overview Credit Master Data Process Integration Credit Rules Engine External Credit Information Reporting & Mass Changes Integration of SAP BW and SAP Portal Architecture

Internal

2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8

Summary

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2.1 SAP Credit Management (Course Overview)

Topics from this unit: Definition of SAP Credit Management Current optimization potential in credit management processes, and their particular significance for organizations with low yields

Functions and integration overview of SAP Credit Management

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Only

Strategies and process steps for managing the credit risk (requirements for the credit management process)

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Definition of SAP Credit Management

SAP Credit Management is a component of SAP Financial Supply Chain Management.

SAP Credit Management is particularly suitable for handling credit management processes in extremely distributed system landscapes.

Use

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SAP Credit Management allows organizations to monitor and control their customer's credit risk in one central system.

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Only

SAP Credit Management provides functions for integrating external credit information, scoring, categorizing new and existing customers on the basis of their credit data, and converting this information into quick credit decisions.

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Optimization Potential in Credit Management Processes Optimization potential Average DSO in western Europe: 38 (Switzerland) to 85 days (Italy) Ineffective credit management in distributed sales systems

Communication between sales, credit management, and finance departments is very time-consuming

Costs

Hedging


Liquidity


Maximization


Revenue

Use

Partner

Customers are treated differently in different areas of an organization; large, international organizations in particular have difficulty in establishing and monitoring an exact, overall credit limit for their customers

Minimization

Æ Utilization/Assignment of vendor credit Æ Payment delays/Non-payments Æ Process conditioned payment delays

Internal

Only

Information that is necessary for credit decisions is spread across the entire organization (sales, financial accounting, customer services)


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Profit Margin Versus Sales Profit (in € m)

Sales Sales yield Profit Default probability Loss on receivables

€100,000,000 10 % €10,000,000 1% €1,000,000

Sales required for profit target before loss Sales required for profit target after loss

0.5

Sale must be increased by €40m (20%)

200

Use

Partner

Sale must be increased by €10m (10%)

100 110

€200,000,000 5% €10,000,000 1% €2,000,000

Internal

Only

1

Sales Sales yield Profit Default probability Loss on receivables

240

Sales (in € m)

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Organizations with a low profit margin suffer particularly from the default probability of receivables from their deliveries and services. Compensation for losses on receivables is much more difficult for organizations with low profit margins than for organizations with higher profit margins.

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2-7


Probability of Default Defines Hedge Probability of Default 30 % = Customer

No payt target Payt guarantee

20 %

Advance payment

10 %

Risk class II

Invoice

Partner

Risk class III

Internal

Only

External credit check

Risk class I Risk Class

Use

Very good

Very poor

SAP

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 SAP AG 2003

Credit managers often classify their customers in risk classes, which are derived from the customer's score (represents the customer's credit status). The risk class dictates how the customer's credit risk is controlled and monitored. It therefore controls the specification of payment conditions, including the allocation of payment targets and provision of collateral.

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Customer Sales Versus Credit Risk Customer Sales High Sales Vol.

Customer A

Customer B

Credit Risk

Low Risk

High Risk

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Customer D

Customer C

Low Sales Vol.

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Possible action for customer D: y Reduced use of collateral instruments y Decrease the sales price

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Possible action for (optimal) customer B: y Do not use collateral instruments y Improve the customer relationship

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Possible action for customer A: y Greater use of collateral instruments y Increase the sales price

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Credit Management Process Internal & external customer information

Risk analysis of the customer

Credit decision about the customer

+ Score + Risk class

+ Credit limit

Partner

+ Credit limit utilization + Payment behavior + Sales behavior + External information

Internal

Only

Monitoring "warning signs"

Use of the information throughout the organization (sales and distribution, financial accounting, and so on) Matching credit portfolio with the strategic goals of the organization

Credit decision about the order

Use

Planning sales and distribution and marketing activities for "no-risk" or appealing customers

Hedging deals with "risk customers"

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Features Credit limit management ¾ Implementation of an organization-wide credit policy ¾ Central management of credit limits in a distributed system landscape

Credit case ¾ Central, electronic creation of credit limit applications ¾ Status and result monitoring of credit limit applications

Credit rules engine

Credit information ¾ Interface for external credit agencies ¾ Input parameters for scoring formulas ¾ SAP BW content

Use

Partner

¾ Automatic calculation and assignment of customer-specific scores and credit limits ¾ Check rule for credit decisions that are relevant to an order (order check)

Internal

Only

¾ Categorization of customers using valuation rules

Credit manager portal ¾ Role-based access to credit management information and analyses

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Integration Overview Inbound

SAP SAP Financial Financial Accounting Accounting SAP SAP Sales Sales

Outbound

(FI-AR/FI-CA) (FI-AR/FI-CA)


SAP SAP CRM CRM

Liability update Payment behavior update

XI

Internal

Only

SAP SAP Distribution Distribution

Application for credit limit check

Non-SAP Non-SAP System System

Use

Partner

Result of credit limit check

External External credit credit information information acc. acc. to to D&B D&B

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SAP Credit Management is a component of SAP Financial Supply Chain Management.

A high number of non-payments represents a significant threat, especially to organizations with a small profit margin.

Customers are rated according to their credit risk and their sales volume potential (scoring, risk class) in order to avoid non-payments, and also to improve the organization's relationship to particularly appealing customers. The result is a credit limit, on which the credit decision for the sales order is based (specification of the payment and delivery conditions).

SAP Credit Management enables automated scoring, risk class, and credit limit calculations using formulas; central management of these evaluations; integration of external credit information; and connection to SAP BW and SAP NetWeaver Portal.

SAP Credit Management can be connected as a central system to various external systems (for example, SAP systems, non-SAP systems, or external credit agencies) using the SAP NetWeaver technology SAP XI (Exchange Infrastructure).

Use

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Summary

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Introduction Unit 1


Unit 2


Only

Unit 3

SAP Biller Direct

Unit 4


Unit 5


Use

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Internal

2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8

Summary

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2.2 Credit Master Data

Topics from this unit: Concept and storage of credit master data in SAP Credit Management Content of the credit profile within SAP Business Partner Concept and content of the credit segments within SAP Business Partner

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Credit Master Data SAP Business Partner (credit management role) General Data Æ CREDIT PROFILE

Procedure for determining score and credit limit Æ Score Æ Risk class

Only

Credit segment 1 Æ Credit limit Æ Total liability Æ Payt behavior summ.

Credit segment 2 Æ Credit limit Æ Total liability Æ Payt behavior summ.

Use

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Main credit segment 0 Æ Credit limit Æ Total liability Æ Payt behavior summ.

Internal

CREDIT SEGMENT Data

Check Rule

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Credit master data contains all of the business partner's data that is required for monitoring the business partner's credit risk using the SAP Credit Management functions. SAP Business Partner in the UKM000 role (Credit Mgt Business Part) is used to store this data in SAP Credit Management. The credit master data consists of credit profile data (credit-relevant data that is universally valid for the business partner) and credit segment data (credit-relevant data that is valid for the business partner only in a certain area – in the credit segment). y The credit profile contains data such as: the procedure for determining the creditworthiness and credit limit; the business partner's scoring and (if necessary) external ratings; the risk class; the check rule for controlling the credit limit check for a business partner's order; and notes and further information about the business partner (for example, negative characteristics, credit insurance, or collateral). y The credit segment data contains all data that is required for the credit check when accepting a sales order (check of the credit limit utilization and other criteria) and the resulting credit decision about the order (decision regarding order release and payment conditions).

2-16


Credit Segment Concept Business partner FSCM00 Æ Credit profile

Partner

€30,000 €20,000

Total liability:

€50,000

Organization's credit limit:

€50,000

1000 BA1 Credit segment

Total liability bus. area 1:

€30,000

Credit limit bus. area 1:

€35,000

2000 BA2 Credit segment

Total liability bus. area 2:

€20,000

Credit limit bus. area 2:

€30,000

Internal

Only

0000 Main credit segment

Total liability bus. area 1: Total liability bus. area 2:

Use

Customizing: Credit segment 1000 + 2000 Contribute to Main Credit Exposure

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SAP Credit Management allows you to use credit segments to manage several credit limits for a customer (one credit limit for each credit segment). Depending on how it is configured, a credit segment can correspond (for example) to a business area, a sales division, a company code, or a region. This credit segment is assigned to a main credit segment, which can be used to define an overall credit limit for the customer at organization level, in addition to the individual credit limits at "subsegment level." In terms of the credit limit check, when a sales order is created: y The customer's credit limit utilization is checked in the corresponding credit segment (the customer's credit limit in this segment minus the customer's obligations assigned to this credit segment). y The customer's credit limit utilization in the main credit segment is checked (customer's credit limit in the overall organization minus all of the customer's obligations that are generated across the whole company).

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2-17


Credit Segment Data

Credit segment data for a business partner Data for checking the creditworthiness of this business partner if order is within this credit segment

CREDIT LIMIT & CONTROL

PAYT BEHAVIOR SUMMARY

Æ Credit limit

Æ Highest dunning level

Æ Total liability

Æ Oldest open item

Æ Credit insurance, collateral...

Æ Last payment

Æ Credit block

Æ Key figure for payment history (for example, DSO)

Use

Partner

Check the payment history

Internal

Only

Check the credit limit utilization & manual credit controls

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Partner Only

When an order is created for a business partner, the system uses the business partner's corresponding credit segment data to check: y The current credit limit utilization (credit limit – total liability, including credit insurance and collateral) y The manually set credit block (if necessary) y The payment history This is the basis for the credit decision on the order for the business partner. This decision determines whether the order is accepted and specifies the payment and delivery conditions, including the payment target (lending). Information about the business partner's payment behavior is summarized in the payment behavior summary, which contains (for example) information about the highest dunning level, the oldest open item, the last payment, and key figures such as the average period outstanding or the average customer sales.

2-18


Relationships "Higher-level credit management account of..." Business partner FSCM00 Segment 0000 Liability: €1,000,000

Only Partner

Business partner FSCM01 Segment 0000 Liability: €1,500,000

Is the higherhigher-level credit management account of...

Internal

Is the higherhigher-level credit management account of...

Total liability: €3,200,000

Total liability: €2,200,000

Business partner FSCM02 Segment 0000 Liability: €700,000 Total liability: €700,000

Use

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You can maintain relationships between different SAP business partners. The following relationship types (maintained in each case at credit segment level) are available in SAP Credit Management: y You can use the relationship categories Higher-level Credit Management account of (FUKM001) or Lower-level Credit Management account of (TUKM001) to define customer hierarchies (up to a maximum of 10 hierarchy levels). The liability data for the lower-level credit management accounts is totaled to form the liability data of the respective higher-level credit management account. y You can use the relationship category in Credit Management is managed by (TUKMSB0) to assign credit analysts, who are responsible for the business partner (for each credit segment). The credit analyst must be created as an SAP business partner (person) in the Employee role. y You can use the relationship category is in credit analyst group (TUKMSBG) to organize credit analysts into groups.

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2-19


Summary An integral part of SAP Credit Management is credit master data, which is stored in SAP Business Partner and consists of credit profile data and credit segment data.

Credit segments represent different areas of an organization (for example, sales areas, countries, or company codes). They are used to manage credit limits (and their utilization) for specific areas, and provide information about the customer's payment behavior (payment behavior summary). When an order is created within an organizational area, the corresponding credit segment data is used for the credit check.

Internal

You can use relationships to build customer hierarchies.

Use

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The credit profile serves as a central storage location for data that is relevant to the risk analysis of the customer (scoring, risk class, external rating, and credit check rule).

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© SAP AG

2-20



Introduction Unit 1


Unit 2


Only

Unit 3

SAP Biller Direct

Unit 4


Unit 5


Use

Partner


Internal

2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8

Summary

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2.3 Process Integration

Topics from this unit: Credit segment data update using sales and distribution and financial accounting processes Credit check when creating a sales order as an integral part of the sales and distribution process Cross-departmental processing of credit limit applications

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Updating the Credit Segment Data

SALES & DISTRIBUTION

FINANCIAL ACCOUNTING

Sales order

Open items

Invoice

Payments

PAYMENT BEHAVIOR SUMMARY

Æ Credit limit

Æ Highest dunning level

Æ Total liability

Æ Oldest open item

Æ Credit insurance, collateral...

Æ Last payment

Æ Credit block

Æ Key figure for payment history (for example, DSO)

Use

Partner

CREDIT LIMIT & CONTROL

Internal

Only

CREDIT MANAGEMENT

Credit segment data for a business partner

SAP

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The credit segment data update comprises the liability data update and the payment behavior summary update: y Liability data is updated using the data from the sales and distribution and the financial accounting systems. y Payment summary data is updated using the data from the financial accounting systems.

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2-23


Updating Liability Data

SAP Sales Sales order

Liability increase

SAP Fin. Accounting Invoice

Transfer

Open items

Liability decrease

Liability increase

For each report UKM_TRANSFER_ITEMS

Internal

Only

Automatic

Partner

SAP XI

SAP Credit Management Total liability

Payt behavior sum.

Use

CREDIT SEGMENT

SAP

SAP

 SAP AG 2003

When you create a sales order and invoice in the SAP Sales and Distribution system, the corresponding SD liability data is updated automatically in SAP Credit Management. Updating the liability in SAP Credit Management in accordance with the data from the SAP Financial Accounting system must be triggered manually using the UKM_TRANSFER_ITEMS report. You can transfer all of the FI items that have not yet been transported to SAP Credit Management (normal mode), or you can transfer all of the current FI items to SAP Credit Management (rebuild mode).

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Updating Payment Behavior Summary Data SAP Sales Sales order

Invoice

Liability decrease

Open items

Liability increase

Payt behavior sum.

Payt behavior sum. update

For each report UKM_TRANSFER_VECTOR

Internal

Only

Liability increase

SAP Fin. Accounting Transfer

Partner

SAP XI

SAP Credit Management Total liability

Payt behavior sum.

Use

CREDIT SEGMENT

SAP

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The payment behavior summary data from the SAP Financial Accounting system is transferred periodically to SAP Credit Management by the UKM_TRANSFER_VECTOR report. Again, you can choose between transporting the information delta (normal mode) or the entire information (rebuild mode).

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Update Configuration


Invoice

Transfer

Payt behavior sum.

Liability decrease

Liability increase

Payment behavior summary update

Internal

Only

Open items

FI-AR BAdI: ukm_fill

SD BAdI: badi_sd_cm

Liability increase

SAP Fin. Accounting

SAP XI CM BAdI: UKM_VECTOR_PUSH

Use

Partner

CM BAdI: UKM_COMMITMENT_PUSH


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You can configure the integration of the SAP Sales and Distribution system and SAP Financial Accounting using the BADI_SD_CM and UKM_FILL BAdIs. This configuration includes (for example) deriving credit segments from the sales and distribution or financial accounting data.

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2-26


Credit Check When Creating Order in SAP Sales 1. Create/Change sales order

5. Set order's credit status according to the check result: Æ released/blocked


2. Call credit check SD-BAdI: badi_sd_cm

6. Send liability if order is released

Internal

Only

SAP XI 4. Send check result

7. Update liability


CREDIT PROFILE

Check rule

CREDIT SEGMENT

Credit limit/ Overall com./ Other

Payment behavior summary

Use

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3. Check credit in accordance with check rule

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1. + 2. When you create or change an order in the SAP Sales and Distribution system, the credit check is called in SAP Credit Management. 3. SAP Credit Management carries out the credit check in accordance with the check rule defined in the credit profile. 4. + 5. The check result is returned to the sales and distribution system. If the result is negative, the order can be blocked in the sales and distribution system (depending on the configuration of the BADI_SD_CM BAdI). You can use the UKM_LOGS_DISPLAY report to display a detailed credit check log. The log shows each credit check step for each credit segment, in accordance with the check rule that you defined in the customer's master data. You can display and release blocked orders using transaction VKM1. 6. + 7. After you have saved the order (as released) in the database, the liability is updated accordingly in SAP Credit Management. The credit check occurs synchronously, whereas the liability update occurs asynchronously.

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Credit Limit Application (Credit Case) The credit case is used to process credit limit applications in a structured manner across departments. The credit case is based on SAP Case Management (SCASE). A credit case contains: Central customer master data and credit profile Status Organizational data

Only

Internal

Documents Orders Notes

Partner

Inbox

One credit case can be assigned to several processors.

Use

SAP

SAP

 SAP AG 2003

The credit case allows organizations to process credit limit applications, which are sent from sales and distribution to the credit management department. A credit case can trigger a workflow. You simply add customer-specific fields to this.

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Integration with Credit Profile Information transferred automatically from the credit profile to the credit limit application: Scoring Risk class Current credit limit Current liability

Internal

Only

Current credit limit utilization in percent (%)

Information to enter manually: Sales Person

/

Credit Manager Approved credit limit Status

Use

Partner

Customer and credit segment Required credit limit Expected sales

SAP

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When a credit limit application is created, certain data is imported automatically into the credit case from the customer master record (see slide).

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2-29


For example, Credit Limit Application with Credit Case Customer exceeds credit limit

Credit case forwarded to finance analyst

SD employee creates credit limit application (credit case)

Finance analyst's workflow notification

Manual/Automatic assignment of credit manager

Credit case returned with finance data

Further information required?

Internal

Only

Workflow sent to credit manager

yes

Approval/Refusal of credit limit application (Manual) Adjustment of credit limit in customer master

Closure of credit limit application

Use

Partner

no

SD employee's notification (workflow)

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Summary

Credit segment data in SAP Credit Management (especially the liability data and information about a customer's payment behavior) is updated using sales and distribution processes (creating orders/billing) and financial accounting processes (posting open items). When you use SAP Sales and Distribution and SAP Financial Accounting components, the data is updated as follows: ¾ The liability is updated automatically in SAP Credit Management when you create an order or issue an invoice in the SAP Sales and Distribution system.

Partner

As part of the credit check, when you create or change an order in a sales and distribution system, the system checks the customer's credit limit utilization, any set blocks, and the payment behavior (payment behavior summary) in accordance with the check rule defined online in SAP Credit Management. Depending on the check result, the credit status for the order is set to Released or Blocked.

Credit limit applications can be structured electronically and processed crossdepartmentally using SAP Credit Case.

Use

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Only

¾ The liability and payment behavior summary data is updated regularly in SAP Credit Management using SAP FI information from a report (UKM_TRANSFER_ITEMS and UKM_TRANSFER_VECTOR).

SAP

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© SAP AG

2-31



Introduction Unit 1


Unit 2


Only

Unit 3

SAP Biller Direct

Unit 4


Unit 5


Use

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Internal

2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8

Summary

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2.4 Credit Rules Engine

Topics from this unit: Formula editor: fields and functions, enhancement possibilities using BAdIs Creation of creditworthiness and credit limit formulas using the formula editor Events and Follow-Up Actions

Use

Partner

Internal

Only

Rule for the credit check

SAP

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Controlling Risk Evaluations SAP Business Partner (credit management role) General Data Æ CREDIT PROFILE

Procedure for Determining Score and Credit Limit Æ Score

Creditworthiness Formula Risk class determination

Æ Risk class Check Rule

Main credit segment 0 Credit limit formula 0 Æ Credit limit Æ Total liability Credit limit formula 1 Æ Payt behavior sum.

Internal

Only

CREDIT SEGMENT Data

Check step definition

Credit limit formula 2

Partner

Credit segment 2 Æ Credit limit Æ Total liability Æ Payt behavior sum.

Use

Credit segment 1 Æ Credit limit Æ Total liability Æ Payt behavior sum.

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Formula editor Condition Substitution Exception Calculation steps - Scoring for industry Add 10 points to the score

Formula Industry = "IT" AND Country = DE

Only

- Scoring for external rating Final score = 25

Parameters

Functions

Business Partner Industry Risk class Credit group Country

External rating Age Annual sales GRADE2RANK STRING2NUM

Use

Partner

- Negative list check End of valuation

Internal

- Scoring for credit group Add 15 points to the score

SAP

SAP

 SAP AG 2003

A scoring formula or credit limit formula is derived from several calculation steps. A formula step can be: y A condition (checking the value) y A substitution (setting scoring value) y An exception (ignoring the calculation) A formula uses: y Parameters (values filled at runtime) y Functions You can enhance functions and parameters by implementing customer-specific BAdIs.

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Creditworthiness Formula The scoring rules define the way a customer is scored. The result is a creditworthiness value or score. You define the scoring rules in the formula editor using the following input parameters: ¾ SAP Business Partner – Master Data (preconfigured field selection) ¾ Input parameters can be enhanced by BAdI implementation

Result of the scoring formula:

Only

Internal

¾ Creditworthiness value/Score (numeric or alphanumeric) ¾ "Valid to" date ¾ Risk class determined

Use

Partner

A valuation log is available to clarify the results.

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Credit Limit Formula The credit limit formula determines how the credit limit proposed by the system is calculated. You define the credit limit formula in the formula editor using the following input parameters: ¾ SAP Business Partner – Master Data (preconfigured field selection) ¾ Input parameters can be enhanced by BAdI implementation

¾ "Valid to" date

A credit limit formula can be assigned for each rating procedure and credit segment. A calculation log is available to explain the credit limit proposal.

Use

Partner

¾ Credit limit (numeric or alphanumeric)

Internal

Only

Result of the credit limit formula:

SAP

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Check Rule The check rule determines the steps that are taken to check the creditworthiness of a customer when a sales order is created, and leads to a credit decision about the order. Available check steps: ¾ Dynamic/Static credit limit check ¾ Check for collateral, credit insurance

Only

Internal

¾ Check for the maximum dunning level ¾ Check for the oldest open item ¾ Check for an order block set centrally by credit management

Partner

¾ Check for key figures for the customer's payment behavior (for example, DSO)

Use

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Events and Follow-Up Actions Events

Functions for structuring a customer-specific process chain in SAP Credit Management.


Credit limit exceeded

Credit master data changed Credit score changed Credit limit changed External rating changed …

SAP Workflow

Follow-Up Actions

Credit limit check

Trigger process steps Recalculate score/credit limit Redetermine risk class Trigger internal workflow Approve credit limit Check external rating Trigger external applications Block customer account

Credit eventing

Applications (CRM, Sales)

Billing

Use

Partner

Master data changed

Credit limit monitoring

Internal

Only

Credit limit management

Financials

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Summary You create scoring and credit limit formulas using the formula editor. Parameters (for example, business partner data) and functions are used as input parameters.

Use

Partner

The risk class is determined directly from the score. In Customizing, specific score ranges that do not overlap are assigned to each risk class. In Customizing for the check rule, the system determines the steps that are taken to check the score of a customer when a sales order is created. This may include (for example) the static check of the credit limit or the check of the highest dunning level. You can set up customer-specific process chains in SAP Credit Management using events and the follow-up actions that they trigger.

Internal

Only

One scoring formula and several credit limit formulas (for each credit segment) are assigned to the rating procedure, which is assigned to each customer in the credit profile (SAP business partner).

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Introduction Unit 1


Unit 2


Only

Unit 3

SAP Biller Direct

Unit 4


Unit 5


Use

Partner


Internal

2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8

Summary

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2.5 External Credit Information

Topics from this unit: Connecting to credit agencies using XI or XML Integrating external credit agency information and the creditworthiness key figure from SAP FI-CA into the business partner master data Integrating the external ratings into the scoring formula

Use

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Only

Internal

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Integration of External Credit Agency System X

XI

SAP SAPBusiness BusinessPartner Partner -3 4 ----SAP Credit Management

1

XI

Ext. Ext.credit credit agencies agencies

2

System Y

Internal

Only

Mailbox Mailbox

1 Entering credit agency data manually (in SAP Business Partner) triggers request for new customers to rate.

Partner

2 Monitoring information from the credit agencies about particular customers is read automatically. 3 Credit report from the credit agency is saved in SAP Business Partner.

Use

4 Values from the credit report (such as external ratings or financial statement data) are imported into SAP Business Partner fields.

SAP

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1: A credit report can be requested directly from the customer master of the SAP Credit Management server. The request, including the customer ID, is sent to the credit agency over the Internet. The credit agency then returns the relevant credit report. 2. Credit agencies offer organizations a "monitoring service", which means that if relevant customer data changes, the agency sends a credit report to the organization without the organization having requested it explicitly. By configuring the XI, the scenario occurs as follows: The credit report is sent to a specific mailbox belonging to the organization; this is then scanned periodically using SAP XI, and the report is read automatically in SAP Credit Management. 3: The credit report (XML document) is saved in the customer master in SAP Credit Management. 4: In addition, the system reads the external rating contained in the credit report, which is then saved in the customer master (credit profile: external ratings). By enhancing the XML interface and configuring SAP Business Partner, you can import other data (such as financial statement data) and fill the fields for SAP Business Partner automatically. Each XML-based information provider can be connected to SAP Credit Management. In future, the specific XML mapping of SAP partners to be connected will be made available as XI content.

Partner

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For example, D&B/Credit Reform Integration

SAP Enterprise Portal Credit Credit Manager Manager Portal Portal Real time

Internal

Only

SAP Credit Management D&B Credit reform

XML

Real time

Partner

Credit agency

D&B

Use

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Importing Creditworthiness from SAP FI-CA

FI-CA FI-CA creditworthiness

FI-CA Creditworthiness

SAP Credit Management External rating Calculation

Score

Credit score from SAP Credit Management

Internal

Only

+ Score

Use

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Replicating creditworthiness: Mass activity in FI-CA system (FPCM2)

SAP

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The FI-CA creditworthiness is treated as an external rating in SAP Credit Management. You must activate integration to SAP Credit Management in the FI-CA system.

Partner

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Integrating External Ratings in Creditworthiness Formula

1.

Definition of an internal ranking for external rating (Customizing) D&B

2

20 < x < 30

1A3

3

30 < x

Check whether the external rating is available. IF RATING (4711, ‘D&B’) = ‘’

3.

Conversion of the external rating into the assigned internal rating (function for converting the rating)

4.

Calculation of own score based on internal ranking

Use

Partner

2.

1A2

Internal

Only

1A1

Int. Credit ranking reform 1 10 < x

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Summary Each XML-based information provider can be connected to SAP Credit Management.

Only

Use

The external rating contained in the credit profile can be taken into account when calculating the score (use of the internal rating within the formula configuration).

Internal

The key figure for a customer's creditworthiness, which is available in SAP Contract Accounts Receivable and Payable, can be imported as an external rating into the credit profile of the corresponding SAP business partner in SAP Credit Management.

Partner

When you connect credit agencies to SAP Credit Management, you can send credit reports that have or have not been requested by the organization to the organization's SAP Credit Management system when the customer data is changed (monitoring). The credit report is then saved automatically as a document in SAP Business Partner, and the external rating from the report is stored as an external valuation in the SAP business partner's credit profile.

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Introduction Unit 1


Unit 2


Only

Unit 3

SAP Biller Direct

Unit 4


Unit 5


Use

Partner


Internal

2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8

Summary

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2.6 Reporting & Mass Changes

Topics from this unit: Reports for credit profile data, credit segment data, and credit limit utilization (warning list and details) Mass changes for assigning rating procedures, creditworthiness and risk class calculations, credit limit calculations, and requests for external credit information

Use

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Internal

Only

Credit check log

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Reporting I

UKM_MASS_DISP1 – Report for credit profile data:

¾ Risk class, score, rating procedure, validity date UKM_MASS_DISP2 – Report for credit segment data: ¾ Credit limit (current/calculated) + validity date ¾ Block in SAP Credit Management ¾ Customers to monitor ¾ Resubmission date ¾ Assigned credit analyst

Only

Internal

¾ Plus all UKM_MASS_DISP1 fields UKM_MALUS_DSP – Report for credit limit utilization: ¾ Credit exposure (%) ¾ Credit limit still available/Amount by which credit limit exceeded (absolute)

Partner

¾ Customer credit group ¾ Credit analyst or group ¾ Resubmission date

Use

¾ Block in SAP Credit Management

SAP

SAP

 SAP AG 2003

SAP recommends that you work with the ALV (ABAP List Viewer) layouts so that the system does not display unfilled fields. You can use the report for credit limit utilization to set threshold values that trigger a warning list (for example, of all customers with a credit exposure greater than 80%).

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Reporting II

UKM_COMMITMENTS – Report for credit exposure details: ¾ Exposure display by exposure category ¾ Exposure display by different credit horizon dates ¾ Hedged exposure ¾ Detailed view of exposure items (such as open items or open orders) ¾ Due date for open items and orders

UKM_LOGS_DISPLAY – Credit check log

Internal

¾ Display of all passed and failed credit checks ¾ Display of all errors that have arisen during the exposure update (for example, customer not yet created in SAP Credit Management) ¾ Log can be archived or deleted

Use

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Only

¾ Graphical display

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Mass Changes UKM_MASS_UPD4: for defining the rule in the Credit Management data of the business partner UKM_MASS_UPD3: for updating the credit limit in the credit account

Internal

Only

UKM_MASS_UPD2: for updating the score of the business partner

Use

Partner

UKM_MASS_UPD1: for updating the external credit information for the business partner

SAP

SAP

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When you display the change results, the system displays the changed entries only.

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Summary Various reporting and analysis options are available in SAP Credit Management, such as creating warning lists, analyzing liability data for one or more customers, or logging the last order-related credit check for a customer. Various mass changes are available in SAP Credit Management, such as calculating the creditworthiness, risk class, or credit limit for the first time for a number of customers.

Use

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Only

Internal

SAP

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Introduction Unit 1


Unit 2


Only

Unit 3

SAP Biller Direct

Unit 4


Unit 5


Use

Partner


Internal

2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8

Summary

SAP

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2.7 Integration of SAP BW and SAP Portal

Topics from this unit: BW extractors for SAP Credit Management BW content for SAP Credit Management: InfoProviders & queries

Enterprise Portal: architecture overview, available SAP Credit Management iViews in Enterprise Portal

Use

Partner

Internal

Only

BW analysis process: calculating scores for SAP Credit Management using SAP BW

SAP

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BW Extractors SAP Business Information Warehouse

SAP Business Partner

Credit profile credit exposure

Payment history Order history


mySAP ERP Sales & Financials

Use

Partner

General master data

Internal

Only

InfoProvider and Queries

SAP

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BW Content

InfoProviders (0CDM*) ¾ Credit profile ¾ Credit segment data ¾ Credit profile history ¾ Credit Limit History ¾ Total Exposure ¾ Collective Processing

Queries (0CDM*)

Internal

Only

¾ Risk Class Revaluation/Simulation Analysis ¾ Credit profile analysis ¾ Credit limit analysis

Partner

¾ Risk class analysis ¾ Credit limit history (daily/monthly basis) ¾ Risk Class/Score history (daily/monthly basis)

Use

¾ Credit Exposure by Country ¾ Early Warning List ¾ Portfolio

SAP

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SAP BW Analysis Process Scoring in BW

SAP Credit Management Score 3. Transfer Score to SAP Credit Management (UKM_MASS_UPD2)

Internal

Only

1. Data transfer to BW (periodic) SAP BW FI CRM

Score

Process Process Analysis Analysis Parameters Parameters (0CR_AP0) (0CR_AP0)

2. Analysis process (0CR_AP0) Result: Score

Dunning Dunning Payment Payment arrears arrears Unjustified Unjustified disputes disputes DSO DSO

Use

Partner

CR

SAP

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Credit Manager Portal Credit Manager Portal Combines information from different source systems

Credit Manager Portal Cust. analysis

iView: iView: master master data data

Strategic analysis

iView: iView: blocked blocked orders orders

Users do not have to log on to different systems.

iView: iView: Early Early Warning Warning List List

Only Partner

SAP BW

mySAP ERP Sales

Use


Internal

iView: iView: Credit Credit Limit Limit History History

SAP

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Partner Only

By using Single Sign On (SSO) in Enterprise Portal 6.0, you can display information from different source systems on a single Web page. External services based on HTML can be included in the credit manager's role (for example, DUNS number search). You can define your own iViews in addition to those delivered in the Business Package (BP). The BP for SAP Credit Management 60.1 is available at https://www.sdn.sap.com/sdn/contentportfolio.sdn and contains the following iViews: y Credit Exposure by Country (Absolute) y Credit Exposure by Country (Percentage) y Portfolio y Risk Profile y Credit Limit History y Early Warning List y Business Partner Master Data

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Summary

Using SAP Enterprise Portal 6.0, a personalized Web page can be set up for credit managers (business package for SAP Credit Management 60.1). Credit managers can then use this page to access information and analyses relevant for the credit decision from different source systems, without having to log on to the individual systems.

Use

Partner

Internal

Only

SAP BW allows you to analyze credit management data using requests available in the BW content for SAP Credit Management, as well as to calculate complex creditworthiness formulas based on data from SAP Credit Management, the result of which is returned to SAP Credit Management.

SAP

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Introduction Unit 1


Unit 2


Only

Unit 3

SAP Biller Direct

Unit 4


Unit 5


Use

Partner


Internal

2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8

Conclusion

SAP

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2.8 Architecture

Topics from this unit: Architecture Scenarios (dependent on the release of the integrated systems)

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Single System Scenario

mySAP ERP 2004 (ECC 5.0)

BP Credit Manager Portal

BW 3.5

EP 6.0

RFC

Exchange Infrastructure 3.0 (incl. XI Content)

Internal

Only

SAP Credit Management 3.0 (Financial Basis 3.0)

BW Content 3.5.2

BW System*

Portal Server*

Use

Partner

Web AS 6.40

* optional

SAP

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Multiple System Scenario

mySAP ERP 2004 (ECC 5.0) or SAP R/3 Enterprise or SAP R/3 4.6C or SAP FIFI-CA (from 4.72)

Exchange Infrastructure 3.0 (incl. XI Content) RFC

BW Content 3.5.2

BP Credit Manager Portal

BW 3.5

EP 6.0

BW System*

Portal Server*

Use

Partner

Web AS 6.40

Internal

Only

SAP Credit Management 3.0 (Financial Basis 3.0)

SAP

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SAP Credit Management – Unit Summary

You can integrate SAP Credit Management as a single system or multiple system landscape, regardless of the SAP Sales and Distribution, or SAP Financial Accounting systems that you use. In all cases, SAP Credit Management is integrated into other systems using SAP XI.

Use

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Internal

SAP

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Exercise 1 Unit:

SAP FSCM Credit Management – Credit Data

At the conclusion of this exercise, you will be able to: Create a credit profile for a customer.

Only

Task 1: Enter credit profile data for a business partner. a) First find an existing customer in the system as a general business partner (roll 0000) with the business partner number FSCM##. Display the business partner in the system.

Partner

b) Create this business partner in a credit management roll and maintain the data as follows: Change in BP role

Credit Mgt Business Part.

ju

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Field Name or Data Type

Maintain the credit profile data. Use the rule for existing private customers. The system determines the score automatically (“Create with formula”).

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SAP

Partner

You maintain and store credit relevant master data in SAP Business Partner. This contains the scoring, risk class, and external ratings for the customer. You can assign different credit limits to the customer for each credit segment.

Use

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Internal

Assign a credit limit to a customer.

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c) Determine how high the customer’s score is.

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d) Which risk class does the system determine?

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e) You have information about an affidavit regarding the business partner’s assets and want to find out how entering this in the system will affect the system data. You learned today that the business partner has sworn an affidavit seven days ago. Activate the Affidavit and recalculate the score. Determine to what extent the customer’s score and risk class has changed. f) Remove the affidavit entry and make one or two of the following settings:

Change the occupation to “0001”. Change the gender.

Change the birth date so that the customer is older than 25.

Change the customer’s nationality to “DE”.

Calculate the score again. Did your settings influence the system’s calculation? g) Undo your changes. Recalculate the score and save your customer’s data (the score should now be 50 and the risk class Medium Default Risk).

Task 2: Establish credit segment data for a business partner.

SAP

b) You want to release the credit limit calculated by the system. Perform the relevant actions in the system.

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a) Display the credit segment data for the business partner FSCM## (credit management roll) in change mode. You want to confirm the credit limit from the main credit segment. Run a system calculation. How high is the credit limit calculated by the system in the main credit segment?

Partner

Internal

Use

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Partner

Set the region to Baden-Württemberg, Bavaria, Saarland, or Lower Saxony.

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d) Release this credit limit calculated by the system.

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e) Save the data and leave the master data maintenance area.

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SAP Credit Management – Process integration Solution 1

On the SAP Easy Access screen choose: Accounting Æ Financial Supply Chain Management Æ Credit Management Æ Master Data Æ Business Partner Master Data UKM_BP). an Enter the following values: Field Name or Data Type

Value

Business partner

FSCM## (## is your PC or group number)

Partner

Press ENTER. The system displays the address data for Mr. Felsmann## in Berlin.

Change in BP role

UKM000 Credit Mgt Business Part.

ju Sa n

Value

z_


to switch

Only

Use the Business Partner Æ Display <–> Change menu or the corresponding icon from display to change mode. Enter the following values:

an

b) Create this business partner in a credit management roll and maintain the data as follows:

rre

Partner SAP

a) First find an existing customer in the system as a general business partner (roll 0000) with the business partner number FSCM##. Display the business partner in the system.

SAP

Use

Task 1: Enter credit profile data for a business partner.

Use

Internal

SAP FSCM Credit Management – Process Integration

Internal

Only

Unit:

o_

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ut

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When prompted “Do you want to save the business partner?”, save the values by choosing Yes.

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Now maintain credit profile data for this business partner. Use the rule for existing private customers. The system determines the score automatically (“Create with formula”).

2-68


Choose the Credit Profile tab page and enter the following values: GENERAL DATA

Score

Click the Calc. with Formula button (symbol: calculator): The system then determines the score automatically.

Valid To

Determined automatically

Risk Class

Determined automatically

Check Rule

Default – all checks active

Only

Credit Group

Leave empty

The system determines the score as 80.

The system displays the risk class No Default Risk (A). e) You have information about an affidavit regarding the business partner’s assets and want to find out how entering this in the system will affect the system data. You learned today that your business partner has sworn an affidavit seven days ago.

Partner

Activate the Affidavit and recalculate the score. Determine to what extent the customer’s score and risk class has changed.

an Sa n

ju

The score is now 0 and the risk class is set to Very High Default Risk (E).

rre

f) Remove the affidavit entry and make one or two of the following settings:

ut

ie

In the Address Tab

G

Set the region to Baden-Württemberg, Bavaria, Saarland, or Lower Saxony.

o_

An to ni

In the Identification Tab

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Open the additional fields using the icon on the right of the screen. Change the occupation to “0001”.

Be rn

Only

On the Credit Profile tab page, scroll to the creditworthiness data. Activate the Affidavit indicator and enter the current date minus seven in the date field. Choose Calc. with Formula (calculator symbol) again in the Scoring screen area. The system then determines the score automatically.

z_

Use

d) Which risk class does the system determine?

SAP

Internal

c) Determine how high the customer’s score is.

Use

SAP

B2C-EXIST Rule for Existing Private Customers

Internal

Rules

Partner

Credit Profile – Scoring screen area

2-69


Change the gender.

Change the birth date so that the customer is older than 25.

Change the customer’s nationality to “DE”.

Calculate the score again. Did your settings influence the system’s calculation? Yes, the settings increased the score and in some cases improved the risk class.

g) Undo your changes. Recalculate the score and save your customer’s data (the score in the system is now be 80 and the risk class in No Default Risk).

Only Partner SAP

On the SAP Easy Access screen choose: Accounting Æ Financial Supply Chain Management Æ Credit Management Æ Master Data Æ Business Partner Master Data UKM_BP). Enter the following values:

a) Display the credit segment data for the business partner FSCM## (credit management roll) in change mode. You want to confirm the credit limit from the main credit segment. Run a system calculation. How high is the credit limit calculated by the system in the main credit segment?

Business partner


Change in BP role

UKM000 Credit Mgt Business Part.

Partner

Value

SAP


Use

an

Press ENTER.

Only

ju

The system displays the address data for Mr. Felsmann## in Berlin.

Sa n

Internal

Task 2: Establish credit segment data for a business partner.

Internal

Choose Save.

Use

The score should now be 50 and the risk class Medium Default Risk (C).

rre

z_

Ensure that the system displays the master data in change mode.

ut

ie

Choose Credit Segment Data from the application toolbar. Value

Credit Segment

Main Credit Segment (0000)

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Enter the following values:

2-70


On the Credit Limit and Control tab page, choose Limit Calc. with Formula (calculator symbol) from the Credit limit data screen area. The system sets the Limit Defined indicator automatically. The system requested amount is EUR 160,000. The system credit limit is EUR 160,000. b) You want to release the credit limit calculated by the system. Perform the relevant actions in the system. Release the calculated credit limit by choosing Release Limit (green checkmark).

e

e

t

)

On the Credit Limit and Control tab page, choose Limit Calc. with Formula (calculator symbol) from the Credit limit data screen area. The system sets the Limit Defined indicator automatically and displays EUR 80,000 as the requested amount for the current date.

Partner

The system credit limit is EUR 80,000. d) Release this credit limit calculated by the system. Release the calculated credit limit by choosing Release Limit (green checkmark).

ju

an

Only

The system message “Credit limit increased” appears in the standard toolbar. e) Save the data and leave the master data maintenance area.

Sa n

Partner SAP

Enter the following values: Field Name or Data Typ Valu Credit Segmen IDES AG (1000

SAP

Use

c) You now want to know about the credit limit for IDES AG. Calculate the credit limit for the IDES AG credit segment. How high is the credit limit calculated by the system in this segment?

Use

Internal

Internal

Only

The system message “Credit limit increased” appears in the standard toolbar.

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Choose Save (disk icon) from the standard toolbar, and leave the display by choosing Back (green arrow symbol) from the standard toolbar.

2-71


SAP Credit Management – Process integration – Exercise 2 Unit:


At the conclusion of this exercise, you will be able to:

Only Partner

Check the results of the credit check and release blocked orders. SAP Credit Management is integrated into sales and distribution and financial accounting processes. This integration allows you to check incoming orders in real time, with regard to the creditworthiness of the customer.

SAP

Open items from financial accounting systems are sent to SAP Credit Management where they update the liability data for a business partner.

SAP Partner

Task 1: Transfer liability data from the SAP Financial Accounting system to SAP Credit Management.

an ju

b) You now want to see an overview of the receivables or payables (open items + credit memos) that exist for the business partner FSCM## in company code 1000. (The business partner FSCM## is the customer FSCM##.) Check this using the line item display function in SAP Accounts Receivable Accounting.

Only

a) You want to find out whether liability data from the SAP Sales and Distribution or SAP Financial Accounting systems has already been updated for the business partner FSCM## that you created in SAP Credit Management. Check this in the master record for your business partner FSCM##.

rre

z_

Sa n

Use

Use

Internal

Internal

Transfer financial accounting information about a customer’s open items (liability update) and payment behavior (payment behavior summary data) to SAP Credit Management.

An to ni

o_

G

ut

ie

How much is the business partner’s financial debt (balance) that can be seen from the line item display?

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c) You now want to transfer the liability data (only the data for your customer FSCM##!) from accounts receivable accounting to the business partner data in SAP Credit Management. Use an appropriate report to do so. Then execute a test run and display the details in list form. 2-72


Check the items that are displayed in the list. Do the items to be sent correspond to the line items displayed in SAP Accounts Receivable Accounting? Start the report as an update run.

d) Check the updated liability data in the credit segment data for your business partner FSCM## for credit segment 1000.

b) Check the line item display for your customer FSCM## in SAP Financial Accounting. What information does the display give you about your customer's payment behavior? What is the oldest open item (document number, amount, due date)? _______________________________________________________________

Partner

What was the last payment the customer made (document number, amount, document date)?

Check the data that is displayed in the list.

Only

ju

c) Use a report (Payment Behavior Summary Update) to transfer the payment behavior summary data from accounts receivable accounting to the business partner master data in SAP Credit Management (only the data for your customer FSCM##!). Then execute a test run and display the details in list form.

an

_______________________________________________________________

Sa n

Partner SAP

a) No payment behavior summary data from the financial systems has been updated for the business partner FSCM## that you created in SAP Credit Management. Check this in the master record for your business partner FSCM##.

SAP

Use

Task 2: Transfer payment behavior summary data to SAP Credit Management.

Use

Internal

Internal

Only

Does the updated credit segment amount in the Credit Exposure field correspond to the customer’s balance in company code 1000 that was transferred from SAP Accounts Receivable Accounting?

ie

rre

z_

Does this data correspond to the information contained in the line item display in SAP Accounts Receivable Accounting?

o_

G

ut

Start the report as an update run.

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d) Check the updated payment behavior summary data in the credit segment data for your business partner FSCM## for credit segment 1000.

2-73


Does the updated data (for example, the oldest open item and the latest payment) correspond to the data transferred from SAP Accounts Receivable Accounting?

Task 3: Use SAP Credit Management to perform a credit check when you create a sales order in the SAP Sales and Distribution component.

PO number: 050708##

PO date: current date

Material: M-12

Order quantity: 1

an

ju

Sold-to party: FSCM##

Only

Partner

c) Your customer FSCM## orders a monitor (material M-12) from you. In the SAP Sales and Distribution system, create a cross-line of business rush order (the customer should receive the goods immediately) within the Frankfurt sales organization for your business partner, who is specified as the end customer. Use the following data:

Sa n

Partner SAP

SAP

Use

b) To make sure that the credit check will be negative initially when you create an order for your customer FSCM##, block your business partner from further vendor credit in credit segment 1000, using the blocking reason Manual Block.

Use

Internal

a) The credit check is performed using the check rule defined in SAP Business Partner. In the credit check data for your business partner FSCM## (Credit Mgt Business Part role), define the standard check rule, which activates all of the credit check steps and carries out a static credit limit check.

Internal

Only

When you create a sales order in the SAP Sales and Distribution components, the system runs a credit check (credit limit check and check of other credit-relevant data) for the customer automatically in the background. If the check result is negative, the system may issue a warning message and block the order.

rre

z_

When you have created the ordered material (and chosen Enter), the system performs the credit check in SAP Credit Management automatically.

G

ut

ie

The block that you set in the customer’s credit master data causes a negative check result. The result is displayed as a system message.

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An to ni

o_

Confirm the system message with Continue and save the order using the pushbutton in the standard toolbar. The system issues the message “Rush Order xy has been saved (no delivery created)”. The system did not create the delivery due to the negative check result. Take a note of the order number: __________________. 2-74


d) Display the sales order you just created and navigate to the order’s status data using Goto Æ Header Æ Status. What is the credit status for the order? Has the order been blocked for further processing?

g) Double-click the order now indicated as “Released” to go to the order display. Since the system created a delivery automatically when you released the document, the message “Note subsequent documents” is issued. Confirm this message and display the subsequent documents for your order by choosing Environment Æ Display Document Flow.

Partner

Take a note of the delivery number created by the system: ____________ . Check the status of your order again. What is the credit status and overall blocked status of the order now? h) Display the segment data for credit segment 1000 for your customer FSCM##, and check the overall amount and the detailed display of the updated liability.

ju

an

Only

Is the liability data for the order you created contained in SAP Credit Management?

Sa n

Partner SAP

Since this is a rush order, when you save the manual release the system creates a delivery automatically in the background.

SAP

Use

f) Display all blocked sales and distribution documents for your customer within the SAP sales and distribution components. The list displays the sales order that you created – remove the order manually.

Use

Internal

Which of the check steps caused the overall negative check result?

Internal

Only

e) As an employee in the credit department, you want an overview of the credit checks that have taken place today. Check the log for credit checks that have taken place today for your customer FSCM## in credit segment 1000. Open the credit check log for the sales order you just created and note the check messages assigned.

ie

rre

z_

Task 4: Deliver and bill the sales order.

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o_

G

ut

So that the customer can be billed for the sales order, the ordered goods must be removed from the warehouse, packed, and booked out of the warehouse. When you issue a bill in the SAP system, this triggers an automatic transfer to financial accounting (that is, it creates a corresponding open item).

2-75


a) The material that the customer has ordered must be picked and packed before it can leave the warehouse. Change the delivery that the system generated for the order by using the delivery number that you noted previously. Check that the pick quantity (same as the delivery quantity) has been entered for your material. Now choose Edit Æ Pack from the menu and pack your material using the T-ZS401 packaging material. Save your changes.

d) The system creates an open item automatically in SAP Financial Accounting when you bill the order. Display your order and choose Environment Æ Display Document Flow to display the subsequent documents for the order. Take a note of the document number _____________ and the amount _____ of the open item created.

Partner

e) Display all of the open items for your customer FSCM## in SAP accounts receivable accounting. Does the list of open items contain the open item that the system created for your order?

an ju

rre

z_

Is the receivable that results from your customer’s order contained in the liability data in SAP Credit Management?

Only

f) Display your customer’s business partner data for credit segment 1000 and check the updated liability (detailed display for the liability).

Sa n

Partner SAP

Take a note of the billing document number.

SAP

Use

c) After your delivery has been dispatched, you must then create a corresponding billing document. When you create the billing document, confirm the data proposed by the system and save your entries.

Use

Internal

Internal

Only

b) After you have saved the delivery, the system returns to the initial screen for changing the delivery. Choose Post goods issue.

ut

ie

g) As described in exercise 1, transfer the liability data from SAP Financial Accounting to SAP Credit Management, and check the liability for your customer in SAP Credit Management.

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An to ni

o_

G

Is the open receivable for the sales order you created now contained in the liability data in SAP Credit Management?

2-76


SAP Credit Management – Process integration Solution 2

Easy Access screen choose: Accounting Æ Financial Supply Chain Management Æ Credit Management Æ Master Data Æ Business Partner Master Data (UKM_BP). Enter the following values: Value

Business partner


Partner


Press ENTER. The system displays the data for your business partner FSCM##.

an ju

The system then displays an amount of 0.00 in the Credit Exposure field.

o_

G

ut

ie

rre

z_

b) You now want to see an overview of the receivables or payables (open items + credit memos) that exist for the business partner FSCM## in company code 1000. (The business partner FSCM## is the customer FSCM##.) Check this using the line item display function in SAP Accounts Receivable Accounting.

Only

Now choose Credit Segment Data in the top right screen area and choose the Credit Limit and Control tab page. (NB You may already be in this Segment)

Sa n

Partner SAP

a) You want to find out whether liability data from the SAP Sales and Distribution or SAP Financial Accounting systems has already been updated for the business partner FSCM## that you created in SAP Credit Management. Check this in the master record for your business partner FSCM##.

SAP

Use

Task 1: Transfer liability data from the SAP Financial Accounting system to SAP Credit Management.

Use

Internal


Internal

Only

Unit:

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On the SAP Easy Access screen choose: Accounting Æ Financial AccountingÆ Customers Æ Account Æ Display/Change Line Items (FB5LN).

2-77


Enter the following values: Field Name or Data Type

Value

Customer account


Company Code

1000

Open items

X– Set indicator

Open at key date

Current date

c) You now want to transfer the liability data (only the data for your customer FSCM##!) from SAP Accounts Receivable Accounting to the business partner data in SAP Credit Management. Use an appropriate report to do so. Then execute a test run and display the details in list form.

Partner

On the SAP Easy Access screen choose: Accounting Æ Financial Supply Chain Management Æ Credit Management Æ Integration of Credit Management with FI-AR Æ Asynchronous Liability Update (UKM_TRANSFER_ITEMS).

No. of Docs per XI Message

1,000

Test Run – No Send

X– Set indicator

Company Code

1000

Customer

FSCM##

Output Details

X– Set indicator

Sa n

ju

Value

Only


an

On the Create XI Messages for Liability Update in Credit Management screen, enter the following values:

Start Rebuild

X– Set indicator

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Choose Execute (green checkmark symbol with clock).

ut

An to ni

Value

do _


o_

G

In the Rebuild Collective Table from Open Items screen area, enter the following:

ie

rre

z_

Partner SAP

The business partner’s balance is EUR 1710.00.

SAP

Use

How much is the business partner’s financial debt (balance) that can be seen from the line item display?

Use

Internal

Internal

Only

Choose Execute (Green check symbol with clock)

2-78


Check the items that are displayed in the list. Do the items to be sent correspond to the line items displayed in SAP Accounts Receivable Accounting? Yes, exactly the same items are selected and displayed. You can carry out a check using the liability amounts. Start the report as an update run. Go Back to the report’s initial screen and deactivate the Test Run – No Send indicator. When you next start the program, the update run will commence.


Value

Business partner


Press ENTER. The system displays the data for your business partner FSCM##.

Partner

Now choose Credit Segment Data in the top right screen area and choose the Credit Limit and Control tab page. (NB You may already be in this Segment)

ar

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ju

An to ni

o_

G

ut

ie

rre

z_

Yes, the credit exposure corresponds to the business partner’s balance of EUR 1710.00.

Only

Does the updated credit segment amount in the Credit Exposure field correspond to the customer’s balance in company code 1000 that was transferred from SAP Accounts Receivable Accounting?

an

The system then displays an amount of 1,710.00 in the Credit Exposure field.

Sa n

Partner SAP


SAP

Use

On the SAP Easy Access screen choose: Accounting Æ Financial Supply Chain Management Æ Credit Management Æ Master Data Æ Business Partner Master Data (UKM_BP).

Use

Internal

d) Check the updated liability data in the credit segment data for your business partner FSCM## for credit segment 1000.

Internal

Only


2-79


Task 2: Transfer payment behavior summary data to SAP Credit Management. a) No payment behavior summary data from the financial systems has been updated for the business partner FSCM## that you created in SAP Credit Management. Check this in the master record for your business partner FSCM##. On the SAP Easy Access screen choose: Accounting Æ Financial Supply Chain Management Æ Credit Management Æ Master Data Æ Business Partner Master Data (UKM_BP).

Value

Business partner


Press ENTER. The system displays the data for your business partner FSCM##. Now choose Credit Segment Data in the top right screen area and choose the Credit Segment tab page.

SAP

Partner

On the SAP Easy Access screen choose: Accounting Æ Financial AccountingÆ Customers Æ Account Æ Display/Change Line Items (FB5LN).

SAP

Use

The fields are empty. b) Check the line item display for your customer FSCM## in SAP Financial Accounting. What information does the display give you about your customer's payment behavior?

Value

Customer account


Company Code

1000

All Items

X– Set indicator

Open at key date

Current date

rre

z_

Sa n

ju


an


Only

Internal

Use

Partner


Internal

Only


G

ut

ie

Choose Execute (green checkmark symbol with clock)

An to ni

o_

What is the oldest invoice open item (document number, amount, due date)?

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Document number: See the Document number field; amount = EUR 220; due date = approx. 70 days ago

2-80


What was the last payment the customer made (document number, amount, document date)? Document number: See the Document number field; amount = EUR 350; due date = approx. 60 days ago

Value

No. of Docs per XI Message

1,000

Test Run – No Send

X– Set indicator

Company Code

1000

Customer

FSCM##

Output Details

X– Set indicator

Partner

In the Rebuild Collective Table from Open Items screen area, enter the following: Field Name or Data Type

Value

Start Rebuild

X– Set indicator

ju

an

Only


rre

Does this data correspond to the information contained in the line item display in SAP Accounts Receivable Accounting?

Sa n

Check the data that is displayed in the list.

z_

Partner SAP


SAP

Use

Enter the following values on the “Send FI Summary for Credit Management via XI” screen:

Use

Internal

On the SAP Easy Access screen choose: Accounting Æ Financial Supply Chain Management Æ Credit Management Æ Integration of Credit Management with FI-AR Æ Update FI Summaries (UKM_TRANSFER_VECTOR).

Internal

Only

c) Use a report (Payment Behavior Summary Update) to transfer the payment behavior summary data from SAP Accounts Receivable Accounting to the business partner master data in SAP Credit Management (only the data for your customer FSCM##!). Then execute a test run and display the details in list form.

ut

ie

Yes.

o_

G

Start the report as an update run.

do _

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An to ni

Go Back to the report’s initial screen and deactivate the Test Run – No Send indicator. When you next start the program, the update run will commence.

2-81


d) Check the updated payment behavior summary data in the credit segment data for your business partner FSCM## for credit segment 1000. On the SAP Easy Access screen choose: Accounting Æ Financial Supply Chain Management Æ Credit Management Æ Master Data Æ Business Partner Master Data (UKM_BP).

Partner

Value

Business partner


Press ENTER. The system displays the data for your business partner FSCM##. Now choose Credit Segment Data in the top right screen area and choose the Credit Segment tab page.

Use

The fields have now been filled.

SAP

Does the updated data (for example, the oldest open item and the latest payment) correspond to the data transferred from SAP Accounts Receivable Accounting? Yes.

Partner

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ut

ie

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Sa n

ju

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Only

Internal

Use

SAP


Internal

Only


2-82


Task 3: Use SAP Credit Management to perform a credit check when you create a sales order in the SAP Sales and Distribution component.

a) The credit check is performed using the check rule defined in SAP Business Partner. In the credit check data for your business partner FSCM## (Credit Mgt Business Part role), define the standard check rule, which activates all of the credit check steps and carries out a static credit limit check. Choose change mode for the business partner FSCM## (Credit Mgt Business Part role).

Partner

Check Rule

Default – All Checks Active (Stat. Credit Limit)

Save your entries using the disk pushbutton in the standard toolbar.


Use SAP Partner

b) To make sure that the credit check will be negative initially when you create an order for your customer FSCM##, block your business partner from further vendor credit in credit segment 1000, using the blocking reason Manual Block.

Only

ju

rre

z_

If you are not already on the credit segment data screen, choose Credit Segment Data from the application toolbar and select the Credit Limit and Control tab page. Make sure that you are in credit segment 1000.

an

You are already in change mode for the FSCM## business partner data (Credit Mgt Business Part role).

Sa n

Use

Value

SAP

If you are not already on the general data screen, choose General Data from the application toolbar and select the Credit Profile tab page. Field Name or Data Type

Internal

Internal

Only

When you create a sales order in the SAP Sales and Distribution components, the system runs a credit check (credit limit check and check of other credit-relevant data) for the customer automatically in the background. If the check result is negative, the system may issue a warning message and block the order.

ie

In the Control Data area, enter the following values: Value

Blocked in Credit Management

X– Set indicator

Block Reason

Manual Block (Z9)

G o_ An to ni

do _ ar

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2-83


Save your entries using the disk pushbutton in the standard toolbar.

Partner

PO number: 050708##

PO date: current date

Material: M-12

Order quantity: 1

On the SAP Easy Access screen choose: Logistics Æ Sales and Distribution Æ Sales Æ Order Æ Create (VA01). Create sales order: initial Screen Order Type

RO (rush order)

Sales Organization

1000

Distribution Channel

10

Division

00

SAP

SAP

Sold-to party: FSCM##

Use Partner

Use

Internal

Only

c) Your customer FSCM## orders a monitor (material M-12) from you. In the SAP Sales and Distribution system, create a cross-line of business rush order (the customer should receive the goods immediately) within the Frankfurt sales organization for your business partner, who is specified as the end customer. Use the following data:

Press ENTER

FSCM##

PO number:

050708##

PO date:

Current date

an

Sold-to party:

Sa n z_

1

rre

Order quantity:

ie

M-12

ju

All Items area (Sales tab page) Material

Only

Internal

Create Rush Order: Overview

An to ni

o_

G

ut

Press ENTER

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When you have created the ordered material (and chosen Enter), the system performs the credit check in SAP Credit Management automatically.

2-84


The block that you set in the customer’s credit master data causes a negative check result. The result is displayed as a system message. Confirm the system message with Continue and save the order using the pushbutton in the standard toolbar. The system issues the message “Rush Order xy has been saved (no delivery created)”. The system did not create the delivery due to the negative check result. Take a note of the order number: __________________.

Follow the menu path Goto Æ Header Æ Status. The Processing Status area contains information about the credit status and the overall blocking status. What is the credit status for the order? The system displays the status “Not Approved”.

Partner

Has the order been blocked for further processing?

Only

ju

e) As an employee in the credit department, you want an overview of the credit checks that have taken place today. Check the log for credit checks that have taken place today for your customer FSCM## in credit segment 1000. Open the credit check log for the sales order you just created and note the check messages assigned.

an

Yes, the order has been blocked for further processing. The system displays the overall blocking status “Blocked”.

rre

z_

Sa n

Partner SAP

Press ENTER.

SAP

Use

The system proposes the order number for your order (alternatively, enter the order number that you wrote down previously).

Use

Internal

On the SAP Easy Access screen choose: Logistics Æ Sales and Distribution Æ Sales Æ Order Æ Display (VA03).

Internal

Only

d) Display the sales order you just created and navigate to the order’s status data using Goto Æ Header Æ Status.

An to ni

o_

G

ut

ie

On the SAP Easy Access screen, choose Accounting Æ Financial Supply Chain Management Æ Credit Management Æ List Displays Æ Logs for Credit Check and Liability Update (transaction UKM_LOGS_DISPLAY). Log display

do _

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FSCM##

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Business partner

2-85


Date

Current date

Credit check

;

Double click the bottom log – in the bottom of the screen, the message text for your order’s credit check appears. The message at the top displays the check rule with which the credit check took place. The message at the bottom displays the overall result (“Check was unsuccessful”).

f) Display all blocked sales and distribution documents for your customer within the SAP Sales and Distribution component. The list displays the sales order that you created – remove the order manually. Since this is a rush order, when you save the manual release the system creates a delivery automatically in the background.

Partner

On the SAP Easy Access screen choose: Logistics Æ Sales and Distribution Æ Credit Management Æ Exceptions Æ Blocked SD Documents (VKM1). Enter the following values: Blocked Sales and Distribution Documents

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Choose Execute (green checkmark symbol with clock). Select the order by setting the indicator at the beginning of the item, and choose Release (green flag) from the application toolbar.

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In this case, the manual block that you set for your business partner led to the overall negative check result.

SAP

Use

Which of the check steps caused the overall negative check result?

Use

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The messages between the top and bottom lines display the results of the individual steps in the credit check – green status indicates that the check conditions were met, and red status indicates a negative check result. Even one negative check results leads to an unsuccessful overall result.

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Save your entries using the disk pushbutton on the standard toolbar.

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g) Double-click the order now indicated as “Released” to go to the order display. Since the system created a delivery automatically when you released the document, the message “Note subsequent documents” is issued. Confirm this message and display the subsequent documents for your order by choosing Environment Æ Display Document Flow. 2-86


Take a note of the delivery number created by the system: ____________ . Check the status of your order again. What is the credit status and overall blocked status of the order now? The processing status is now “Activity released” and the overall blocked status is “Not blocked”. (See the previous exercise for information about how to do this.)


Value

Business partner


Change in BP role

Credit Mgt Business Part.

SAP

Press ENTER.

Use

Value

Credit Segment

IDES AG (1000)

z_

Now choose Credit Limit and Control. In the Credit Limit area, the system displays the total liability amount (Total Liability field).

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Partner

Choose Credit Segment Data from the application toolbar.

Internal

Ensure that the system displays the master data in change mode.

Sa n

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Use

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On the SAP Easy Access screen choose: Accounting Æ Financial Supply Chain Management Æ Credit Management Æ Master Data Æ Business Partner Master Data.

Internal

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h) Display the segment data for credit segment 1000 for your customer FSCM##, and check the overall amount and the detailed display of the updated liability.

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To the right of this field there is an information pushbutton, which provides you with a detailed display of the liability data.

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Is the liability data for the order you created contained in SAP Credit Management? Yes. The order liability has been transferred online to Credit Management.

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Task 4: Deliver and bill the sales order.

2-87


So that the customer can be billed for the sales order, the ordered goods must be removed from the warehouse, packed, and booked out of the warehouse. Issuing a bill in the SAP system triggers an automatic transfer to SAP Financial Accounting (that is, it creates a corresponding open item). a) The material that the customer has ordered must be picked and packed before it can leave the warehouse. Change the delivery that the system generated for the order by using the delivery number that you noted previously. On the SAP Easy Access screen choose: Logistics Æ Sales and Distribution Æ Shipping and Transportation Æ Outbound Delivery Æ Change Æ Single Document (VL02N).

Delivery

The number of your delivery (this may be proposed by the system)

Partner

Choose the Picking tab page to check the pick quantity. The system has already entered the picking data automatically.

SAP

Choose Edit Æ Pack from the menu and enter the T-ZS401 material on the following screen for packaging materials.

Partner

Value

Packaging material

T-ZS401

Only


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On the “Pack material” tab page, enter the following values:

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Now choose Edit Æ Pack from the menu and pack your material using the T-ZS401 packaging material.

Use

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Press ENTER. Check that the pick quantity (same as the delivery quantity) has been entered for your material.

In the upper screen area, select the handling unit generated for the packaging material entered, and in the lower screen area, select the material to be packed, and then choose Edit Æ Pack Æ Pack.

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Change Outbound Delivery (initial screen)

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Save your data.

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b) After you have saved the delivery, the system returns to the initial screen for changing the delivery. Choose Post goods issue.

2-88


c) After your delivery has been dispatched, you must then create a corresponding billing document. When you create the billing document, confirm the data proposed by the system and save your entries. On the SAP Easy Access screen choose: Logistics Æ Sales and Distribution Æ Billing Æ Billing Document Æ Create.

In the Documents to be processed area, the system proposes your delivery in the Document field (otherwise enter the delivery number that you previously noted in this field).

Take a note of the document number _____________ and the amount _____ of the open item created. On the SAP Easy Access screen choose: Logistics Æ Sales and Distribution Æ Sales Æ Order Æ Display (VA03). Enter your order number.

Partner

Choose Environment Æ Display document flow to navigate to the display of the subsequent documents for the order. Double-click the accounting document. Take a note of the document number (Doc. No. field) and the amount (Ref. value field).

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On the SAP Easy Access screen choose: Accounting Æ Financial AccountingÆ Customers Æ Account Æ Display/Change Line Items.

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e) Display all of the open items for your customer FSCM## in SAP Accounts Receivable Accounting.

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d) The system creates an open item automatically in SAP Financial Accounting when you bill the order. Display your order and choose Environment Æ Display document flow to display the subsequent documents for the order.

SAP

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Save the billing document and take a note of the document number.

Use

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Press ENTER. The system proposes the billing data.

2-89



Value

Customer account


Company Code

1000

Open items

;

Open at key date

Current date


For information about how to do this, see exercise 2, task 3h). The detailed display for the liability contains information about the item from SAP Financial Accounting. Double-click the corresponding line (liability type: open item from FI) in the list displayed to branch to the individual line items for the liability. Is the receivable that results from your customer’s order contained in the liability data in SAP Credit Management?

Partner

g) As described in exercise 3, task 1, transfer the liability data from SAP Financial Accounting to SAP Credit Management, and check the liability for your customer in SAP Credit Management.

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No. The order has been billed and transferred to SAP Financial Accounting on the basis of the open item created. In contrast to the liability data from the SAP Sales and Distribution components, the liability information from SAP Financial Accounting is periodically transferred to SAP Credit Management using a report. This transfer has not yet taken place.

Sa n

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f) Display your customer’s business partner data for credit segment 1000 and check the updated liability (detailed display for the liability).

SAP

Use

Yes. The list contains the noted document.

Use

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Does the list of open items contain the open item that the system created for your order?

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Is the open receivable for the sales order you created now contained in the liability data in SAP Credit Management?

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Yes. The data has been transferred using the report.

2-90


SAP Biller Direct – Course Overview


Unit 2


Unit 3

SAP Biller Direct

Unit 4


Unit 5


Summary

Use

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Unit 1

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Introduction

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SAP Biller Direct – Course Scenario Business partner Orders

Invoices/ Pays


Complains



Communicates for receivables

Pays

Clarifies complaint

Processes proactive receivables (collecting)


Only Partner


SAP Biller Direct


Internal



Use


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The SAP FSCM components Credit Management, Biller Direct, and Dispute & Collections Management, which are dealt with in this course, are represented in the following B2C scenario (private customer scenario): y When you create a sales order (SO) for a customer in the SAP Sales and Distribution component (SAP Sales), the customer's creditworthiness (CW) is checked online using SAP Credit Management; subsequently the order is processed and released in SAP Sales if there is a block set by SAP Credit Management. y The sales order is then invoiced electronically using SAP Biller Direct; payments and complaints entered by the customer using SAP Biller Direct are processed using the integrated SAP Financial Accounting (SAP Financials) and SAP Dispute Management systems. y SAP Dispute Management is used to clarify customer problems that have been entered using SAP Biller Direct. y SAP Collections Management is used for active communication regarding the overdue receivable that resulted from the sales order. y The receivable for the sales order is then cleared.

Partner

3-2


3 SAP Biller Direct (Course Overview)


Unit 2


Unit 3

SAP Biller Direct 3.1 3.2 3.3 3.4 3.5 3.6

Overview User Management Functions in the B2C Scenario Customer Communication System Configuration Architecture

Unit 4


Unit 5


Summary

Use

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Unit 1

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Introduction

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3.1 SAP Biller Direct – Overview

Topics from this unit: Definition of SAP Biller Direct and comparison with SAP Biller Consolidator

Features of SAP Biller Direct and scenarios in which SAP Biller Direct can be used

Use

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Optimization potential in the financial supply chain, serving as the starting point for SAP Biller Direct

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Definition of SAP Biller Direct

SAP Biller Direct is a component of SAP Financial Supply Chain Management, and along with SAP Biller Consolidator provides an SAP solution for Electronic Bill Presentment and Payment (EBPP).

SAP Biller Direct is a Java-based application, which allows organizations to work closely together with their customers and partners.

Use

Partner

SAP Biller Direct supports the entire communication process, from presenting the bill to clarifying discrepancies and reconciling accounts and payments.

Internal

Only

SAP Biller Direct allows organizations to set up electronic billing, electronic payments and integrate customer service and financial management using an Internet portal.

SAP

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Definition of EBPP Electronic:

Electronic delivery and receipt, that is, on the Internet

Bill:

Bills, credit display, debit display, and dunning notice

Presentment:

Presentment directly in the ERP system (B2B) or on the Web (B2C) Clearing payments, receiving credit or debit display

EBPP is a platform used by billers and customers to send and pay bills electronically.

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Payment:

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&

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3-6


SAP Biller Direct Versus SAP Biller Consolidator I SAP Biller Direct Invoice/Push Model (E-Mail notification)

Customer

Biller

Customer Invoice/Pull Model Customer

Only

Customer

Biller

Partner

Biller

Internal

SAP Biller Consolidator

Invoice

Consolidator

Customer

Invoice

Customer

Biller

Use

SAP

SAP

 SAP AG 2003

SAP EBPP – SAP Biller Direct solution: y The customer downloads the bill electronically from a link to a server set up by the biller, or opens the file directly as an e-mail attachment. SAP EBPP – SAP Biller Consolidator solution: y The biller sends bills electronically to the consolidator, which then converts the format as necessary and posts the bills with the appropriate value-added tax to the relevant customer. y The customer can pay the bill by point-and-click.

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3-7


SAP Biller Direct Versus SAP Biller Consolidator II Biller Consolidator

1:n relationship (point-for-point)

n:m relationship (network)

You can present the bill in the portal, send a URL, and the customer can manually process the bill.

You send the bill to the customer's ERP system or present the bill in the portal.

Customer licenses the software and installs it.

Service provider provides the service and the customer pays for this service.

If there is a strong increase in sales, this is not beneficial for customers who receive their bills from several portals.

Customer does not install any software requiring a license, but connects instead to the Consolidator

If there is a low increase in sales, the network efficiency is not used to its advantage.

Use

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Biller Direct

SAP

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3-8


Biller Direct – Relevant Optimization Potential Optimization potential Billing is expensive: Æ Many bills are in paper form Æ High shipping times and costs

Processes and systems are not linked with those of the business partners.

Costs

Hedging


Liquidity


Maximization


Revenue

Use

Partner

Optimization potential in payment or payment processing procedure

Minimization

Internal

Only

A large number of disputed invoices, which take days to resolve.

Optimizing the cash flow cycle Æ Utilization/Assignment of vendor credit Æ Payment delays/Non-payments Æ Process conditioned payment delays

SAP

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3-9


SAP Biller Direct: Features

Billing, payment history and account balance display (Partial) payments using SAP Biller Direct Cancellation of scheduled payments Clear payments against open items Customer notification

Only

Internal

Collection authorization assignment Integration with SAP Dispute Management and SAP Cash Management

Use

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E-invoicing (Payer Direct)

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3-10


SAP Biller Direct (B2C): Features SAP Biller Direct

ERP Back End (ECC5.0 / SAP DM)

Open items (list view)

Online integration with SAP Accounts Receivable Accounting

Details

Print

Download (XML, Excel, CSV)

pdf (invoice)

Comments/Dispute case

Edit comments and dispute cases

Amount alteration

Credit clearing

Bank collection

Credit card payment

Download

Payment method entry in item

Internal

Only

Payment Part payment + comment and dispute case

Partner

Paid invoices Credit memos

Use

Dispute cases

Internal Service Request

User data change

SAP

SAP

 SAP AG 2003

In the next unit, the functions from the B2C area will be explained further.

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3-11


SAP Biller Direct (B2B): Features SAP Biller Direct

ERP Back End (ECC5.0 / SAP DM)

Open items (credit/debit view)

Details

Print

Download (XML, Excel, CSV)

Payment advice

Online integration in accounts receivable accounting Payment advice as suggestion for assigning open items

Create, edit, display

Mail person responsible

Change user data

Internal service request

Use

 SAP AG 2003

SAP

SAP

Partner

Balance comparison

Internal

Only

Balance list, line items

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3-12


SAP Biller Direct: B2C Scenario (Overview) Business Benefits

Business Benefits

Optimized Bill processing workflow

Faster payments by customers

Control of timing of payments the and outbound cashflow

Increased profit through Increased customer loyalty Reduced billing costs

Advantage of more Precise Cash Management

Improved payment and exception processing

Only

Improved cashflow (reduced working capital and faster bill payment)

Fewer accounting errors

Integration of data, no duplicate data entry

Electronic trading for even for companies without EDI

Different message types (EDI, XML, ...)

Easy 24/7 access from anywhere

Use

Partner

Internal

Electronic integration of bills into Accounts Payable

Profit from increased customer satisfaction

SAP

SAP

 SAP AG 2003

This slide explains how, in a business-to-customer scenario, the customer uses SAP Biller Direct to display and release invoices in the vendor's portal. The next unit focuses on the functions within this B2C scenario.

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3-13


SAP Biller Direct: B2B Scenario (Assigning Items) Potential profit

Business benefits

Up to 10%*

Information for the clearing process is quick and easy to receive

Up to 10%*

Misunderstandings with vendors are avoided

Up to 30%*

Dunning vendors is avoided

Up to 25%*

It takes less time to contact customers

Reduction of telephone and postage costs

Information about whether the vendor has Up to 10%* received payment

Clear, precise information obtained from the customer

Use

Partner

Up to 25%*

Potential profit

Internal

Only

Up to 20%*

Business benefits

* Source: Discussion with customers

SAP

SAP

 SAP AG 2003

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This slide explains how, in a business-to-business scenario, a customer and a vendor work together to resolve dispute cases that arise due to problems when assigning payments to open items. In the business flow, uncertainties about the application of funds from incoming payments often arise. In this case SAP Biller Direct, in connection with SAP Accounts Receivable Accounting, provides an effective solution. This leads to more efficient business processes and avoids redundant communication between business partners. On the vendor's portal page, the user receives a clearly structured comparison of the payments made and the open invoices. The user can then make assignments manually, add a comment in the case of discrepancies, and send the completed assignments to the business partner. A payment advice note is then created in SAP Accounts Receivable Accounting in the SAP back-end system. The SAP Biller Direct user can view the payment advice notes that have been created, but which the vendor has not yet posted. Provided that the payment advice note has not been posted to SAP Accounts Receivable Accounting, the user can still edit or delete the notes. If the user deletes a payment advice note, the invoices and payments reappear in the list of open items.

3-14


SAP Biller Direct: B2B Scenario (Reports for Partner) Potential profit

Business benefits

Business benefits

Potential profit

Up to 5%*

Customer receives reports directly from the Internet – saves resources

Real time info in the vendor's system

Up to 10%*

You can change the report's format

Up to 5%*

Up to 5%*

You can analyze the account balance from the vendor's system

Customer receives current information

Partner

Up to 5%*

Up to 10%*

Use

Access to reports without necessarily calling or asking the vendor

Internal

Only

Up to 20%*

Reduced costs for sending the reports


SAP

SAP

 SAP AG 2003

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This slide explains how, in a business-to-business scenario, a biller can make account information available to customers on the Internet.

Partner

3-15


SAP Biller Direct: Master Data Maintenance Scenario Potential profit

Business benefits

Business benefits

Potential profit

Up to 5%*

Customer receives info about master data quickly and easily

Simple application, quick and clear information about master data

Up to 5%*

Reduced postage for transferring new master data

Possible to transfer new vendor master data automatically by copying to the SAP system

Only

Automatically receive changes from the vendor and process them in the system

Up to 10%*

Use

Partner

The SAP ERP system is required for communication

Up to 20%*

Internal

Up to 50%*


SAP

SAP

 SAP AG 2003

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This slide explains how organizations can use SAP Biller Direct to provide their customers with selfservice scenarios for changing customer master data and for configuring various preferences.

Partner

3-16


Summary

By using SAP Biller Direct, the customer receives the electronic bill either by downloading from a link (text message or e-mail) to a server set up by the biller, or by opening the file directly as an e-mail attachment. The customer can then carry out further activities electronically (for example, approving payments, clearing credit for invoices, or creating requests or complaints).

Along with the processes set previously in the B2C scenarios, SAP Biller Direct can also be set up for different B2B scenarios, such as assigning open items, comparing balances, maintaining master data, or preparing reports. As an alternative to the services offered by service providers to their customers, Biller Direct can also be used as a service offered by customers to their service providers, and can be used to track invoices assigned to customers in the customer system (payer direct).

Use

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Only

SAP Biller Direct is a Java-based component of SAP Financial Supply Chain Management, and along with SAP Biller Consolidator provides an SAP solution for electronic bill presentment and payment (EBPP).

Internal

SAP

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3-17




Unit 2


Unit 3



Unit 4


Unit 5


Summary

Use

Partner

Unit 1

Internal

Only

Introduction

SAP

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3-18


3.2 User Management

Topics from this unit: User types in SAP Biller Direct User logon and authentication in SAP Biller Direct

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3-19


User Types in SAP Biller Direct I

Reference user Web user

Only

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Pool user

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The following user types exist in SAP Biller Direct: Web user: a user who logs on to SAP Biller Direct using the Web browser and processes data from there (for example, the person at the business partner responsible for paying the bills over the Web); the Web user is created as a user in the back-end system – however, you cannot assign an individual role or profile to this user. Reference user (also: Communications user): a user in the back-end system (with a "reference user" attribute) that is assigned to the Web user in master data maintenance, and that also has the authorizations and roles that the Web user should have (for example, you can create an individual communications user for read access only); for performance reasons, the authorization profile is not assigned directly to the user master record of the individual Web user, but instead indirectly using reference users Pool user: a technical user with which data is transferred and which is used for read (or in certain cases also write) access to the back-end system (improved load control and performance)

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3-20


User Types in SAP Biller Direct II

Reference user Web user

Only

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Partner

Pool user

Use

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To manage Web users who display and edit their bills using SAP Biller Direct, you must make the following settings in the master data: One user master record for each Web user: You must create a user master record in SAP Accounts Receivable Accounting for each Web user who accesses SAP Accounts Receivable Accounting. The relevant customer (with reference to the BUS3007 object) and a reference user with the required authorizations are then assigned to this master data record. Several reference user master records: A reference user master record is created for each authorization profile. One pool user master record: allows read access in the back-end system; by bundling Web users who have display authorization only, you can improve performance without compromising data security at the same time.

Partner

Use

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SAP

 SAP AG 2003

3-21


User Logon to SAP Biller Direct

SAP Biller Direct Web user

2 Internal

Partner

Only

1

Use

SAP Back End Web user < Reference user < Business partner/Customer

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In the scenario shown here, the Web users are created directly in the SAP ERP system. All Web users are authenticated using their Web user accounts (user name and password) that are defined in the SAP ERP system. At the time of logon, the Java front end reads the relevant authorizations from the reference user assigned to the Web user. The customers assigned to the Web user (when the master data is maintained) are read from the USAPPLREF table in the SAP ERP system. SAP Biller Direct also supports authentication using external directory services. In this case, user data is not saved in the SAP ERP system, but instead on a server that is addressed by LDAP (Lightweight Directory Access Protocol). LDAP was conceived as an open standard for global or local directory services in a network or on the Internet. In principle, a directory is treated in the same way as a telephone book. The directories have been set up to support a high volume of inquiries, but the data in the directory should not be changed very often. SAP recommends using LDAP to map large user numbers because: : y LDAP has been optimized for reading large user numbers. y LDAP optimizes performance compared to user management in SAP (this is due to technical limitations). y LDAP can take user data from the SAP system, therefore facilitating user data administration.

Partner

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SAP

SAP

 SAP AG 2003

3-22


Authenticating the Web User

1

2

User: KwanD Password: Apple

Only

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Partner

SSO Ticket

Customer/Business partner 4711

SAP

SAP

 SAP AG 2003

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All Web users who display and pay bills using SAP Biller Direct have to authenticate themselves. This can be done in the following ways: y The Web user enters a user name and password. The system then carries out an authentication check with the user master record (of the Web user), which is created in the back-end system. y A single sign-on ticket (SAP SSO2 ticket) is transferred. If the Web user has already logged on to a portal and called SAP Biller Direct in this portal, no further logon is necessary if the portal supports the SAP SSO2 ticket. The portal system (for example, SAP Workplace) has already authenticated the user and retains the user data in the form of an X.509 certificate. SAP Biller Direct then evaluates this SSO2 ticket and grants the user access.

Partner

3-23


Summary

The authentication of the SAP Biller Direct user can be checked against the SAP system defined as the back-end system, or against other, external directory servers. The authentication in SAP Biller Direct can also be linked to the single sign-on process.

Use

Partner

Internal

Only

In order to manage Web users, who display and edit their bills using SAP Biller Direct, you must create a user record for each Web user in the SAP ERP system used as a back-end system. You have to assign the corresponding customer and reference user to this record to control the authorization. In addition, a pool user is defined in the SAP system to manage the technical data transfer from the back-end system to the SAP Biller Direct front end (above all for read access).

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Unit 2


Unit 3



Unit 4


Unit 5


Summary

Use

Partner

Unit 1

Internal

Only

Introduction

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3.3 Functions in B2C Scenario

Topics from this unit: Displaying objects in SAP Biller Direct Administrative data in SAP Biller Direct Full and partial payment and clearing Approving bills

Use

Partner

Internal

Only

Canceling payments

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Displaying Objects in SAP Biller Direct Bill

(Open) Items Customer

Master Data

Internal

Inquiries/ Complaints

Use

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Only

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The following objects from SAP Accounts Receivable Accounting or other components are displayed in SAP Biller Direct: Bills: can come from different billing components (for examples, SAP Sales or CRM). To display the bills in the Web application, the components transfer their billing data to a shared interface. Open items: items in the customer account of SAP Accounts Receivable Accounting (outstanding receivables, payments made, credit memos, payments on account, down payments, and bill of exchange) Inquiries/Complaints from a customer entered using SAP Biller Direct are stored in the customer's account as texts for the original bill, or as a dispute case in SAP Dispute Management. Master Data: (for example, addresses, bank details, control parameters) is primarily displayed in master data fields.

Partner

Use

SAP

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3-27


Maintaining User Data in SAP Biller Direct

Address data

Bank details

Only

Internal

SAP Biller Direct data

Partner

User FSC99 PW FSC020

Use

Credit cards

Password

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Use Internal

Partner Only

Along with the address, bank details and so on, the following control parameters are displayed and managed in the user data in SAP Biller Direct: y Notification of a new bill or credit y Type of notification (text message, e-mail) and corresponding addresses y Notification period y Additional creation of a paper bill If you change the master data in the Web application (for example, you create new bank or credit card details for payment or in the user data), the corresponding master data objects are immediately updated in the SAP back-end system. Therefore (for example) if you change the customer's address, the address is changed immediately in the SAP ERP system, and new bank or credit card master data is defined immediately for the SAP customer. Alongside these immediate updates in the SAP system, you can also configure the use of an internal service request for the master data changes, so that a processor along with the biller must first release the changes before they take effect. If a customer adds new bank or credit card master data, an internal plausibility check is carried out in the SAP system. For example, the validity of the bank number and account number is checked, or whether a credit card number belongs to the correct credit card organization (this is done using the credit card check digit).

3-28


Displaying Bills: Standard View

Due

RE 4511

05/25/2005

RE 4511 RE 4511

Billed Amount

Open

Payt Amount

EUR 300

EUR 300

EUR 300

05/25/2005

EUR 500

EUR 200

05/25/2005

EUR 250

EUR 200

EUR 700 EUR 50

EUR 300 EUR 50

Use

Partner

Total: Credits

Internal

Only

Bill

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Use

In standard mode, a customer can use SAP Biller Direct to: y Select individual bills y Clear credit memos (individually or together) y Pay bills partially or in full

Partner

3-29


Downloading Bills (PDF and XML) Bill

Due

RE 4511

06/25/2005

RE 4512 RE 4513

Billed Amount

Open

Payt Amount

EUR 300

EUR 300

EUR 300

06/25/2005

EUR 500

EUR 200

EUR 50

06/13/2005

EUR 250

EUR 200

Only

EUR 700 EUR 50

EUR 350 EUR 50

Internal

Total: Credits:

XML file

Use

Partner

Download Selected Entries

XML and PDF file

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SAP Biller Direct allows you to download one or more bills (optionally with the PDF file of the bill as well) as an SAP XML file. All files are saved as ZIP files with date on the local hard disk.

Partner

3-30


Displaying Bill Details

Billing amount

EUR 750

Payment amounts

Only

Internal

Credit card EUR 250 Bank collection EUR 450

Credit memos used EUR 50

Use

Partner

Credit 1212

SAP

SAP

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Internal

In the detailed display for a bill, the customer can, for example, display the payment amounts and the credit memos that have been used to clear an invoice.

Partner

3-31


Paying Bills I Open Bills

Credits

Paid Bills

Payments

Administrative Data FAQ

Log Off

List of bills selected for payment You want to pay the bills listed with bank details: Sparkasse Musternau, DE, 12345678, 45677654 If you now want to effect payment, click on Pay. Due On

Billed Amount

Open

Payment Amount

Bill 1600000001 from 02.20.2005

02.20.2005

EUR 260

EUR 160

EUR 160

Bill 1600000321 from 02.25.2005

02.25.2005

EUR 118

EUR 50

EUR 50

EUR 210

Bill Total

Partner

Credits Net Payment Amount

EUR 210 EUR 0.00 EUR 210

Use

Back

Internal

Only

Bill

Pay

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The Web user has the following options to pay the bills: Select (one or more) bills. Pay bills in full or in part by selecting the bill and entering the payment amount. Use credits to clear open items by selecting the Credits field; the system then selects the credit automatically according to its due date; credits that are due in the future cannot be cleared. Select bank details or credit cards already saved in the master records, or pay using a new credit card or bank details; you can then decide whether the new entry should be saved for future payments, or whether the payment card details should be used for this transaction only. In the latter case, set the Use for this payment only indicator. (Especially for partial payments) Create a comment or dispute case.

Partner

Use

SAP

SAP

 SAP AG 2003

3-32


Paying Bills II Open Bills

Credits

Paid Bills

Payments

Administrative Data FAQ

Log Off

List of bills selected for payment You want to pay the bills listed with bank details: Sparkasse Musternau, DE, 12345678, 45677654 If you now want to effect payment, click on Pay. Due On

Billed Amount

Open

Payment Amount

Bill 1600000001 from 02.20.2005

02.20.2005

EUR 260

EUR 160

EUR 160

Bill 1600000321 from 02.25.2005

02.25.2005

EUR 118

EUR 50

EUR 50

EUR 210

Bill Total

Partner

Credits Net Payment Amount

EUR 210 EUR 0.00 EUR 210

Use

Back

Internal

Only

Bill

Pay

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In the SAP back-end system and in the SAP Biller Direct front-end system, the following occurs with the payment order for bills: The entries made by the Web user (SAP Biller Direct payment method, bank details) are saved against the selected open items in SAP Accounts Receivable Accounting. An accounting clerk cannot change this payment method manually and the item is no longer taken into account during the dunning run. In SAP Biller Direct, the bill selected for payment has the status In Process. When the payment run is next carried out in the SAP back-end system and the due date for the selected bill has been reached, the actual payment is made – the open item is cleared, and the bill that has been paid has the status Paid in the SAP Biller Direct front-end.

Partner

Use

SAP

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3-33


Canceling Payments

Julie Martin

X

Biller Direct Deutsche Bank A/N 27727222

Internal

Only

600

Julie Martin 600

600 Biller Direct Deutsche Bank A/N 27727222

Use

Partner

X

SAP

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Use Internal

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The customer payments that have been confirmed in the Web application appear in the application as allocated. Only when you run a payment program are the relevant bills cleared and payments can no longer be reversed. As long as the allocated bill has the status In Process (until the payment run is carried out), the only account-based difference between the allocated bill and an open bill is that the allocated bill has the specific payment method for SAP Biller Direct. For these bills, the Web user can stop the payment by displaying the bill, choosing Paid Bills, and clicking Cancel Payment in the Action column. The payment method and the bank details are then removed from the relevant item, the bill is reassigned the status Open and it reappears on the Open Bills tab page.

3-34


Approving Bills

Biller Direct Customer session

Julie Martin

X

Partner

600 Set payment block

Internal

Only

- Standard session - Balance session

Julie Martin 600

Remove payment block by approval

Use

The bill approval function can be activated in the customer's user data in SAP Biller Direct. During billing, a payment block is then set automatically for documents posted in SAP Accounts Receivable Accounting. This payment block is removed only when the customer has approved the bill in SAP Biller Direct (under "Invoices to approve").

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Use

SAP

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3-35


Summary A customer can use SAP Biller Direct to display open and paid bills, credit memos, and payments. Bills can be downloaded in XML (and PDF) format.

Provided that the bill selected for payment is still In Process, the customer can cancel the payment. An additional payment approval function can be activated.

Use

Partner

To settle open bills, the customer can pay one or more of the bills in full or in part, or clear it/them using a credit memo. The customer can select payment by credit card or automatic debit, or enter new payment details. In the case of inquiries or complaints, comments or dispute cases can be created for the bills.

Internal

Only

Customers can display and maintain their own administrative data (address data, bank data, credit cards, user name, and password).

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Unit 2


Unit 3



Unit 4


Unit 5


Summary

Use

Partner

Unit 1

Internal

Only

Introduction

SAP

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3.4 Customer Communication

Topics from this unit: Notification concept Contact Management in SAP Biller Direct Integration with SAP Dispute Management

Use

Partner

Only

Internal

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Notification Concept in SAP Biller Direct David Kwan 600

Text message

Internal

Only

Bill

David Kwan 30

Partner

E-mail Credit

Use

SAP

SAP

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Partner Only

The customer, who uses SAP Biller Direct to display account and billing information, can be informed automatically of changes to the account by various means of communication. Such changes can be caused by new bills or credit memos. Included in these communication methods are text messages (short message service) for cell phones, and e-mails (encoded if required). In the latter case, the customer receives an e-mail that, along with the general information about the bill, can contain a hyperlink that takes the customer to the biller's portal page. This way, the biller avoids having to send a bill in paper form. The following notification formats are possible within the e-mail: y Plain text (text only e-mail with links) y HTML y PDF attachment (SAP Accounts Receivable Accounting only) y Combination of plain text or HTML with a PDF attachment To send the notification from the SAP system, one of the certified system interfaces is required (RDI, SAPconnect, or the SAP spool system).

3-39


Contact Management in SAP Biller Direct

Financial accounting document Customer inquiries

Note

Customer comment

Internal

Only

incoming

"The goods were damaged" ....

Partner

Display customer history in SAP Biller Direct

Processor's reply outgoing

"We'll post a credit memo" ...

Use

SAP

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When the customer uses SAP Accounts Receivable Accounting, inquiries can be made in SAP Biller Direct about a bill, credit memo, or partial payment. SAP Biller Direct creates a text for the item with the entered comments. The processor can display this text using Extras Æ Texts, and respond to it, for example, by sending a reply. Additionally, the EBPP_AR_CONTACTS report provides a list of documents for which SAP Biller Direct texts have been entered: y You can find the relevant documents by searching according to the entry date of the comment. y To create a reply, select the relevant document from the list and choose Display text. y A screen appears, which contains the text that the customer entered. You can then enter your reply. Above the reply, the system generates a heading that indicates that the text is a response.

3-40


Integration with Dispute Management (Partial Payment)

SAP Biller Direct

Accounts Receivable Accounting David Kwan

Partial Payment

Customer inquiry

600

600

350

250

Only

Internal

Description

Dispute case

Partner

Bill EUR 600

Reply


Use

SAP

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Partner Only

As of SAP Biller Direct 3.0, customers can create dispute cases in SAP Dispute Management directly using SAP Biller Direct. Dispute cases can be created for both partial payments and entire bills. The minimum system prerequisite for this scenario is R/3 Enterprise or FI-CA 4.72. The integration allows customers to: y Enter a reason y Create an initial note y Select customer contact data y Display the status of a dispute case y Use notes to communicate with the dispute case department Internal processing of dispute cases can start immediately after a dispute case has been created in the SAP back-end system. If SAP Dispute Management has been activated, the (basic) contact management solution can no longer be implemented.

3-41


Integration with SAP Dispute Management (Entire bill)

SAP Biller Direct

Accounts Receivable Accounting David Kwan

No payment

600

Customer inquiry

Only

Internal

Description

Dispute case

Partner

Bill EUR 600

Reply


Use

SAP

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3-42


Summary The customer, who uses SAP Biller Direct to display account and bill information, can be informed automatically of changes to the account (for example, of new credits or bills) by various means of communication (text message or e-mail). Inquiries or complaints can be entered on the SAP Biller Direct interface directly as a comment (contact management integrated in SAP Accounts Receivable Accounting) or as a dispute case in SAP Dispute Management.

Use

Partner

Only

Internal

SAP

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© SAP AG

3-43




Unit 2


Unit 3



Unit 4


Unit 5


Summary

Use

Partner

Unit 1

Internal

Only

Introduction

SAP

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Partner

© SAP AG

3-44


3.5 System Configuration

Topics from this unit: Configuration options in SAP Biller Direct

Use

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Internal

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3-45


Customizing the Java Component Web user documentation z Change/Enter/Delete texts z Deactivate individual/whole documentation type z Change design Colors Text Spacing Interface texts Graphics z Change/Enter/Delete texts

Only

Internal

Colors Text Spacing Graphics

Use

Partner

Interface design

SAP

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3-46


Installation Procedure

1

Internal

Only

2

*.css *.jsp

3

RF C C lie nt/ Se rve r

RFC

SAP GUI

DIAG

4

HTTP

Int ern et

Use

Partner

sca file

D is p a tc h er IC M W or k P ro c e s s e s

G a tewa y

SDM tool Æ J2EE server

R DBMS

SAP

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The installation guide, which is shipped with the system, describes the procedure for installing the Java component for SAP Biller Direct. First, you must unpack the SAP.ear file using the configuration tool. The corresponding files are then changed in accordance with the customer's requirements: y Obligatory system settings in Customizing can be set in the application_config.xml and web.xml files. y Colors and fonts can be changed in the *.css files. y Graphical changes to the HTML pages can be made in the .jsp files. y The Java application can also be enhanced with your own functions or menu options. Finally, the configured application must be assembled with the configuration tool and installed on the SAP J2EE server or Web AS.

3-47


Setting the Language

English

Only

Internal Use

Partner

English

SAP

SAP

 SAP AG 2003

SAP Biller Direct supports several languages. Depending on the setting in Java Customizing, the application is started either in the language set in the user's Internet browser, or in the language set in the user master record in the SAP ERP system. In each case, if the language is not available in the Java application, the system resorts to English as the default language. The main priority when selecting the language is the Web user's logon language. The system then uses the communication language that is defined in the user's master record. Only then does the system use the language that is set as default in the browser.

Use

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3-48


Setting Up the SAP Biller Direct Session

Biller Direct Agent session*

Biller Direct Customer session - Standard session - Balance session

Use

Partner

Only

Internal

Biller Direct Processor session

* FI-CA only

SAP

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SAP Biller Direct was designed not only for customer self-service, but also to be used by processors within an organization (for example, in a call center). In "processor session" (call center session), the processors can search for customers by entering (for example) address data. After displaying the bills to be settled, the processors can accept customer orders for incoming or outgoing payments (cash payments are also possible in Contract Accounts Receivable and Payable), and print and send receipts for customers (with information such as the customer's name, address, date amount, and currency of the payment, as well as the bills paid). The employee's corresponding actions are logged in the same way as the customer's actions. Another session is the "agent session", which allows collection by a third-party (agents). In the same way as in the call center session, an agent can search for a customer by address data, and collect the bills in the organization's order. In contrast to the call center session, the customer's payment methods (credit cards, bank details) are not available, but instead the agent collects the receivables from the customer in cash, and then forwards them onto the organization in the subsequent processes. The agent can obtain an overview of the payments collected but not yet settled with the organization. The sessions are defined using a parameter in the application-config.xml file. If different sessions are defined for different users, you can add ?ebppMode=N& (session N for standard, B for balances, and C or D for call center session) to your browser's URL address line when you call SAP Biller Direct.

3-49


BAdIs (SAP Accounts Receivable Accounting)

Internal

Only

Biller Direct

David Kwan Bill

600

30

Payment

Use

Partner

120

Credit

SAP

SAP

 SAP AG 2003

Along with the system settings stated, additional Business Add-Ins (BAdIs) are available in SAP Accounts Receivable Accounting, which you can use to directly customize the SAP Biller Direct functions to meet the organization's requirements. The main BAdI is APAR_EBPP_GET_DATA, in which the system constructs the Web user's view of the bills, payments, and credits. Further information about functions and the tables involved is available from the configuration guide. In addition, the EBPP_INVOICEDETAIL BAdI is the interface for determining bills, and is part of the financial accounting back-end system of SAP Biller Direct.

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3-50


Summary By configuring the Java components in SAP Biller Direct and by implementing BAdIs in SAP Accounts Receivable Accounting, the following settings for SAP Biller Direct can be made:

Setting the Web user documentation, the interface texts, and the interface design

Setting the language

Setting the SAP Biller Direct session and the Web user's display of bills, payments, and credits

Use

Partner

Only

Internal

SAP

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Partner

© SAP AG

3-51




Unit 2


Unit 3



Unit 4


Unit 5


Summary

Use

Partner

Unit 1

Internal

Only

Introduction

SAP

SAP

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Partner

© SAP AG

3-52


3.6 Architecture

Topics from this unit: Architecture variants (dependent on the release of the integrated systems)

Use

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Internal

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3-53


Architecture Variants Single System Scenario


SAP Biller Direct 3.0 (Java)

SAP Biller Direct 3.0 (Java)

Web AS 6.40

Internal

Only


RFC Web AS 6.40

Partner

Use

mySAP ERP 2004 or SAP R/3 Enterprise SAP R/3 Enterprise or or SAP R/3 4.6C SrorISAP SAP R/3 FI-CA 4.6C* (from 4.64) or SAP FIFI-CA (from 4.64)*

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* Integration with SAP Dispute Management is available as of R/3 Enterprise or FI-CA 4.72 only. The following SAP components can be integrated as a back-end system: y SAP Accounts Receivable Accounting (at least FI-AR as part of SAP R/3 4.6C) y SAP Contract Accounts Receivable and Payable (at least SAP FI-CA 4.64) In addition, it is possible to integrate the following FSCM components: y SAP Cash Management y SAP Dispute Management

Partner

Use

SAP

SAP

 SAP AG 2003

3-54


Sample Architecture (Multiple System Scenario)

Company network

Browser

Only

S S L

+

+

H T T P S

H T T P S

SAP Application Server

SAP Web AS 6.40 SAP Biller Direct 3.0 front end (Java) RFC JCO

SAP Back end (FI-AR) Display open items

Bill details and logistical data

Invoicing systems (for example, SD, CRM Billing)

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Web server

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The biller is using, for example, SAP Accounts Receivable Accounting in release SAP R/3 4.6C: y The biller is also using an SAP Web Application Sever on which SAP Biller Direct is installed. y The back-end system on the SAP Application Server ("ABAP environment") communicates with the front end SAP Biller Direct using Remote Function Call (RFC). y The customer requires a Web browser to display bills and customer information. y To access the Biller Direct front end, the customer logs on to the Web server with a user ID and password.

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SAP Biller Direct – Summary

SAP Biller Direct can be set up as a single or multiple system landscape, regardless of the SAP Financial Accounting system used.

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SAP FSCM Biller Direct - Exercises Unit:

SAP Biller Direct

At the conclusion of this exercise, you will be able to:

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Display a customer’s bills, credits, and payments using SAP Biller Direct. Enter a complaint about a bill using SAP Biller Direct. Make payments using SAP Biller Direct.

SAP

SAP Biller Direct allows organizations to provide their customers with a Web-based means of displaying their bills. The customers can use functions such as maintaining their user data, paying and clearing their bills, displaying their billing documents in HTML or PDF, and creating inquiries or complaints.

SAP Partner

Task 1: Set up a SAP Biller Direct user for a customer.

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So that you can take the role of the customer in the following exercises, assign your user to the customer. Navigate to the user master maintenance for your user FSC020-## and use the References function to switch to the customer FSCM## from company code 1000.

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a) Customer FSCM## has decided to accept your offer of receiving bills via your company portal. The customer master record has already been created. You must now assign a user for the company portal to the customer.

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Set up a user for a customer who wants to display billing data using SAP Biller Direct.

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b) Check that you have successfully set up SAP Biller Direct by logging onto the biller’s portal as a customer. To do so, call Internet Explorer and enter your user name and password to log onto the portal. (Use the same user name as for an SAP system.) Enter the URL for the SAP Biller Direct application provided by your course instructor, or from the SAP Easy Access menu choose Office Æ Workplace Æ Inbox Æ Unread Documents and cut and paste the URL from the relevant message into the address bar.

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(You can add the URL to your favorites in SAP Easy Access, since you will need this several times during this course.) 3-57


Task 2: Display SAP Biller Direct data. a) Display the open bills, credits, paid bills (with the status Processed) and payments (with the status Processed) in the SAP Biller Direct front end. At the same time, display all of the customer’s items in SAP Accounts Receivable Accounting using the line item display. Does the data in SAP Biller Direct correspond to the financial accounting data?

Task 3: Enter a complaint using SAP Biller Direct.

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a) The customer claims that the monitor ordered arrived late – create a complaint for the corresponding bill, using “Complaint ## SAP Biller Direct” as reference information and create further notes of your choice.

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In the back-end system, a dispute case is created automatically in the SAP Dispute Management component. Display the created dispute case on the SAP Biller Direct front end using the Dispute Cases view.

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d) Display all of the customer’s open bills on the SAP Biller Direct front end. The bill that you created in the last exercise (for delivering an M-12 monitor to the customer FSCM##) is also displayed in the list. Display the bill in HTML and PDF format.

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c) Display the detailed data for the payment and payment usage by clicking the payment amount – does this data refer to the bill displayed above?

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Task 4: Pay using SAP Biller Direct - optional

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Do these correspond to the payments displayed on the Payments view (status: Processed) on the SAP Biller Direct front end?

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b) Display the paid bills (with the status Processed) on the SAP Biller Direct front end. Navigate to the detailed display by clicking the bill amount Arranged field), and note with which payments the bills were cleared.

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a) Display the customer’s open bills in the SAP Biller Direct front end and select the oldest open bill (in the amount of EUR 220.00) for payment.

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Does the net payment amount displayed correspond to the amount of the selected bill?

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b) Enter new bank details for the payment with the following data:

Account name: Checking account ##

Bank ID number: 10050033

Account number: 12345678##

Account holder: Felsmann##

Country: Germany

c) Now check whether the bill or payment is displayed in the Paid Bills or Payments views. Which status does the bill or payment have? d) Check whether the bank details that you entered have been updated in your user data.

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f) In the back-end system, use the payment program to collect the bill selected for payment in Biller Direct. g) In the back-end system, check the list item display to see whether the open item has been cleared using a payment document generated by the payment program.

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Check the payment method set by displaying the financial accounting document in SAP Accounts Receivable Accounting.

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e) In the back-end system, the payment method “0 – Biller Direct Bank Collection” has been set automatically in the open item for your bill released for payment. The open item is therefore no longer called for dunning in the back-end system, and can also no longer be cleared manually.

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Which status do the bill and payment now have?

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h) Now check how the bill or payment is displayed on the SAP Biller Direct front end in the Paid Bills or Payments views.

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Confirm your entries for the payment by choosing Continue, check the list of bills selected for payment that the system then displays, and choose Pay.

3-59


SAP FSCM Biller Direct – Solutions Unit: SAP FSCM Biller Direct

Enter your user name FSC020-## and choose the Change icon from the application toolbar (pencil). Now choose References from the application toolbar.

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Use the Insert Row button (left of the two icons with a plus sign) to insert a row with the customer just created.

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Valu BUS300 In UPPERCASE LETTERS: “MY CUSTOMER ## 1000FSCM## (## is your PC or group number e

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Field Name or Data Typ Obj.Typ Nam

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On the SAP Easy Access screen choose: Tools Æ Administration Æ User Maintenance Æ Users (SU01).

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So that you can take the role of the customer in the following exercises, assign your user to the customer. Navigate to the user master maintenance for your user FSC020-## and use the References function to switch to the customer FSCM## from company code 1000.

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a) Customer FSCM## has decided to accept your offer of receiving bills over your company portal. The customer master record has already been created. You must now assign a user for the company portal to the customer.

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Task 1: Set up a SAP Biller Direct user for a customer.

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Make sure that you enter the name of your customer in uppercase letters!

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Save your data.

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Use the green arrow to return to the SAP Easy Access menu.

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b) Check that you have successfully set up SAP Biller Direct by logging onto the biller’s portal as a customer. To do so, launch Internet Explorer and enter your user name and password to log onto the portal. (Use the same user name as for an SAP system.) Enter the URL for the SAP Biller Direct application provided by your course instructor, or from the SAP Easy Access menu choose Office Æ Workplace (SBWP) Æ Inbox Æ Unread Documents and cut and paste the URL into the address bar. (You can add the URL to your favorites in SAP Easy Access, since you will need this several times during this course.)

Does the data in SAP Biller Direct correspond to the financial accounting data? (YES)

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To display open bills, credits, paid bills (with the status Processed) and payments (with the status Processed) in the SAP Biller Direct front end, select the tab page with the same name and choose the Processed value from the status field. To display items in SAP Accounts Receivable Accounting, choose the following from the SAP Easy Access menu: Accounting Æ Financial AccountingÆ Customers Æ Account Æ Display/Change Line Items (FBL5N).

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Enter the following values: Value

Customer account


Company Code

1000

All Items

X– Set indicator

Open at key date

Current date

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a) Display the open bills, credits, paid bills (with the status Processed) and payments (with the status Processed) on the SAP Biller Direct front end. At the same time, display all of the customer’s items in SAP Accounts Receivable Accounting using the line item display.

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Task 2: Display SAP Biller Direct data.

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Enter the URL for the SAP Biller Direct application that you received from your course instructor.

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Launch Internet Explorer using START Æ INTERNET.

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b) Display the paid bills (with the status Processed) on the SAP Biller Direct front end. Navigate to the detailed display by clicking the bill amount Arranged field), and note with which payments the bills were cleared. Do these correspond to the payments displayed on the Payments view (status: Processed) on the SAP Biller Direct front end? (YES) To display the paid bills, select the tab page with the same name and set the value in the Status field to “Processed”. Click the Find button.

The open bills for the customer are available on the Open Bills tab page. To display the bill in HTML, choose the bill represented as a link. To display the bill in PDF, choose the relevant pushbutton from the Action field. Task 3: Enter a complaint using SAP Biller Direct.

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a) The customer claims that the monitor ordered arrived late – create a complaint for the corresponding bill, using “Complaint ## SAP Biller Direct” as reference information and create further notes of your choice.

The bill for the monitor (in the amount of EUR 913.38) is available on the Open Bills tab page. You can create a complaint using Create Inquiry in the Action field. Choose the cause “Delivery was late” and enter “Complaint ## SAP Biller Direct” in the Reference field. Create a note of your choice and choose Send. Click the Back button once the Send is complete.

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In the back-end system, a dispute case is created automatically in the SAP Dispute Management component. Display the created dispute case on the SAP Biller Direct front end using the Dispute Cases view.

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d) Display all of the customer’s open bills on the SAP Biller Direct front end. The bill that you created in the last exercise (for delivering an M-12 monitor to the customer FSCM##) is also displayed in the list. Display the bill in HTML and PDF format.

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For the detailed display, choose the amount displayed as a link in the Already Paid field.

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c) Display the detailed data for the payment and payment usage by clicking the payment amount – does this data refer to the bill displayed above? (YES)

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Task 4: Pay using SAP Biller Direct - optional a) Display the customer’s open bills in the SAP Biller Direct front end and select the oldest open bill (in the amount of EUR 220.00) for payment. Does the net payment amount displayed correspond to the amount of the selected bill? (YES)

b) Enter new bank details for the payment with the following data:

Account name: Checking account ##

Bank ID number: 10050033

Account number: 12345678##

Account holder: Felsmann##

Country: Germany

SAP

c) Now check whether the bill or payment is displayed in the Paid Bills or Payments views.

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The bill and payment are displayed on the Paid Bills and Payments tab pages respectively, and have the status In Process (Paid Bills tab status “Processed”, click Find button. Payments tab status “In Process”, click Find button). The bill also has the additional, fixed status Displayed on the Web.

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Which status does the bill or payment have?

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Confirm your entries for the payment by choosing Continue, check the list of bills selected for payment that the system then displays, and choose Pay. Click back to Bill List.

SAP

In the area for selecting the required payment method, select the option New bank details. The system the provides fields for entering the bank details – fill these with the data provided.

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To display the open bills, select the Open Bills tab and select the bill stated by setting the checkmark. The bill amount is copied to the net payment amount field.

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d) Check whether the bank details that you entered have been updated in your user data. (YES)

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e) In the back-end system, the payment method “0 – Biller Direct Bank Collection” has been set automatically in the open item for your bill released for payment. The open item is therefore no longer called for dunning in the back-end system, and can also no longer be cleared manually. 3-63


Check the payment method set by displaying the financial accounting document in SAP Accounts Receivable Accounting. On the SAP Easy Access screen choose: Accounting Æ Financial AccountingÆ Customers Æ Account Æ Display/Change Line Items. (FBL5N) Value

Customer account


Company Code

1000

Open items

X– Set indicator

Open at key date

Current date

Choose Execute (green checkmark symbol with clock). Double-click the item that you selected for payment in SAP Biller Direct. The document display appears.

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On the SAP Easy Access screen choose: Accounting Æ Financial Accounting Æ Customers Æ Periodic Processing Æ Payments. (F110) Enter the following values:

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Current date

Identification

##-1 (## is your PC or group number)

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Run date

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Posting date

Current date

Docs entered up to

Current date

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Payments control area Company codes

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f) In the back-end system, use the payment program to collect the bill selected for payment in Biller Direct.

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Choose Additional Data. The Payment Method field contains the value "0".

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Next p/date

A month from today

Accounts area Customer

FSCM##

Save. Choose the Status tab page. Choose Pmnt Run (F7), confirm the system message that appears, set the indicator to Start immediately, and start the payment run (green checkmark).

On the SAP Easy Access screen choose: Accounting Æ Financial AccountingÆ Customers Æ Account Æ Display/Change Line Items. (FBL5N)

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The corresponding bill is now displayed as cleared (with the green status) and, as a clearing document, contains the equal payment generated by the payment program. h) Now check how the bill or payment is displayed on the SAP Biller Direct front end in the Paid Bills or Payments views.

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Valu FSCM## (## is your PC or group number 100 X– Set indicato Current dat

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Enter the following values: Field Name or Data Typ Customer accoun

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g) In the back-end system, check the list item display to see whether the open item has been cleared using a payment document generated by the payment program.

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Refresh the status until the payment run has been carried out and the payment orders have been created and completed.

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The bill and payment are displayed on the Paid Bills and Payments tab pages respectively, and have the status Processed. The customer can now no longer stop the payment.

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SAP Dispute Management – Course Overview


Unit 2


Unit 3

SAP Biller Direct

Unit 4


Unit 5


Summary

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Unit 1

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Introduction

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SAP Dispute Management – Course Scenario Business partner Orders

Invoices/ Pays


Complains




Pays

Clarifies complaint



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SAP Biller Direct


Internal



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y When you create a sales order (SO) for a customer in the SAP Sales and Distribution component (SAP Sales) the customer's creditworthiness (CW) is checked online using SAP Credit Management; subsequently the order is processed and released in SAP Sales if there is a block set by SAP Credit Management. y The sales order is then invoiced electronically using SAP Biller Direct; payments and complaints entered by the customer using SAP Biller Direct are processed using the integrated SAP Financial Accounting (SAP Financials) and SAP Dispute Management systems. y SAP Dispute Management is used to clarify customer problems that have been entered using SAP Biller Direct. y SAP Collections Management is used for active communication regarding the overdue receivable that resulted from the sales order. y The receivable for the sales order is then cleared.

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The SAP FSCM components Credit Management, Biller Direct, and Dispute & Collections Management, which are dealt with in this course, are represented in the following B2C scenario (private customer scenario):

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4 SAP Dispute Management (Course Overview)

Introduction Unit 1


Unit 2


Unit 3

SAP Biller Direct

Unit 4



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Summary

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Unit 5

Dispute Management Overview Finance Process Integration Dispute Case Details Dispute Management Functions System Configuration Architecture

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4.1 4.2 4.3 4.4 4.5 4.6

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4.1 SAP Dispute Management (Course Overview)

Topics from this unit: Definition of SAP Dispute Management Problems in dispute case processes Events that cause dispute cases Example of a dispute process

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SAP Dispute Management functions

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Definition of SAP Dispute Management SAP Dispute Management is part of SAP Financial Supply Chain Management.

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It enhances the following logistical process chains in the stage between billing and payment, should discrepancies arise with the customer:

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SAP Dispute Management provides functions to process discrepancies between organizations and customers regarding the customer's financial obligation (in other words, the dispute case).

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> Customer order – Delivery – Billing – Payment > Contract – Service provision – Billing – Payment

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Problems in Dispute Case Processes Problem High number of dispute cases Difficulty in projecting the cash flow


Minimization

Æ Payment delays/Non-payments Æ Process conditioned payment delays

Costs

High costs of resolving disputed bills

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Hedging


Liquidity


Maximization

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Disputed bills can lead to difficulties in customer relationships due to: Æ Quality problems Æ Logistical problems

Partner

Æ Pricing Æ Customer relationships


Revenue

Æ…

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There is a range of problems in the dispute case process, which indicate the optimization potential of Financial Supply Chain Management, and which served as a starting point for developing SAP Dispute Management:

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If customers pay reduced amounts or do not pay at all, the length of time that the receivable is outstanding increases (DSO). This is the case particularly when the customer's payment behavior worsens. In the case of deductions, the due date for net payment is no longer valid for the cash flow projection. This causes difficulties in the cash flow projection. Resolving dispute cases is currently a very manual, high-cost process. The increasing number of dispute cases therefore has a duplicate effect on the costs. In addition, dispute cases can indicate problems in the customer relationship or within the organization, and they are therefore an important point of departure for quality management.

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Events that Cause Dispute Cases Receivable-related dispute cases arise if customers: ...pay an amount that exceeds the difference tolerated by the selling organization or ...withhold a payment There are justified reasons:

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Damaged goods Incorrect price Late delivery …

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There are unjustified reasons: Delivery was on time

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Price was correct …

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Visibility of Dispute Cases When do selling organizations know that there are dispute cases? The customer informs them by:

Contacting the call center

Contacting the accounts receivable accountant

Reprocessing incoming payments (account statement)

Manually posting incoming payments

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The incoming payment is an underpayment.

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The customer does not pay a bill.

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Conclusion Dispute cases can arise in various types of organizational units such as accounts receivable accounting or in a call center. The selling organization must be able to create and process dispute cases in different departments. Integrating dispute case processing into financial and logistical processes is the basis for optimizing processes.

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SAP Dispute Management Functions SAP Dispute Management controls and streamlines processing of dispute cases. SAP Dispute Management organizes and stores all information and documentation relating to a dispute case centrally. As the central component for handling dispute cases, SAP Dispute Management facilitates a solution for resolving dispute cases across departments.

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SAP Dispute Management is integrated into financial and logistical processes. SAP Dispute Management provides reporting for:

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Recognizing problems with quality Controlling the workload

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Tracking the dispute process

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Example: Dispute Case for Incoming Payment

Process incoming payments

Underpay ment?

yes

Clear bill and post remaining items

Open dispute case for residual items

no Clear bill

Obtain information from responsible processor

no

Reason known?

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Clear residual items; close dispute case

Create credit

yes

Reduction justified?

Clarification

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yes Assign reason and attach relevant documents (fax, letter, and so on)

no

yes

Write off residual amount?

no

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Write off and close dispute case

Request amount

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An example of how a dispute case develops: An employee posts incoming payments and discovers a reduced payment that exceeds the defined tolerance. The employee then assigns the relevant bill and creates a residual item. At the same time, the employee creates a dispute case for the residual item. If the reason for the difference is known, this can be assigned to the dispute case immediately; otherwise the employee must assign a person responsible as the next processor, who must then determine the reason. As soon as the reason has been determined, the processor must check whether the reduction is authorized. If the reason is justified, the processor then creates a credit memo and closes the case. If the reason is not justified, the amount can be demanded from the customer or written off.

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4-11


Summary Dispute cases can arise for various reasons, and occur during different processes and in different types of organization, such as in accounts receivable accounting or in a call center. SAP Dispute Management provides functions for cross-departmental and cross-process handling of dispute cases involving receivables. SAP Dispute Management organizes and stores all information and documentation relating to a dispute case centrally.

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4-12



Introduction Unit 1


Unit 2


Unit 3

SAP Biller Direct

Unit 4



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Summary

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Unit 5


Internal

4.1 4.2 4.3 4.4 4.5 4.6

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4.2 Process Integration of SAP Dispute Management

Topics from this unit: Integration in financial processes Integration with SAP Biller Direct

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Process Integration Customer message

Customer message

SAP Accounts Receivable Accounting

Creation of dispute case Transaction in SAP Dispute Management: • Dispute Case Processing

- Attributes - Case files - Notes - Functions - Log

Display dispute case

manual

Internal

Transactions in AR: • Create/Display/Change Document • Display Line Items • Account Maintenance • Create Incoming Payment • Edit Account Statement

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Change dispute case

Change the amount fields

Actions in AR accounting regarding linked receivables

Notes automatic

Attribute changes: processor management, status management (escalation, close), mass changes ? Due to...

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Add documents

...functions: workflow, correspondence

FI-AR system

DM system

SAP

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Process integration in finance processes involves the following aspects: y Integration of SAP Dispute Management – functions (create, display, and change dispute cases) in financial processes or transactions y Automatic update of dispute cases by certain financial transactions y Automatic update of items in a dispute case by certain actions in Dispute Management

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Dispute Case Processing from AR SAP Dispute Management is integrated into the area of mySAP Financials Accounts Receivable Accounting, where you can view disputed bills: Creating incoming payments (creating residual items) Displaying line items Account clearing (creating residual items)

Internal

Only

Editing account statements (creating residual items) Creating/Displaying/Changing document

Use

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Automatically created residual items (for example, processing electronic account statement)

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You can create, change, or display dispute cases manually using a special pushbutton or the menu in the following transactions: y Post Incoming Payments: Residual Items (F-28) y Customer Line Item Display (FBL5N) – to display the item to which a dispute case is assigned, and can also be used to transfer dispute case attributes (for example, case ID, processor, status) into the layout of the line item list. y Clear Customer: Residual Items (F-32) y Post/Change/Display Document (FB01/FB02/FB03) y Edit Bank Statement: Residual Items (FEBAN) When you start a program run, the system creates dispute cases for residual items that were created automatically by an incoming payment (such as electronic or manual account statement, lockbox file, or check deposit transaction). Information for creating dispute cases: y You can create dispute cases only if the amount to be clarified is a debit amount. y When you create a dispute case from the line item display, several documents (and credits) can be transferred to the dispute case provided that the overall amount is a debit amount. However, a document can only be attached to one dispute case.

4-16


Creating Manual Dispute Case from Financial Transactions

Process integration Automatic derivation of the Customer and Company Code fields Update of the "Original Disputed Amount" amount field Link document with the "Disputed Objects" folder Link billing document with "Other Objects"

Use

Partner

Create dispute case

Internal

Only

Financial transaction

User action Enter data for new fields Write note

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When creating a dispute case, a user can: Enter data (for example, reason, coordinator, and so on). Select a contact person (not possible if system is integrated with SAP R/3 4.6C). Write a note. When you create a dispute case from a financial transaction, the following occurs automatically: The system copies amounts from (the) FI document(s) into the "Original Disputed Amount" and the "Disputed Amount" fields in the dispute case. The system fills the dispute case attributes "Customer" and "Company Code" with the values from the FI document. The FI document(s) selected are linked to the "Disputed Objects" folder. The customer is assigned to the "Business partner" folder. If a billing document is available, it is assigned to the "Other Objects" folder. The dispute case's attributes (such as status, priority, or coordinator) can be filled automatically in accordance with the rules defined in the BAdIs. Note: A dispute case can be created in dispute case processing within SAP Dispute Management, and the open item can also be added from there.

Partner

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4-17


Automatic Creation of Dispute Cases

Process integration Fill "Original Disputed Amount" Link financial accounting document with the "Disputed Objects" folder Link billing document with "Other Objects" Automatically fill field contents

Use

Partner

Create dispute case

Residual item selection Company Code House bank Account and so on Output control Dispute case for each residual item Dispute case according to reason code

Internal

Only

z Electronic and manual bank statement z Lock box file zCheck deposit transaction

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You can use a program run to create dispute cases automatically if residual items that have been created by: y Electronic and manual account statements y Lockbox processing y Check deposit transactions The processes are integrated in the same way as with manual creation of dispute cases.

Partner

Internal

SAP

 SAP AG 2003

4-18


Displaying Dispute Case Attributes in Line Item Display Dispute case attributes can be made available as fields in the line item layout, for example: ¾ Case ID ¾ Processor ¾ Priority ¾ Status

Only

Internal

All items assigned to a dispute case are easy to recognize.

Use

Partner

The information about a dispute case is available on one screen.

SAP

SAP

 SAP AG 2003

The accounts receivable accountant must be able to see which items belong to a dispute case. For this purpose, the Case ID, Processor, Priority, and Status fields can be made available for the line item display, and then transferred to the layout definition. If you require more attributes than the four mentioned above, enhance the RFPOS and RFPOSX structures.

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Updating Dispute Management Information Dispute cases are updated automatically by financial transactions, for example: ¾ Incoming payments for disputed items ¾ Clearing credits for disputed amounts ¾ Manual clearing of the disputed item

The update can be viewed in the dispute case

Only

Internal

¾ In the corresponding amount fields (overview)

Use

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¾ As a linked object in special folders (detail)

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The following transactions update a dispute case: Incoming Payments (F-28, F-26) Enter Customer Credit Memo (F-27, FB75) and Clear Customer (F-32) Clear Customer (F-32), for example, for manually writing off the amount to be resolved Reverse Document (FB08) Reset Cleared Items (FBRA)

Partner

Use

SAP

SAP

 SAP AG 2003

4-20


Updating Dispute Management Information

Financial transaction

Folder Resolved Objects Items Assigned during Clearing

Use

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Internal

Only

Dispute case update

Amount fields Original Disputed Amount Disputed Amount Credited Paid Cleared Manually

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Incoming payments update the "Paid" field. Cleared credits with reference to dispute cases update the "Credited" field. Further clearings update the "Cleared Manually" field. Reversing the clearing updates the field that was updated before the clearing. Finance transactions update the linked documents in the "Resolved Objects" and "Items Assigned during Clearing" folders. Documents are reversed by a cancellation. This means that the document is removed from the folder and the corresponding amount fields are updated. Note: The next unit contains a more detailed description of all amount fields and folders.

Partner

Use

SAP

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4-21


Integration with SAP Biller Direct The integration of SAP Dispute Management with SAP Biller Direct allows customers to send inquiries and notes to the organization directly from the bill display on the Internet, and also to trigger a review. As soon as the bill is displayed on the Internet, the customer can enter information for the review.

Only

Use

Partner

Internal

The organization's employees can process dispute cases immediately and work together with the customer using the same channel of communication.

SAP

SAP

 SAP AG 2003

A customer can view bills on the Internet using SAP Biller Direct. If the customer does not agree with the bill, a note can be entered to make the organization aware of the error. In this case, the system creates a dispute case automatically in SAP Dispute Management, which forwards the information to the person responsible.

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Summary You can create, change, or display dispute cases in different financial accounting transactions. The relevant dispute case information is updated automatically through financial accounting integration. Through integration with SAP Biller Direct, customers are able to enter their own information about the dispute and thereby initiate the dispute process.

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Only

Internal

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Introduction Unit 1


Unit 2


Unit 3

SAP Biller Direct

Unit 4



Only

Summary

Use

Partner

Unit 5


Internal

4.1 4.2 4.3 4.4 4.5 4.6

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4.3 Dispute Case Details

Topics from this unit: Dispute case definition Dispute case attributes Structure of the linked objects Notes and action log

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Dispute Case Definition

A dispute case

is a new business object that:

Uses descriptive attributes to summarize the information at header level (case attributes) Links all of the documents and objects that are relevant to resolving a dispute case in an electronic file

Only

Internal

Can be processed by several departments

Use

Partner

Can be entered using various channels of communication

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Setting Up the SAP Dispute Case

Amount fields Roles Status

Internal

Only

Contact person

Reason

Action log

Linked objects

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Notes

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A dispute case contains: Different case attributes in the form of information fields, such as customer and company-code, amount fields, roles, status and reason, and contact person A case record in which objects such as SAP documents or office documents are linked to the dispute case and structured into corresponding folders. Notes Action log

Partner

Use

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4-27


Reason

Damaged goods

Incorrect bill

Internal

Only

Reason

Underdelivery

Use

Partner

…

SAP

SAP

 SAP AG 2003

The reason is a dispute case attribute and provides the cause of the dispute case. This, for example, may be due to: y Damaged goods y Incorrect bill y … A reason has a considerable effect on the resolution process. For example, if the reason for a dispute case is an underdelivery, the next stage in the process would probably be to transfer the case to the logistics department. You can define the reasons for a dispute case in Customizing.

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4-28


Status

New

In Process

Internal

Only

Status

Completed

Use

Partner

…

SAP

SAP

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The status shows the current state of processing, for example: y New y In Process y Completed y Voided You can define your own status in Customizing according to your business requirements. A status can be set manually or automatically. For example, you can make Customizing settings so that dispute cases are completed automatically if the dispute case has no more items to be clarified.

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Dispute Case Amount Fields Original Disputed Amount Disputed Amount Paid

Internal

Only

Amount fields

Credited

Use

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Cleared Manually Automatically Written Off

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Original Disputed Amount: y The disputed amount at the time the dispute case is created y This is the total of all the disputed items (for example, bills, residual items). Disputed Amount: y Amount to clarify at present: y This differs from the original amount to resolve due to payments, credits, or write offs. Paid: y Paid amount of the original disputed amount Credited: y Credited amount of the original disputed amount Cleared Manually: y Amount already cleared manually y Cash discount and bank charges for incoming payments (unless there is a partial payment) Automatically Written Off: y Amount already posted by the Dispute Management posting program

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4-30


Roles

Processor

Person responsible

Internal

Partner

Only

Coordinator

Roles

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Note: A user can have several roles at the same time. The users assigned to the different roles must be system users.

Only

Up to three roles can be assigned to each dispute case: The coordinator monitors, coordinates, and takes responsibility for processing the dispute case, and is the contact person for the processor (for example, the dispute manager of a business area). The processor is the person currently assigned to processing the dispute case. For example, a shipping manager who clarifies whether errors occurred during delivery, or a head of department who approves credit memos. Whereas the coordinator generally controls the entire forwarding process, the processor is usually responsible for a particular task only, and returns the dispute case to the coordinator after having completed the task. The person responsible is the person to whom the dispute case is escalated and who is responsible for resolving the dispute case in terms of the costs involved. When dispute cases are written off automatically, a corresponding cost center can be debited with the amount written off.

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Contact Person

Name E-mail Contact person

Internal

Only

Telephone number

Use

Partner

Fax number

SAP

SAP

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You can save the name, e-mail, telephone number, and fax number of a customer's contact person directly in the dispute case. The contact person's data is used, for example, when sending correspondence about a dispute case. You can copy the contact person directly from the customer master data or enter the person manually in the dispute case.

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Structure of the Linked Objects (Case Record)

Business Partner Disputed Objects

Internal

Only

Resolved Objects Items Assigned during Clearing

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Other Objects Various

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The dispute case provides a predefined folder structure or "case record" for saving linked SAP business objects and other documents assigned to a dispute case, such as Office documents or PDF files. The case record provided by SAP as standard contains the following folders: Business Partner: contains the customer master (linked automatically) Disputed Objects: contains documents that are linked to the case when you create the dispute case (for example, open items and residual items). These are linked automatically. Resolved Objects: When documents are cleared from the "Disputed Objects" folder either partially or in full, by payment or credit, the documents are then moved automatically to the "Resolved Objects" folder. Items Assigned during Clearing: contains documents that were used to clear the items to be clarified, such as credit memos and partial payments (linked automatically) Other Objects: contains documents that are useful to resolve dispute cases, such as billing documents (Sales or CRM) for the disputed items, original FI bill for a residual disputed item, linked dispute cases (for a split dispute case), and account statement items (linked automatically). Various: contains all other kinds of documentation that can be used to resolve a dispute case (for example, Office documents, SAP business objects, SAP transactions). You can add these to the folder manually. You can configure the folder structure and the names of the folders (especially for manual folders).

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4-33


Notes

Partner

Description

Concluding remark

Reply

Internal

Only

Notes

…

You can use external notes for correspondence.

Use

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You can create notes to document activities connected to the dispute case. To do so, you can define note types in Customizing, such as remark, reply, instruction, or other. In Customizing, you can also define which note types are external note types. External notes can be added to the customer correspondence. Notes are saved in the note history with the name of the user, the time, and the note type.

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4-34


Time

Activity

User

4.21.2005

11:45:12

Display case

MISHRA

4.18.2005

09:12:45

Access notes

BOSCH

4.18.2005

09:10:20

Change attribute

BOSCH

Attribute Old value

New value

PROCESSOR

MISHRA

BOSCH

Use

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Date

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Action log

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The action log displays: All transactions for each dispute case All attribute changes Selected views of changes (for example: changes filtered by the user according to field) The log provides functions for: Sorting Setting filters Searching Defining views for the layout Exporting and sending Note: Customizing settings define which attribute changes should be logged.

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 SAP AG 2003

4-35


Summary The SAP dispute case is an object that links together all of the information, documents, and objects that are relevant for the resolution of a dispute case. A descriptive attribute at header level (dispute case fields) summarizes the information.

You can enter notes of different types for a dispute case. Customizing settings define which attribute changes should be logged.

Use

Partner

The dispute case provides a predefined folder structure to save linked SAP business objects and other documents linked to a dispute case, such as Office documents or PDF files.

Internal

Only

Users with different roles (coordinator, processor, and person responsible) can be assigned to a dispute case.

SAP

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© SAP AG

4-36



Introduction Unit 1


Unit 2


Unit 3

SAP Biller Direct

Unit 4



Only

Summary

Use

Partner

Unit 5


Internal

4.1 4.2 4.3 4.4 4.5 4.6

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4.4 Dispute Management Functions Topics from this unit: Dispute Case Processing in SAP Dispute Management Creating a dispute case Finding a dispute case (locator)

My Dispute Cases

Mass Changes

History

Changing attributes Maintaining contact person data Linking objects and attaching documents Corresponding Integrating manual workflow and SAP workflow

Automatic posting

Use

Partner

Processing a dispute case

Internal

Only

Resubmission

Reporting options

SAP

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Setting Up Dispute Case Processing Organizer

Results Area

Role-Based View Favorites Resubmission (10) Inbox SAP Dispute Management

(1) Find case (selection) (2) My dispute cases (list) (3) Dispute case (header data)

Record and Case Record Models Documents Cases Dispute case Find Dispute Case

Only

Internal

My Dispute Cases

History

Incorrect discount Subsequent delivery of missing goods Dispute case 70

(1) Find case results (list) (3) Dispute case • Linked objects • Notes • Log

Use

Partner

Incorrect goods delivered

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Dispute case processing (transaction UDM_DISPUTE) is the environment for all users who act as coordinators or (professional) processors (for example, dispute managers, dispute specialists). Dispute case processing is divided into two main areas – the area in which actions are started (left side: organizer) and in the results area (right side). In the role-based view, you can process records and case record models (Customizing users only), and also dispute cases. You can define different roles for dispute case processing (for example, limiting the end user's view to the "Cases" folder). The history allows quick access to dispute cases and other objects that have been processed previously. The display in the results area depends on the actions carried out in the processing area: y Find Dispute Case Æ Selection criteria for finding a case y My Dispute Cases Æ List of dispute cases (search result) y Create dispute case Æ Screen for creating dispute cases y …

Partner

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Creating Dispute Cases in Dispute Case Processing

Dispute Management

Record and Case Record Management

Cases

Only

Find Create Information

Find Dispute Case

Partner

Internal

Dispute Case

My Dispute Cases

Use

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You can use the context menu from the "Dispute Case" folder to create dispute cases from dispute case processing. After you have saved the dispute case, you can then use a pushbutton to assign open items. To do this, proceed as follows: y Choose the customer and the company code. y Select the open items and assign them to the case using Create Dispute Case. y The process integration updates the case automatically (amount fields and business objects in folders – the latter when you next call the case). Additional open items (except debits) can be assigned to an available dispute case later on, provided that the dispute case does not have the status "Completed" or "Voided".

4-40


Find Dispute Case and Mass Changes 4711

New

Status

Processor

Reason

Coordinator Mishra

Priority

Disputed Amount

Planned Close Date

Internal

Only

Customer

Case

Ext.Ref. Heading

Status Priority

Reason

101

536777

Underpayment

New

High

Late delivery

304

938736

Partial payment

New

Medium Late delivery

Use

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Change field contents

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Find dispute case allows you to search for dispute cases with specific case attributes that you defined in Customizing. For each search, you can combine different search fields with one another (for example, all of the dispute cases with the status New for customer 4711). The system displays the search results in a list: y You can filter and sort the list. y You can define a specific layout for the list display. y You can double-click the relevant case to access the dispute case directly from the results list. The results list can be used for mass changes, such as setting an escalation reason or replacing a processor. In Customizing, you can define the fields that are relevant for mass changes.

4-41


My Dispute Cases Change Field Content

Case ID Ext.ref. Case Header

Status

Priority

Reason

101

536777

Underpayment

New

High

Late delivery

304

938736

Partial payment

New


608

321555

Customer Call

In Process High

Damaged goods

544

234144

Underpayment

In Process Low

Incorrect price

354

245556

Deduction

New


Use

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Processor

Internal

Only

Update List

SAP

SAP

 SAP AG 2003

My Dispute Cases is a predefined search that displays all of the dispute cases to which the user is assigned as the processor, coordinator, or person responsible. You can change the display between these three roles (using Processor). You can double-click the relevant case to access the dispute case directly from the results list. The search result can be refreshed and used as the basis for mass changes.

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History

History

Case 101

Internal

Only

Case 354 Record model xxx

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The history logs the business objects that a user last processed. If you double-click the relevant item in the history, the system returns to the corresponding transaction and the relevant object. Furthermore, you can start the following activities from the history (for each context menu): y Display, change, delete y Resubmit y Information y Delete from history y …

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Resubmission

Element

Submission date

Due date

Status

Priority

Underpayment Mishra

05/04/2005

05/19/2005

New

High

Damaged goods

05/04/2005

05/21/2005

In Process

Very High

Customer Call - Glenn

05/04/2005

06/01/2005

In Process

High

Proof of delivery

05/04/2005

05/04/2005

New

Low

Use

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Internal

Only

Icon

SAP

SAP

 SAP AG 2003

The system can display dispute cases, as well as other elements such as documents, in a resubmission list. The resubmission list contains only elements whose submission data is the same as or older than the current date. Elements whose due date has passed are highlighted.

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Processing a Dispute Case

Read and create notes

Create a customer contact person Assign a customer contact to the case

Create correspondence

Read document

Assign next processor

Download document

Use

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Change status, priority, and so on

Internal

Only

Dispute Case

Link SAP objects

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You can carry out various activities in the dispute case: Change the status, priority, and so on. Assign the next processor, to forward the case to someone else. Assign customer contact data to the case. Create a customer contact in the customer master data. Read notes. Enter notes. Read documents. Define an escalation reason. …

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4-45


Uploading Documents

Various Various

All element types

To select fixed element types

Internal

Only

Documents ArchiveLink documents

Partner

Documents with template General transactions

Use

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You can attach a document (Microsoft [MS] Office document or PDF document) to a dispute case from a local file as follows: y Open the Various folder. y Double-click the Various node. y A dialog box appears Æ Select Document with Template. y On the next screen Æ Select the application From File. y Select the document that you want to upload. y Enter a document name. y Choose the green arrow to return to the dispute case. y Save the dispute case. Note: y You can read further documents by clicking the secondary mouse button on the Various folder and choosing Create. y Documents that are linked to a dispute case can be downloaded to a local file as well.

4-46


Attaching Microsoft Office Documents

Application

-

Microsoft Excel Microsoft PowerPoint Microsoft Word

Internal

Only

from file

Available functions:

Partner

Change Save as a new version Send document (with Microsoft Outlook) Close/Reopen Display log Download Upload

Use

• • • • • • •

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Microsoft Office documents can be attached directly from a dispute case: y Steps 1 – 3: See previous Uploading Documents slide. y Select the application that you want to use to attach the documents and enter the relevant data. y Save the document: Enter a document name and create a unique ID. y The following functions are available: - Change and save a document - Save the versions (you can change only the current version - previous versions can be displayed only). - Close the document. - Open the document again. - Send the document to an e-mail address (using MS Outlook). - Display log entries. - Download/Upload If you have to create similar documents for a large number of dispute cases, you can define a document template and make it available in Customizing.

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Linking Further Objects

Various Various

All element types

To select fixed element types

Internal

Only

Documents ArchiveLink documents

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Documents with template General transactions

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…

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Furthermore, transactions, SAP objects, or ArchiveLink documents can be linked in a dispute case. y Open the Various folder. y Double-click the Various node Æ A dialog box appears. y Select the relevant element type: - SAP object (for example, customer, billing document, CRM billing) - ArchiveLink documents - General Transactions, for example, FB75 (Enter Customer Credit Memo) y The next step depends on the element type you selected: - For SAP objects, it depends on the "Display" BOR method. For example, the customer has a search function. - For ArchiveLink documents, you can choose between the search, create, load local file, and create with scan program functions. - For general transactions, you must enter the transaction code. Note: If you want to link more than one object to the Various folder, you can do so by clicking the secondary mouse button on the folder and choosing Create.

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Correspondence

Create correspondence

Automatically

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Manually

Action correspondence

Send/Print asynchronously

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Send/Print immediately

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You can create correspondence for dispute cases manually or automatically: y Manually by the user y Automatically by trigger events such as: - Creating a dispute case (status New) - Closing a dispute case (status Completed) - Planned closing data exceeded Æ dispute case is therefore escalated Customizing settings define whether correspondence should be sent or printed immediately or asynchronously. With asynchronous processing, one of the following conditions occurs: y The RSPPFPROCESS program is scheduled as a regular background job. y In the SAP Dispute Management menu under "Periodic Processing in Dispute Case Processing", the "Processing of Actions" transaction is called. From dispute case processing, you can request or create manual correspondence: y Customizing settings define whether the requested correspondence should be sent or printed immediately or at a later time. y The system provides all notes intended for external communication for the selection of manual correspondence.

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Manual Workflow in SAP Dispute Management (Example) Dispute case Create dispute case Assign next processor Create note for the actions taken and request further activity Define processing period for next activity

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Next processor

Next processor

Access dispute case inbox Read instructions for next activity Perform actions for resolving the case Note activities Assign next processor (if necessary)

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Dispute case

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A dispute case is usually processed by several people from different departments. If a person is assigned to a case as the processor, the dispute case appears in that person's dispute case inbox. The processor then opens the dispute case and reads the notes from the previous processor to find out how to resolve the case. The processor carries out the necessary steps to resolve the case. The processor notes results, changes the dispute case attributes accordingly, reads documents, links objects that are useful for resolving the case, and if necessary enters instructions on further processes for the next processor. The next processor is then assigned, and the system places the dispute case in this processor's dispute case inbox as a new case. This procedure represents a manual workflow. The coordinator can monitor whether the processing period has been acknowledged, and can also escalate overdue dispute cases. Note: SAP Dispute Management 3.0 can also be integrated with SAP Workflow alongside this manual workflow.

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SAP Workflow Integration

Shipping associate

Occasional processor

Regular processor

SAP Workflow Integration

Excluded from SAP workflow integration

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Dispute case manager

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Account manager

AR accountant

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Occasional processors are used during the dispute process only in unique cases. They do not usually process dispute cases. They should therefore be informed by e-mail when an activity is required from them. They require a simplified interface with reduced functions. When workflow integration is activated, all users are assigned automatically as occasional processors. To allow information to be e-mailed, you must defined e-mail addresses in the user master record. Regular processors are users who work directly with the SAP Dispute Management system, and whose task is to process dispute cases. They are usually dispute case coordinators and do not require any specific information to be defined. With the current settings for dispute case processing, these users can be excluded from the SAP workflow integration (with mySAP ERP 2004).

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Automatic Write Off

Assign reason for escalation

Start write off run

Close dispute case/Write off disputed amount

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 SAP AG 2003

In SAP Dispute Management, disputed amounts can be written off automatically if the cases cannot be resolved. Automatic write off is done in two stages: y In the first stage, an escalation reason is assigned to the dispute case using the mass changes function. y In the second stage, the automatic write-off run is started for the escalation reason set and for a number of dispute cases (optional). y Result: The disputed amount is written off automatically and the dispute case is closed.

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Reporting I Ad hoc reporting in Dispute Management: List-based reporting

Flexible layout

Search, filter function

Data available for reporting:

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All dispute case attributes

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Processing dispute cases from the list is possible

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Reporting II Integration with the Business Information Warehouse OLAP reporting (Online Analytical Processing Reporting)

Drilldown

Slice and dice

All attributes

Linked business partners

Disputed and resolved items (history)

Cross-component data (for example, business partner master data)

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Data available for reporting:

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Summary Dispute case processing provides a central interface for finding, analyzing, and processing dispute cases. Mass changes are also supported. You can create and link documents from dispute case processing. Correspondence can be created manually by the user or automatically by trigger events.

Internal

Unresolved cases can be written off automatically. SAP Dispute Management provides the option of ad hoc reporting. For a more complex analysis, BI content is also available.

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Occasional processors can be integrated using SAP workflow integration.

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Introduction Unit 1


Unit 2


Unit 3

SAP Biller Direct

Unit 4



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Summary

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Unit 5


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4.1 4.2 4.3 4.4 4.5 4.6

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4.5 System Configuration

Topics from this unit: Records Management in SAP Dispute Management Case records Case type Workflow

Internal

Customer-enhancements with Business Add-Ins

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Role-based views

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Customizing in Two Components

Step 1:

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Customizing in SAP Dispute Management

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Step 2: Customizing in AR Accounting for integration with SAP Dispute Management

SAP

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Before you configure the financial accounting components for integration with SAP Dispute Management, you must fully execute the Customizing settings required by SAP Dispute Management. Customizing for dispute case processing is contained in the Implementation Guide under SAP Financial Supply Chain Management Æ SAP Dispute Management. Customizing for integrating AR Accounting with SAP Dispute Management is contained in the Implementation Guide under Financial Accounting Æ Accounts Receivable and Accounts Payable Æ SAP Financial Supply Chain Management Æ SAP Dispute Management Process Integration.

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Records Management System (RMS)

RMS ID For SAP Dispute Management:

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UDM_DISPUTE

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The Records Management System (RMS) provides a particular view of records management – comparable to a client in the SAP system. The standard RMS for SAP Dispute Management is the UMD_DISPUTE RMS ID. You can define one or more records management system(s) for Dispute Management. However, there is no cross-RMS search according to dispute cases, and dispute cases or other elements of an RMS cannot be used as linked objects. Note: In most cases, SAP recommends that you use only one RMS ID. If you want to use element types shipped with the system, you must use the UMD_DISPUTE RMS.

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Case Records Element type Business Partner

(Customer)

Residual Items

Accounting Document Line Item

Bill

Accounting Document Line Item

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Only

Disputed Objects

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Various

Post credit

Use

All element types

Various

SAP

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A dispute case's case record contains all of the linked objects for the dispute case, such as FI documents or Office documents. The folder structure for this case record is defined using a record model. You can use the "Dispute Management" case record model (provided in the standard system) as a template to create a customerspecific case record model. You can control the visibility for user roles at node level.

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Case Type Record model Element type ID (case)

RMS ID

Element type ID (file)

Attribute profile

Only

Case Type

Element type ID (note)

Number range

Values for reason and category

Text profile

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Status profile

Internal

Function profile

Action profile

SAP

SAP

 SAP AG 2003

The case type is a central feature of a dispute case that brings together different Customizing settings (attribute profile, status profile, and so on). SAP delivers the F_DM case type as a Customizing example, which the customer can then use as a copy template to create a customer-specific case type. Note: y The user authorizations for processing dispute cases can be controlled on a case-by-case basis. The case type is a field (CASETYPE) in the authorization object for Case Management (S_SCMG_CAS).

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Role-Based View Role: Expert User

Role: End user (example) Role-Based View Favorites Resubmission (10) Inbox

Role-Based View Favorites Resubmission (10) Inbox

SAP Dispute Management Dispute case Dispute case

SAP Dispute Management Record & Case Record Models Documents Cases Dispute case

Find Dispute Case My Dispute Cases

Only

History

History

Dispute case 88 Dispute case 87

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Dispute case 34 Dispute case 45 Dispute case 59 Dispute case 70 Proof of delivery Dispute case 78 Dispute case 20

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Internal

Find Dispute Case My Dispute Cases

SAP

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 SAP AG 2003

In Customizing, you can define role-based views for processing dispute cases. Special roles must be defined for this purpose. Example: You can limit the processing options for end users (no maintenance of records and case record models, no direct access to element types, and so on).

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Workflow Integration

Maintain standard workflow settings

Customize task-specific workflow

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Only

Examples of SAP workflow: WF01700044 (work item plus e-mail) WF01700051 (e-mails only)

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Steps: a) Assign processor b) Activate workflow

Define regular processors

SAP

SAP

 SAP AG 2003

To be able to use SAP Workflow for SAP Dispute Management, you must maintain the standard settings for SAP Workflow. You can use automatic Customizing for a quicker implementation. The type linkage for the relevant workflow must be activated for Customizing task-specific workflow. The processor is assigned using the dispute case. To enhance the workflow examples delivered by SAP, you can use a Business Add-In to trigger events. Note: y The user master data must contain a valid e-mail address for all occasional processors. y SAPconnect must be configured to allow e-mails to be sent.

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Customer Enhancements BAdI: Change the cases during initialization BAdI: Change the cases before validation BAdI: Customer-specific validation of cases

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BAdI: Change the cases before saving

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BAdI: Customer-specific validation before saving BAdI: Save customer-specific data when saving the cases

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BAdI: Mass activities for dispute cases

SAP

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SAP Dispute Management provides a range of Business Add-Ins (predefined, unmaintained programming modules Æ no modifications) to create customer-specific enhancements. Note: Transaction SE18 allows you to display Business Add-Ins (Definition of Business Add-In) Searching for SCMG* returns a list of all BAdIs in Case Management. From the BAdI definition, you can also use the menu path Goto Æ Sample code Æ Display to check the example source text.

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Customer Enhancements for Correspondence

BAdI: Partner determination

BAdI: Definition of partner roles

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BAdI: Printer determination

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BAdI: Completion of processing

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Summary SAP Dispute Management is based on SAP Records Management. Customizing is carried out in two areas:

Dispute case processing (Records management)

Process integration with SAP Accounts Receivable Accounting

SAP delivers sample workflows for sending work items and e-mails. Business Add-Ins, which can be reconfigured, are provided in many cases to allow customer enhancements.

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Processing options for individual users can be limited using role based views.

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You can define the case file structure for processing dispute cases numerous times.

SAP

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Introduction Unit 1


Unit 2


Unit 3

SAP Biller Direct

Unit 4



Only

Summary

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Unit 5


Internal

4.1 4.2 4.3 4.4 4.5 4.6

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4.6 Architecture


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SAP Dispute Management 3.0 * (Financial Basis 3.0)

SAP Dispute Management 3.0 * (Financial Basis 3.0)

Web AS 6.40

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mySAP ERP (ECC 5.0)

RFC Web AS 6.40

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mySAP ERP 2004 (ECC 5.0) or SAP R/3 Enterprise or SAP R/3 4.6C or SAP FIFI-CA**

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* If you are using SAP Collections Management and SAP Dispute Management as integrated components, they must both be installed on the same system. SAP recommends that you install SAP ECC 5.0 in addition to SAP Dispute & Collections Management, since SAP Collections Management 6.0 SAP ECC is required for the full range of functions. ** min. FI-CA 4.72 SAP Dispute Management consists of two main components: y A component for processing dispute cases: Financial Basis 3.0 software components y A component for process integration into SAP Accounts Receivable Accounting: software components R/3 plug-in 2004.1 for SAP R/3 4.6C, SAP Enterprise 4.70, and mySAP ERP 2004 SAP Dispute Management can be set up in two ways: y Single system scenario: SAP Accounts Receivable Accounting and dispute case processing run on one system y Multiple system scenario: SAP Accounts Receivable Accounting and dispute case processing run on separate systems A requirement for the single system scenario is that SAP Accounts Receivable Accounting runs on mySAP ERP 2004, since Financial Basis 3.0 requires SAP Web AS 6.40 as a base.

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SAP Dispute Management – Summary

SAP Dispute Management can be set up as a single or multiple system landscape, regardless of the SAP Financial Accounting system used.

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SAP Dispute Management – Financial process integration - Exercise 1 Unit: SAP Dispute Management – Financial Process Integration

After completing these exercises, you will be able to:

Dispute cases can be created in different ways in the system. In the first example, a customer created a dispute case directly in SAP Biller Direct. You can access the dispute case from the line item display in SAP Accounts Receivable Accounting, and also maintain data for the dispute case. Task 1: Display/Change the dispute case from the customer’s line item display. a) For an overview of the open items belonging to your customer FSCM## in company code 1000, call the line item display in SAP Accounts Receivable Accounting.

Partner

b) Check the items for which dispute cases have been created and display the corresponding data (direcly from the line item display). Take a note of the dispute case number (case ID) ________.

an

Value

Title

Gr.## (## = group number) Biller Direct

Status

In Process

Priority

Very High

Processor

FSC-## (your user ID)

Coordinator


Person Responsible

Accountant 1

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Save your data and return to the SAP Easy Access menu.

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c) Now make the following required changes to the dispute case:

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Display and process dispute cases from SAP Accounts Receivable Accounting.

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SAP

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Topic: Displaying/Changing dispute cases from Financial Accounting

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SAP Dispute Management – Financiassation - Solution 1 Unit: SAP Dispute Management – Financial Process Integration Topic: Displaying/Changing dispute cases from Financial Accounting

Partner


Value

Customer account


SAP

Company Code

1000

Line item selection

Select “Open items” (Key date: current date).

Use

a) For an overview of the open items belonging to your customer FSCM## in company code 1000, call the line item display in SAP Accounts Receivable Accounting. From the SAP Easy Access menu, choose Accounting Æ Financial Accounting Æ Customers Æ Account Æ Display/Change Line Items.

Choose Execute.


Use SAP Partner

Now check the dispute cases.

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To do so, follow the menu path System Æ Layout Æ Administration, and choose the layout “/DISPUTE” by double-clicking it. The information about the dispute case then appears in the list of line items.

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You can display the dispute cases from the line item display. To display the documents that have been created for a dispute case, use the “/Dispute” layout.

Only

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Task 1: Display/Change the dispute case from the customer’s line item display.

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b) Check the items for which dispute cases have been created and display the corresponding data (direcly from the line item display).

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Take a note of the dispute case number (case ID) ________.

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In the line item display, there is one item that contains a dispute case – this is the item for EUR 913.38, which you created as a customer in the SAP Biller Direct bill display due to late delivery. In the corresponding column for this item, there is an entry for the dispute case number (case ID).

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Value

Heading

Gr.## (## = group number) Biller Direct

Status

In Process

Priority

Very High

Processor


Coordinator


Person Responsible

Accountant1

Double-click the line with the required dispute case. The document display appears. On the application toolbar, choose Addtnl Components… and then select Dispute Case from the dialog box. The system then displays a window containing the details. Choose Display Dispute Case so that you can edit the dispute case. Choose change mode Field Name or Data Typ

e

Gr.## (## = group number) Biller Direc

Statu

In Proces

g

t

SAP

Very Hig

y

Processo

h

FSC-## (your user ID

r

Coordinato

FSC-## (your user ID e

Accountant

)

)

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Person Responsibl

SAP

Priorit

s

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1

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Save your data using the corresponding pushbutton and return to the SAP Easy Access menu.

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Headin s

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and change the following entries: Valu

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c) Now make the following required changes to the dispute case:

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SAP Dispute Management – Dispute Case Details – Exercise

2

Unit:

SAP Dispute Management – Dispute Case Details

Topic:

Creating dispute cases from Financial Accounting


Only

Task 1: Create a new dispute case. Your FSCM## customer has received a bill for EUR 200 for recycling an old appliance. The customer calls you and explains that the bill will be paid on receipt of a document stating that the appliance has been disposed of properly. The contact person responsible for customer processing is Ms Elena Santos.

Partner

Create a corresponding dispute case for the FSCM## customer in company code 1000. The contact person is also defined.

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Carry out these activities directly from the customer’s line item display.

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Dispute cases can be created in different ways in the system. Using integration, you can display and maintain them using dispute case processing in Dispute Management as well as financial accounting. In this example, a dispute case is created directly from the line item display for the customer account.

Use

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Internal

Create and maintain a dispute case from financial accounting.

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Now create a dispute case using the following information: Field Name or Data Typ Valu Titl Gr.## missing documen Reaso Unknown (0000 Priorit Medium (3 Processo User ID of the group with the next highest group number (for example: for group 02, enter FSC-03) (Note: the group with the highest group number should take the user ID of the group with the lowest number Coordinato FSC-## (your user ID Person Responsibl FSC-## (your user ID Long tex The customer will pay the bill on receipt of the disposal document. Please explain why no document has been issued e

e

e

t

n

)

y

)

r

)

r

)

t

.

Assign the following contact person to the dispute case: Field Name or Data Typ Valu Gende You decide Last nam You decide First nam You decide Languag English (EN E-mai (Your e-mail address if possible Comm. Meth (communication method E-mail (INT e

e

r

!

e

!

e

!

e

)

SAP

SAP

l

)

)

)

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Take a note of the new dispute case number (case ID) ________ and return to the SAP Easy Access menu.

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SAP Dispute Management – Dispute Case Details - Solution

2

Unit:

SAP Dispute Management – Dispute Case Details

Topic:

Creating dispute cases from Financial Accounting

Only

From the SAP Easy Access menu, choose Accounting Æ Financial Accounting Æ Customers Æ Account Æ Display/Change Line Items.

Customer account Company Code

1000

Line item selection

Select “Open items” (Key date: current date).

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Value FSCM## (## is your PC or group number)

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SAP

Call the line item display for your FSCM## customer in company code 1000 and display all open items.

Partner

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Carry out these activities directly from the customer’s line item display.

SAP

Press ENTER.

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Use

Create a corresponding dispute case for the FSCM## customer in company code 1000. The contact person is also defined.

Internal

Your FSCM## customer has received a bill for EUR 200 for recycling an old appliance. The customer calls you and explains that the bill will be paid on receipt of a document stating that the appliance has been disposed of properly. The contact person responsible for customer processing is Ms Elena Santos.

Partner

Task 1: Create a new dispute case.

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Find the corresponding bill using the customer’s line item display (as in the previous task). In the line item display, select the document with the reference “RECYCLING” by activating the indictor at the start of the line. To create a dispute case for this document, choose Dispute Case from the application toolbar.

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Gr.## missing document

Reason

Unknown (0000)

Priority

Medium (3)

Processor

User ID of the group with the next highest group number (for example: for group 02, enter FSC-03) (Note: the group with the highest group number should take the user ID of the group with the lowest number)

Coordinator


Person Responsible


Long text

The customer will pay the bill on receipt of the disposal document. Please explain why no document has been issued.

Now choose Contact Person (the pushbutton with the telephone) and then Get Contact Person. The system then displays a dialog box containing the available contact persons. In this dialog box, choose

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The system then calls the Create Contact Person transaction (VAP1).

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Save your data using the

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Assign the following contact person to the dispute case: Valu Field Name or Data Typ Gende You decide Last nam You decide First nam You decide Languag English (EN E-mai (Your e-mail address if possible Comm. Meth (communication method E-mail (INT pushbutton in the standard toolbar.

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Title

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Value

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Now create a dispute case using the following information:

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The system then returns to the list of available contact persons that you called previously. If you

Choose Save Case. A dispute case is then created.

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The system issues the message “Status case created” in the status bar.

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click , the contact person that you just created is displayed in the list, and you can then choose this person to be copied to the dispute case by double-clicking the entry.

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The system then returns to the line item display for the customer. The changes that you have made are not yet visible. You can obtain the current status of the line item display by choosing Refresh from the List menu. Take a note of the new dispute case number (case ID) ________ and return to the SAP Easy Access menu.

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Exercise 3 Unit:

SAP Dispute Management – Dispute Management Functions

Topic:

Processing dispute cases


Only

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Use the different functions for dispute case processing and workflow to analyze and process dispute cases.

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Regular processors are users whose task is to process dispute cases. Dispute case processing provides them with the relevant functions.

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Occasional processors are used during the dispute process only in unique cases. You generally do not process dispute cases, but you can be integrated into the process using workflow integration.

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b) Your customer FSCM## (whose role you took in the “SAP Biller Direct” unit) has used SAP Biller Direct to enter a complaint about a bill for EUR 913.38, stating that the goods did not arrive on time. Since you are the coordinator of the dispute case, a colleague from the shipping department calls you to say that, in this case, the goods were delivered to one of the customer’s employees.

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a) – Optional – You are the processor for a dispute case and want to save an attached Word document to your C: disk drive. Your instructor will provide an FSCM00 customer dispute case for this.

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Task 1: Analyze functions for processing dispute cases.

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Enter this information as a “Customer response” in the notes for the dispute case, and send it to the customer.

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c) Display dispute case in SAP Biller Direct – Optional

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To view the result of the dispute from the customer’s point of view, use the link from the previous unit to call the SAP Biller Direct display.

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d) Process dispute cases with workflow (from the view of the occasional processor) – Optional You now take the role of “Occasional processor” and receive the dispute cases to process by workflow. Use SAP Business Workflow to display your worklist and process the dispute case of your neighboring group. – Optional – You have a copy of the document and want to link it to the dispute case (use the Word document from task a) that is on your C: disk drive for this).

e) Process dispute case In the next step, process the dispute case (missing document) further by displaying the information from your neighboring group as notes and (if necessary) Word documents, and enter a reply for the customer. Also update the dispute case status.

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Enter the information for your neighboring group (coordinator) that the customer has received the document, and create a corresponding notice for the dispute case. End the process by returning the dispute case to the coordinator.

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Solution 3 Unit:

SAP Dispute Management – Dispute Management Functions

Topic:

Processing dispute cases

On the left of the screen, choose SAP Dispute Management Æ Cases Æ Find Dispute Cases. As the selection criteria, enter the following on the right: Value

Customer

FSCM00 (instructor’s customer)

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Choose Search.

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Above the dispute case data there is a toolbar containing pushbuttons. From this toolbar, choose Attributes, which reduces the attributes (that is, the system displays the folder structure of the dispute case). Open the Various folder on the right of the screen by clicking the triangle. Doubleclick the Word document displayed so that you can view its contents. Above the Word processing template there is a toolbar containing functions for the document. Choose Download/Check Out

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Place the cursor on the dispute case provided by the instructor (this has been created by the instructor previously) and double-click it. The case data is copied to the screen area on the right.

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On the SAP Easy Access screen choose: Accounting Æ Financial Supply Chain Management Æ Dispute Management Æ Dispute Case Processing.

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a) – Optional – You are the processor for a dispute case and want to save an attached Word document to your C: disk drive. Your instructor will provide an FSCM00 customer dispute case for this.

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Task 1: Analyze functions for processing dispute cases.

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and select Download. Save the document to your local directory (C) by selecting the C: disk drive and choosing Save.

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b) Your customer FSCM## (whose role you took in the “SAP Biller Direct” unit) has used SAP Biller Direct to enter a complaint about a bill for EUR 913.38, stating that the goods did not arrive on time. Since you are the coordinator of the dispute case, a colleague from the shipping 4-81


department calls you to say that, in this case, the goods were delivered to one of the customer’s employees. Enter this information as a “Customer response” in the notes for the dispute case, and send it to the customer. (You are the coordinator for this dispute case.) On the SAP Easy Access screen choose: Accounting Æ Financial Supply Chain Management Æ Dispute Management Æ Dispute Case Processing.

on the right of the screen to switch to change mode, and enter the following information:


Value

Reason

Transport problem

Priority

Medium

Status

To be collected

Choose Attributes to reduce the attributes, and enter a note for the customer. You can enter a note by choosing Note.

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At the top of the active window, the system displays the current text type selected (for example, description). Choose Change Text Type and select Reply to Customer. Enter the information for the customer, for example: “Dear Customer,

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Yours sincerely, Suzanne Smith“ .

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I have spoken with Ms. Moore, who tells me that the goods were delivered to Mr. Schmidt.

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Use

SAP

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Place the cursor on the dispute case with the case header “Gr.## Biller Direct” and double-click it. The case data is copied to the screen area on the right.

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Using the “Change Role View” pushbutton on the right of the screen, you can select the role view “Coordinator”. The system then displays the cases to which you are assigned as the coordinator.

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On the left of the screen, choose SAP Dispute Management Æ Cases Æ My Dispute Cases.

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The system issues the message “Case saved successfully” in the status bar.

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To view the result of the dispute from the customer’s point of view, use the link from the previous unit to call the SAP Biller Direct display.

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Choose the Dispute Cases tab page and display the information for this case by double-clicking the dispute case number. Return to the SAP Easy Access menu. d) Process dispute cases with workflow (from the view of the occasional processor) – Optional

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from the application toolbar to navigate to the SAP

Open the “Inbox” and the subfolders Workflow Æ Grouped according to task Æ Process dispute case, either by clicking the triangle or by double-clicking it. On the right of the screen area, you now see the dispute cases for which you are entered as the processor. Navigate to your neighboring group’s dispute case by double-clicking the relevant line (with the text “Gr.## missing document, where ## is your neighboring group’s group number). – Optional – You have a copy of the document and want to link it to the dispute case (use the Word document from task a) that is on your C: disk drive for this purpose).

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To do this, choose double-clicking it.

SAP

SAP

and from the SAP main menu, choose Business Workplace.

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Your neighboring group will help you to process the dispute case in your role as occasional processor. You can do this without calling dispute case processing. Leave dispute case processing,

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You now take the role of “Occasional processor” and receive the dispute cases to process by workflow. Use SAP Business Workflow to display your worklist and process the dispute case of your neighboring group.

. Choose your Word file from task a) and attach it to the dispute case by

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Enter the information for your neighboring group (coordinator) that the customer has received the document, and create a corresponding notice for the dispute case. End the process by returning the dispute case to the coordinator.

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The system issues the message “Attachment added to dispute case” in the status bar.

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Return to the SAP Easy Access menu.

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The system issues the message “Dispute case saved” in the status bar.

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Return the case to your neighboring group by choosing Return to Coordinator.

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“Mr. Nielsen has received the document and signed for it.”

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e) Process dispute case In the next step, process the dispute case (missing document) further by displaying the information from your neighboring group as notes and (if necessary) Word documents, and enter a reply for the customer. On the left of the screen, choose SAP Dispute Management Æ Cases Æ My Dispute Cases. Change the role view between “Processor” and “Coordinator”.

Switch to change mode using

.

Choose Change Text Type and select Reply to Customer. Enter the information for the customer, for example: “Dear Customer,

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The document has been issued to Mr. Nielsen and signed by him. Your customer service representative will bring you a copy this afternoon. Yours sincerely, Suzanne Smith”

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Choose

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Now choose Attributes to expand the attributes, and update the status. Field Name or Data Typ Valu Statu To be collecte e

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Set the status of the dispute case to To be collected and save your entries.

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that you can view its contents. Now choose to return to processing your dispute case. By choosing Note, the system then displays the comments from your neighboring group.

SAP

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Open the Various folder by clicking the triangle. Double-click the Word document displayed so

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In the right screen area, choose Attributes to reduce the attributes. The Various folder now appears in the folder display.

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If your neighboring group is still processing its dispute case, the case is displayed in the “Coordinator” role view only. When your neighboring group returns the dispute case to you, it also appears in the list in the “Processor” role view. Display the information that your neighboring group has entered for your dispute case by double-clicking to navigate to the dispute case.

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SAP Collections Management – Course Overview


Unit 2


Unit 3

SAP Biller Direct

Unit 4


Unit 5


Summary

Use

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Unit 1

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Introduction

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SAP Collections Management – Course Scenario Business partner Orders

Invoices/ Pays


Complains




Pays

Clarifies complaint



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SAP Biller Direct


Internal



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The SAP FSCM components Credit Management, Biller Direct, and Dispute & Collections Management, which are dealt with in this course, are represented in the following B2C scenario (private customer scenario): y When you create a sales order (SO) for a customer in the SAP Sales and Distribution component (SAP Sales) the customer's creditworthiness (CW) is checked online using SAP Credit Management; subsequently the order is processed and released in SAP Sales if there is a block set by SAP Credit Management. y The sales order is then invoiced electronically using SAP Biller Direct; payments and complaints entered by the customer using SAP Biller Direct are processed using the integrated SAP Financial Accounting (SAP Financials) and SAP Dispute Management systems. y SAP Dispute Management is used to clarify customer problems that have been entered using SAP Biller Direct. y SAP Collections Management is used for active communication regarding the overdue receivable that resulted from the sales order. y The receivable for the sales order is then cleared.

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5 SAP Collections Management (Course Overview)


Unit 2


Unit 3

SAP Biller Direct

Unit 4


Unit 5

SAP Collections Management 5.1 5.2 5.3 5.4

Overview Functions System Configuration Architecture

Summary

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Unit 1

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Introduction

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5.1 SAP Collections Management – Overview

Topics from this unit: Definition and delimitation of SAP Collections Management Current problems and business requirements SAP Collections Management functions

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Defining and Delimiting Collections Management According to Meta Group, Collections Management refers to customer-specific receivables management. SAP Collections Management supports: The evaluation, identification, cost component splitting, and prioritization of accounts:

From a risk management perspective

From a customer relationship perspective

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Payment reminders

Agreements for promises to pay

Follow-up

…

Internal

Proactive processing of receivables

Use

Process optimization and automation for large volumes of open items Workforce management

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Problems in the Collections Management Processes Opportunity/problems

Æ Utilization/Assignment of vendor credit Æ Payment delays/Non-payments Æ Process conditioned payment delays

Minimization

Costs

Hedging


Liquidity


Maximization


Revenue

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Collections Management is now mostly a time-consuming, high-cost, and labored process Æ Searching for customers to process Æ Searching for account information Æ High volume


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The difficult economic climate leads to poor payment behavior: Æ Increasing DSO Æ No reaction to automatic correspondence such as dunning notices Æ Financial situation affects customer relationships

SAP

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Business Requirements of Collections Management Business requirements Increase the proportion of collected receivables:

Improve customer relationships Æ Retain valuable customers and change the behavior of difficult customers with relevant actions Æ Prepare complete picture of customer history Æ Increase customer satisfaction

Costs

Æ Utilization/Assignment of vendor credit Æ Payment delays/Non-payments Æ Process conditioned payment delays Hedging


Liquidity


Maximization

Revenue


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Reduce the cost of processing receivables


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Æ Decrease the period outstanding for receivables Æ Avoid write offs Æ Increase the proportion of payments on time

Minimization

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SAP Collections Management Functions SAP Collections Management allows you to select and prioritize customer accounts to process. SAP Collections Management provides new functions for displaying and processing receivables for each customer. SAP Collections Management offers a new way of processing receivables: agreements for promises to pay ¾ Creation of promises to pay

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¾ Automatic update of promises to pay ¾ Automatic evaluation of broken promises to pay

SAP Collections Management is integrated with SAP Dispute Management.

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¾ Create dispute cases for open items ¾ Display the status of disputed invoices

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SAP Collections Management is integrated in real time with SAP Accounts Receivable Accounting.

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Summary According to Meta Group, Collections Management is customer-specific receivables management. SAP Collections Management allows you to select and prioritize customer accounts, display and process receivables for each customer account, and enter promises to pay. Processing is fully integrated with SAP Dispute Management and SAP Accounts Receivable Accounting.

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5-9




Unit 2


Unit 3

SAP Biller Direct

Unit 4


Unit 5



Summary

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Unit 1

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Introduction

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5.2 SAP Collections Management – Functions

Topics from this unit: Preparing customer contact using worklists Promises to pay Integration with SAP Dispute Management

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Receivables Processing with SAP Collections Management

Prioritize by: • Open amount • Due date • Amount promised • Amount dunned • … • …

Prepare customer contact

Prepare by: • Sorting • Filtering • Viewing history • Assigning contact • … • …

Process account by: • Creating promises to pay • Renewing promises to pay • Creating dispute cases • … • …

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Select by: • Company code • Customer • Processor • Sales area • Receivable amount • ...

Process receivables according to customer account

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Select customer account

Prioritize customer account

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5-12


Choosing Customer Accounts and Creating Worklists

Display only those customers for whom I am responsible

Which of my customers are long overdue?

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Which customers already have dunning level 3?

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Display only customers from sales organization 0001

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?

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The receivables processors choose customers for whom they are responsible AND that are to be contacted due to the organization's collection strategy. The receivables processor can select customer accounts using the following selection criteria: y Customer account number (range) y Company code (range) y Processor (range) y Dunning level (range) y Processor for dunning notices (range) y Sales organization (range) y Department (range) y Sales group (range) y Due date (this can also be a date in the future) y Receivable amount The processor can define appropriate search strings. The search result provides the worklist.

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5-13


Prioritizing Customer Accounts

Which customers should I contact first?

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Before contacting customers, the receivables processor can prioritize the customers in a worklist according to the following criteria: y Open amount y Due date y Promised (residual) y Broken promise y Dunned amount The receivables processor can navigate from the worklist directly to the processing screens for individual customers.

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5-14


Preparing Customer Contact

Assign customer's contact person

Provide overview of open invoices

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Provide overview of promises to pay

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Provide overview of dispute cases

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Obtain detailed information about each invoice

Before contacting the customer, the receivables processor must prepare the contact: Assign the customer's contact person if this is not already available Become familiar with the status of the customer's account

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5-15


Invoice History

Invoice history for: Company code Document number Fiscal year Line items

XXXX 1111111 YYYY 001

Total document item, for example, credit amount

Doc Item

Total

The amount assigned to the invoice

Currency Assigned

Invoice

Only

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Invoice Incoming payment Payment difference

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Credit Other receivables

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Open Cleared

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You can navigate from the invoice view to the invoice history of an invoice. The invoice history displays all of the items regarding the invoice: y Partial payments (with or without residual items) y Credits (with invoice reference and cleared with invoice) y Other clearings You can double-click to perform a drilldown to a specific financial accounting document.

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5-16


Processing Receivables Create promise to pay Create dispute case Change FI document

Navigate to FI document

Invoice history

Invoice view

Display promise to pay by invoice

Void promise to pay

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Only

Display promise to pay Change promise to pay

Display dispute case by invoice

Change dispute case

Display dispute cases

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Withdraw promise to pay

SAP

SAP

 SAP AG 2003

The invoice view with all open invoices for a customer is the main starting point for processing a customer's receivables. The slide above shows the different possibilities when processing receivables. The boxes made of dotted lines illustrate the steps that are possible only if the user has the relevant authorization.

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5-17


Promise to Pay Process Hello Mr. Nielsen, You may have noticed that invoice number 4711 is overdue by four weeks?

Mr. Nielsen Accounts payable accounting manager

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Ms. Moore Receivables processor

Hello Ms. Moore, thank you for reminding me. We will pay the full amount by next Wednesday.

Promise to pay

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Amount promised Promised For date Promised By Note Invoice reference... Ms. Moore enters the promise to pay into the system.

SAP

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You can use SAP Collections Management to create a promise to pay given by a customer in the system.

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State and Status I Promise to pay Amount promised Promised For date Promised By Note Invoice reference...

Status

Open

In Process

Broken

Confirmed Voided

Partially Kept

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State

Kept

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Withdrawn

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The state makes the status of the promise to pay visible from a business processes perspective: Open: The customer has not paid and the agreed Promised For date (plus tolerance days) has not yet been reached, or the periodic valuation has not yet been carried out. Broken: The customer has not paid, the agreed time for the incoming payment (Promised For date plus tolerance days) has been reached, and periodic valuation has been carried out. Partially Kept: The customer has paid part of the amount promised within the agreed time Kept: The customer has paid the full amount promised within the agreed time. Withdrawn: The customer withdraws the promise to pay or opens a new promise to pay.

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5-19


State and Status II Promise to pay Amount promised Promised For date Promised By Note Invoice reference...

Status

Open

In Process

Broken

Confirmed Voided

Partially Kept

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State

Kept

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The status displays the technical status of the promise to pay: In Process: This status is created automatically when you create a new promise to pay. The promise to pay can be evaluated and updated with the incoming payment. Confirmed: This status is created automatically when a promise to pay is withdrawn or renewed. The promise to pay can no longer be evaluated or updated with the incoming payment, and cannot usually be changed again. Voided: The processor must set this status manually. The promise to pay can no longer be evaluated or updated with the incoming payment, and cannot usually be changed again. Notes: The term "active promise to pay" is used also in SAP Collections Management. Active promises to pay have the status "In Process" - they are "actively waiting" for updates from financial accounting and can be evaluated.

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5-20


Renewing Promises to Pay

New promise to pay

Old promise to pay State

State

• Open Æ Withdrawn • Broken Æ Broken • Partially Kept Æ Partially Kept • Withdrawn Æ Withdrawn

• Open

Status

Status • In Process

New arrangement

Level • Old level plus one

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•Open Æ Confirmed

Level

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•The level does not change.

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Renewing a promise to pay means that an existing promise to pay is replaced by a new one. When you create a new promise to pay for an invoice that the customer has previously promised to pay, the system sets the following attributes in the old promise to pay: y The old promise to pay is given the status "Confirmed" (system status 008). This means that it is no longer an active promise waiting for a financial transaction. y The state of the old promise to pay set by the system depends on the state that the promise had previously: - The state "Open" becomes "Withdrawn". - The state "Partially Kept" stays the same. - The state "Broken" stays the same. - The state "Withdrawn" stays the same. The new promise to pay is given a promise level that is one level higher than before. This shows how often the customer has promised to pay the invoice. If the old promise to pay has been voided, the level of the new promise to pay is not raised.

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Changing, Withdrawing, & Voiding Promises to Pay

Promise to pay

Withdraw

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Void

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Amount promised Promised For date Promised By Note Invoice reference...

Change

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You can make changes only if the status of the promise to pay is "In Process". The possible changes depend on the state: y Open and no incoming payment: possible to change attributes and enter notes y Open and incoming payment (later than agreed, but periodic valuation has not yet taken place): possible to enter notes y Broken or Partially Kept: possible to enter notes and change the state y Kept: possible to enter notes A promise to pay can be withdrawn if the customer requests this from the organization. Withdrawn promises to pay have the state "Withdrawn" and the status "Confirmed". If the customer promises to pay the invoice again, this is treated as a renewed promise to pay and affects the level of the promise. A promise to pay can be voided if the processor makes an error (for example, an incorrect invoice is selected). You can void a promise to pay only by displaying the promise to pay and then manually changing the status. Voided promises to pay do not affect the level of a new promise to pay.

5-22


Updates Through Incoming Payments

Promise to pay

Status: Kept, Partially Kept Last payment: MMDDYYYY Incoming payment

Paid: Amount paid

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Incoming payments update the status of a promise to pay if the promise to pay has the status "In Process" and the promise has not yet been upheld. y If payment is made within the time stated (Promised For date plus the number of tolerance days defined in Customizing), the following updates take place: - If the paid amount is the same as the amount promised, the status is set to "Kept". - If the amount paid is smaller than the amount promised, the status is set to "Partially Kept". - Furthermore, the "Last payment" and "Paid" fields are updated. y If payment is made after the time agreed, the fields "Paid" and "Last payment" only are updated. The status of the promise to pay is then evaluated by periodic valuation. If you cancel an incoming payment document, reverse a cleared item, or delete the invoice reference in a payment document, the updates in the promise to pay are also canceled.

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Note: Setting the status in a promise to pay is referred to as "valuating the promise to pay". You can also valuate a promise to pay report alongside the incoming payments. Both methods use the same valuation rules.

5-23


Valuating Promises to Pay

Select all promises with the state "Open" and a Promised For date in the past

Add tolerance days

Only

Internal

to Promised For

Do not evaluate

No

Date in the

Set state

Yes

past?

to "Broken"

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You can valuate promises to pay with the state "Open" using the FDM_JUDGE program, if the "Promised For" date has been reached: The customer and the company code can be entered as selection criteria. The program selects all promises to pay with a Promised For date in the past and an Open state. The valuation takes into account the tolerance days defined in Customizing: If no incoming payment has been posted within the time agreed (including the tolerance days), the valuation sets the state to "Broken". The valuation program should be scheduled at least once a day.

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Confirm Promise to Pay

Promise to pay Status: Confirmed

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Invoice Cleared Since X Days

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The FDM_P2P_CONFIRM program sets promises to pay automatically to "Confirmed" if the corresponding invoice is cleared and it is not expected that the invoice will be reopened. Therefore the selection criteria contain the "Invoice Cleared Since ... Days" field. When you have confirmed the promise to pay, the process integration with SAP Financial Accounting is closed. You can schedule the report for the confirmation as a regular background job.

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Summary

Using selection and prioritization criteria made available by SAP Collections Management, you can create a worklist from customer accounts, which then serves as the basis for further sequential processing of individual accounts using SAP Collections Management.

You can navigate to the main receivables processing screen for a customer account from the worklist. SAP Collections Management provides the following functions for processing receivables:

The promise to pay as a central object of SAP Collections Management is updated automatically by incoming payments posted in SAP Accounts Receivable Accounting. Promises to pay can be valuated and confirmed periodically for a number of customers using program runs.

Dispute cases, which can be displayed, created, and processed using SAP Collections Management, can be integrated directly with SAP Dispute Management, which is in turn integrated with SAP Accounts Receivable Accounting.

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Receipt of customer contact and the corresponding entry or adjustment of promises to pay and dispute cases

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Preparation of customer contact by assigning a contact person and by viewing the available invoices (invoice history), promises to pay, and dispute cases (from SAP Dispute Management)

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Unit 2


Unit 3

SAP Biller Direct

Unit 4


Unit 5



Summary

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Unit 1

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Introduction

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5.3 SAP Collections Management – System Configuration

Topics from this unit: Records Management in SAP Collections Management Element types used for Collections Management Attribute profiles, text profiles, and status profiles Settings for processing receivables in SAP Accounts Receivable Accounting

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Customizing in Two Software Components

Step 1:

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Only

Customizing SAP Financials Basis for promises to pay

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Step 2: Customizing the AR for processing receivables

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Before you make the Customizing settings required by the SAP Financial Accounting components for integrating SAP Collections Management, you must first make the Customizing settings required in SAP Financials Basis. Customizing basic data for SAP Collections Management is done in the Implementation Guide (IMG) under SAP Financial Supply Chain Management Æ SAP Collections Management Æ Basic Data. Customizing for processing receivables in SAP Financial Accounting is available in the IMG under: SAP Financial Supply Chain Management Æ SAP Collections Management Receivables Processing in Accounts Receivable Accounting or under Financial Accounting Æ Accounts Receivable and Accounts Payable Æ SAP Financial Supply Chain Management Æ Receivables Processing SAP Collections Management.

5-29


Records Management System (RMS)

RMS ID for SAP Collections Management

Only

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UDM_COLLECTIONS

SAP Collections Management uses functions from Records & Case Management for promises to pay. The standard RMS for SAP Collections has the RMS ID UDM_COLLECTIONS. SAP recommends that you use one RMS ID only. You must use the RMS ID UDM_COLLECTIONS to use the element types shipped with the system.

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Case Type

RMS ID Element type ID (case)

Attribute profile

Case Type F_PP

Number range

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Text profile

Element type ID (note)

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Status profile

Process

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The case type is the central feature of a promise to pay and summarizes various features in Customizing. SAP provides the F_PP case type as a Customizing example. SAP recommends that you create a customer-specific case type by using the standard case type as a copy template.

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Activating Process Integration

Application FI-CM

Active

Text SAP Collections Management

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Before you can use SAP Collections Management in SAP Accounts Receivable Accounting, you must first activate the process integration. The process integration from SAP Collections Management is not activated by default.

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Customer Enhancements

BAdI: Evaluation of promises to pay

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SAP

 SAP AG 2003

A BAdI is available for you to set up evaluations of promises to pay that differ from those in the standard system. The BAdI is accessed: y In the program for valuating open promises to pay y When assigning a payment to a promise to pay y When withdrawing the assignment of a payment to a promise to pay

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Summary To fully configure SAP Collections Management, you must make the Customizing settings in SAP Financials Basis and the SAP Financial Accounting components. You can configure the promise to pay function with the UDM_COLLECTIONS standard RMS and the F_PP case type. BAdI is available for defining a customer-specific valuation procedure.

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Unit 2


Unit 3

SAP Biller Direct

Unit 4


Unit 5



Summary

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Unit 1

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Introduction

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5.4 SAP Collections Management – Architecture


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SAP Collections Management 3.0 * (Financial Basis 3.0)

SAP Collections Management 3.0 * (Financial Basis 3.0)

SAP ECC 5.0 (FI(FI-AR)**


Only

Web AS 6.40

Internal

Web AS 6.40

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RFC

mySAP ERP 2004 or SAP R/3 Enterprise

Use

SAP Collections Management consists of two main components: y Software components for promises to pay Æ Financial Basis 3.0 y Software components for receivables processing in SAP Accounts Receivable Accounting (FI-AR): R/3 plug-in 2004.1 for SAP Enterprise 4.70 and mySAP ERP 2004 SAP Collections Management can be set up in two ways: y Single system scenario Æ SAP Accounts Receivable Accounting and promises to pay run on one system y Multiple system scenario Æ SAP Accounts Receivable Accounting and promises to pay run on separate systems A requirement for the single system scenario is that SAP Accounts Receivable Accounting runs on mySAP ERP 2004, since Financial Basis 3.0 requires SAP Web AS 6.40 as a base.

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* If you are using SAP Collections Management and SAP Dispute Management as integrated components, they must both be installed on the same system. ** SAP recommends that you install SAP ECC 5.0 in addition to SAP Dispute & Collections Management, since SAP Collections Management 6.0 SAP ECC is required for the full range of functions.

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SAP Collections Management – Summary

SAP Collections Management can be set up as a single or multiple system landscape, regardless of the SAP Financial Accounting system used.

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SAP Collections Management - Exercises Unit:


Topic:

Processing receivables and promises to pay


Partner

Create and track promises to pay in SAP Collections Management.

Internal

Only

Analyze receivables using SAP Collections Management.

Use

You can use SAP Collections Management to define information about expected payments in the system and then monitor their progress.

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b) The customer accepts the receivable and says that payment for all open invoices will be made today. Create a promise to pay for all of the invoices. Since the customer has promised an incoming payment for today, enter the current date in the Promised For field.

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Task 2: Process incoming payment and update the promise to pay (optional).

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a) Display the open items for the customer FSCM## and check the status of the dispute cases. Then select the contact person from the customer master record and contact the customer.

Partner

For an overview of your customer’s open items, call receivables processing in SAP Collections Management and check whether all receivables are valid.

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Task 1: Analyze open items and customer contact.

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a) You receive a check for EUR 1000 from the customer. The check states that the recycling invoice should be cleared by EUR 200 and the remaining amount should be credited against the open invoice for EUR 913.38. Create the incoming payment accordingly. 5-39


Task 3: Analyze the effects of the incoming payment (optional). After you have posted the incoming payment, view the current status in SAP Collections Management and in SAP Dispute Management.

b) Display the current status of the promise to pay in SAP Collections Management. What has the incoming payment changed?

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a) Display the current status of your dispute cases in SAP Dispute Management. What has the incoming payment changed?

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SAP Collections Management - Solutions Unit: Topic:

SAP Collections Management Processing receivables and promises to pay

SAP

SAP

Choose Execute.

Customer

FSCM## (your group’s customer)

Sa n

The system now displays the work list that contains all of the customers selected (in this case, FSCM## only). From here, navigate to the Process Receivables screen for your customer by double-clicking the relevant line. The system then displays the open items. To check the status of the dispute cases, choose the Dispute Cases tab page. Return to the invoice view by choosing the Invoices tab page. Now choose Contact Person (the pushbutton with the telephone) and then Get Contact Person. Select your contact person by double-clicking the list.

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Enter the following:

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On the SAP Easy Access screen choose: Accounting Æ Financial Supply Chain Management Æ Collections Management Æ Process Receivables.

Use

a) Display the open items for the customer FSCM## and check the status of the dispute cases. Then select the contact person from the customer master record and contact the customer.

Use

Partner

For an overview of your customer’s open items, call receivables processing in SAP Collections Management and check whether all receivables are valid.

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Only

Task 1: Analyze open items and customer contact.

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b) The customer accepts the receivable and says that payment for all open invoices will be made today. Create a promise to pay for all of the invoices. Since the customer has promised an incoming payment for today, enter the current date in the Promised For field.

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Since the customer would like to pay all of the invoices, select all of the open items by clicking the selection field (top left corner of the table) or by selecting the items individually by clicking them whilst pressing CTRL. When you have selected all of the items, choose Create Promise to 5-41


Pay. The entry screen for the promise to pay now appears at the bottom of the screen. The system calculates the amount automatically. If possible, it also proposes the contact person. Accept the suggested entries and enter the following: Field Name or Data Type

Value

Promised For

Current date

Note field (bottom right)

You decide! Or: Payment is on the way.

Choose

and return to the SAP Easy Access menu.


Value

Document Date

Current date

Company Code

1000

Currency

EUR

Account (Bank data)

113109

Amount

1000

Account (Open item selection)


Partner

On the Standard tab page, select the recycling invoice for EUR 200 by double-clicking the amount. To create a residual item for the partially paid second invoice, choose the Res. items tab page. Select the relevant invoice by double-clicking the amount (EUR 913.38). You can then enter data in the Residual Items column. If you double-click the field, the system calculates the amount for the residual item. Post the amount using .

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Otherwise accept the suggested values and select the items using Process open items. Press ENTER.

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From the SAP Easy Access menu, choose Accounting Æ Financial Accounting Æ Customers Æ Document Entry Æ Incoming Payments.

SAP

Use

a) You receive a check for EUR 1000 from the customer. The check states that the recycling invoice should be cleared by EUR 200 and the remaining amount should be credited against the open invoice for EUR 913.38. Create the incoming payment accordingly.

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Task 2: Process incoming payment and update the promise to pay (optional).

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Task 3: Analyze the effects of the incoming payment (optional).

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After you have posted the incoming payment, view the current status in SAP Collections Management and in SAP Dispute Management. 5-42


a) Display the current status of your dispute cases in SAP Dispute Management. What has the incoming payment changed? On the SAP Easy Access screen choose: Accounting Æ Financial Supply Chain Management Æ Dispute Management Æ Dispute Case Processing. On the left of the screen, choose SAP Dispute Management Æ Cases Æ My Dispute Cases.

b) Display the current status of the promise to pay in SAP Collections Management. What has the incoming payment changed?

Internal

Enter the following: Field Name or Data Typ Custome

Navigate to the Process Receivables screen for your customer by double-clicking the relevant line. Since an item has been cleared, it no longer appears in the open item display. Note also that the promise to pay has been partially retained for one invoice and is still open for the remaining invoices. Furthermore, note that the incoming payment has changed the amounts.

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Valu FSCM## (your group’s customer

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On the SAP Easy Access screen choose: Accounting Æ Financial Supply Chain Management Æ Collections Management Æ Process Receivables.

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The overview states that one dispute case has been closed. For the second dispute case, the disputed amount has diminished. If you double-click the line, the system displays further information (payment amount, document number for the residual item, and so on).

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Choose Execute.

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FSC020 Annex

Additional information

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Partner


Master Data

SAP Customer

SAP Business Partner

FI Data

SAP AR

SAP AR, FI-CA, and so on

Credit limit application/Aut. new evaluations

Not available

Credit case application/Eventing /Mass changes

Scoring (Creditworthiness calc.)

Not available

Formula editor

External credit information (for example, D&B)

With partner products only

Each XML based information service

Formula-based definition of credit limits

Not available

Formula editor

Credit check/ Monitoring credit limit utilization

Only at the level of the credit control area I (decentral OR central); only for single system environments (1xFI, 1xSD)

At segment and main segment level (overall credit limit) (decentral AND central); distributed system environments possible (several FI, SD, and CRM systems)

Workflow

Only in sales components (blocked order)

Workflow for each SAP Credit Management event

Analysis

Customer fact sheet

Credit Manager Portal (incl. reporting

Connection of NON-SAP systems

Not available

Over XI server

Use

Credit Management

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Only

Comparison of Credit Management with SAP Credit Management

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FSC020_Processes in SAP Credit Management, SAP Biller Direct, SAP Dispute and SAP Collections Management.

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