IPS510.pdf

IPS510 Public Sector Collection & Disbursement SAP for Industries - SAP for Public Sector

Date Training Center

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Education Website

Participant Handbook Course Version: 94 Course Duration: 5 Day(s) Material Number: 50101077

An SAP course

'7 - use it to learn, reference it for work

Copyright Copyright © 2011 SAP AG. All rights reserved.

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g201102894352

About This Handbook This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.

Typographic Conventions American English is the standard used in this handbook. The following typographic conventions are also used.

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© 2011 SAP AG. All rights reserved.

About This Handbook

IPS510

Icons in Body Text The following icons are used in this handbook.

Icon

Meaning

P

For more information, tips, or background

Note or further explanation of previous point

A

Exception or caution

1

Procedures

3

Indicates that the item is displayed in the instructor's presentation.

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Contents Course Overview Course Goals Course Objectives

Unit 1 : Basics

ix ix ix

1

Introduction to the Public Sector Solution Event Technology Parallel Mass Processes in PSCD Master Data Objects in Contract Accounts Receivable and Payable Master Data Public Sector

Unit 2: Documents Lifecycle of Documents Document Structures Posting Documents Exercise on document posting Integration with General Ledger Accounting Account Balance Display Exercise on accounting integration Public Sector Requests Exercise on General Requests

Unit 3: Transactions and Account Determination

2 8 12 17 37

75 77 84 93 105 109 121 131 134 155

159

160 Structure of Transactions General Ledger Account Determination 166 173 Tax Determination USA - Tax Jurisdiction Code (Only relevant for US training) ... 177

Unit 4: Incoming Payments

183

Processing Incoming and Outgoing Payments 185 Payment Lots and Check Lots 188 Exercise on Check Lot and Payment Lot (Entering Payments in 202 Payment Lots) 205 Clarification Processing Exercise on Account Maintenance (Clarification Processing). .217 Cash Desk/Cash Journal 222 235 Exercise on the Cash Journal

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Contents

Unit 5: Payment Run

239

240 Prerequisites for Making Payments Payment Program 246 Exercise on Payment Program - Scheduling and Executing ..258 261 Payment Cards Check Management 266 270 FSCM Biller Direct Revenue Distribution 274 Exercise on Revenue Distribution 280

Unit 6: Returns Processing Configuration of Returns Processing Returns Exercise on the Returns Process (Editing Returns)

Unit 7: Clearing Control Terminology and Definitions Configuration of the Clearing Strategy Special Cases:

Unit 8: Dunning and Collections Dunning - Terminology Exercise on carrying out dunning activities Configuration and Execution of the Dunning Program Collection Processing Inbound Correspondence Public Sector

Unit 9: Interest Calculation Calculation of Interest on Items Interest Keys and Calculation Rules Processing of Interest Calculation ...

Unit 10: Deferral/lnstallment Plan Deferral: Definition and Processing Installment Plan: Definition and Processing

Unit 11: Other Business Transactions General account Reversing Documents and Resetting Clearing Document Transfer Doubtful Entry/Individual Value Adjustment ... Write-Off Exercise on writing off (installment plan)

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287 288 300 307

313 314 319 334

343 344 348 351 367 376

391 392 395 406

417 418 422

433 434 442 451 454 458 463

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Contents

Unit 12: Security Deposits

467

Cash and Non-Cash Security Deposits .468 Request, Payment and Settlement of Cash Security Deposits 471

Unit 13: Correspondence Definition and Types Handling and Customizing The Print Workbench Exercise on Correspondence Handling

481 .482 .489 .497 502

Unit 14: Further Integration of Contract Accounts Receivable 509 and Payable in SAP Modules Overview of the Integration of Contract Accounts Receivable and 511 Payable Funds Management 514 524 Cash Management Contract Accounts Receivable and Payable and SD Integration 528 CustomerA/endor Integration (Master Data, SD and Vendor 536 Interface) Integration with the New General Ledger (Segment 540 Reporting) 545 Credit Management 552 Financial Customer Care Business Intelligence 558 Outbound Interface 561

Unit 15: Invoicing in Contract Accounts Receivable and Payable Overview of Billing and Invoicing Business Rule Framework Public Sector Billing Transferring Billing Documents Overview of the Invoicing Processes Basic Terms in Invoicing Invoicing Process Flow Posting Documents and Invoicing Documents Invoicing Functions Invoice Reversal Invoice Printout Invoicing Execution Document Display and Monitoring BW Integration CRM Integration

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569 571 574 584 589 599 602 614 619 626 651 655 664 667 670 675

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Contents

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Course Overview This is an overview of the prerequisites and contents of the Public Sector Collection and Disbursement (PSCD) solution.

Target Audience This course is intended for the following audiences: • •

Project manager and project team Consultants

Course Prerequisites Required Knowledge •

AC010 Business Processes in External Accounting

or

Experience in subledger accounting in the public sector

Course Goals This course will prepare you to: • •

• •

Understand the scope of the public sector-specific transactions in Public Sector Collection and Disbursement (PSCD) Become familiar with the interface between PSCD and SAP Tax and Revenue Management (TRM), SAP Biller Direct and other e-govemment components with reference to integrated TRM. Describe and configure key activities within the PSCD product Identify the integration points between PSCD and other R/3 Accounting modules Note: This course does not go into detail about the interface design of public sector assessment systems.

Course Objectives After completing this course, you will be able to: •

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Create, display and maintain business partners, contract accounts and contract objects


Course Overview

• • • • • • •

IPS510

Understand how to use the standard PSCD functions and other public sector accounting activities (Manually) post and clear open items Configure Customizing parameters for the key processes Enter installment plans (deferrals), payment lots and returns lots and to update the general ledger Carry out periodic processing and closing operations Create invoices Explain the integration with other SAP applications

SAP Software Component Information The information in this course pertains to the following SAP Software Components and releases:

SAP ERP Central Component 6.0

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Unit 1 Basics Unit Overview This unit is an overview of the latest solutions in PSCD, the mass activity functions and the event concept. It also provides an insight into the master data structure of PSCD.

Unit Objectives After completing this unit, you will be able to: • • • • •

Explain the most recent solutions in the public sector Use event management to integrate customer-specific requirements into the SAP System without modifying SAP programs. Dramatically reduce the runtime for mass runs (such as payment runs or dunning processing) by using parallel processes. Explain the most important master data objects in Contract Accounts Receivable and Payable and their controlling elements. Create and link the different master data objects in PS-CD.

Unit Contents Lesson: Introduction to the Public Sector Solution Lesson: Event Technology Lesson: Parallel Mass Processes in PSCD Lesson: Master Data Objects in Contract Accounts Receivable and Payable Lesson: Master Data Public Sector Exercise 1: Master Data Public Sector

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2 8 12 17 37 49

1 EET

Unit 1: Basics

IPS510

Lesson: Introduction to the Public Sector Solution Lesson Overview This lesson will teach you about the most important solutions integrated with PSCD within the public sector.

mn

Lesson Objectives After completing this lesson, you will be able to: •

Explain the most recent solutions in the public sector

Business Example

PD

v Registration

*

r-

*

Registration

Registration

n ■■■ Tax

Tax

Calculation

Calculation

1

2

Tax

n ■

Citizen Account

1

Citizen

2

■ ■

Cash Desk 1

Cash 2

■ ■

Higher maintenance costs \ V Less information displayed More inconsistent data More complicated for the citizen, Adheres less to the / legal requirements /

Figure 1: Frequent Application Environment

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Lesson: Introduction to the Public Sector Solution

IPS510

ID

A

A

_

Registration (ONE for ALL)

i

l

I

Calculation

Calculation

Calculation

1

2

n

I

1

1

■

■

Citizen Account

■ ■

■

Payment and Dunning Processes

■ ■

Generic IT framework Consistent view of the citizen Automated mass processes Efficient manual processes Central information about payments E-Services: Simple for the citizen Less administrative costs

Figure 2: Advantages of an Integrated Solution

ID

Tax and Revenue Management

Grants Management

Solution Scenarios

Social Services

Customs Administration

Product Components

-*

Public Sector Collection and Disbursement (PSCD)

Technical Components

-»

Industry Solution - Public Sector Contract Accts Receivable and Payable (IS-PS-CA)

Figure 3: Public Sector - Collection and Disbursement (PSCD)

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Unit 1 : Basics

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ID

mySAPCRM

mySAP ERP

Registration Online Payment

Tax Formula

n

5

Call Center/Rec.

Objection Exceptions

o

■

FSCM Biller Direct

Tax Calculation

Monitoring

CL

Oj

\u*

A

' •c

Tax Payer

L

— a>

Tax Notice

Budgeting

Payment Mgmt

Accounting

Test Cases Liquidation

>5

Cost

General Ledger

Collections PSCD

Case/Records Management

EA-PS

Rule Mgmt

Documents

Business Intelligence

Workflow

Tax Estimate Tax Analysis

SAP NetWeaver

Figure 4: What is Tax and Revenue Management?

The management and implementation of monetary grant programs Publish grant programs, process grant requests, award grants Monitor grant programs

mn

Program L budget (BCS’

j-

Funded program

h _|'t J

’

I,

Funds

.

NJ

preeommit-

|

SE

I

-document

Funds commitment*

Fl-FM

l

document

ERP FM

I"

•

t

|

CRM Grantor program

Requester

Chan’11«

I

FM interface

4

Request

requiest

grant ort

I

Rule processor Calculation Engine

Grantor request*

CRM

ERP PS-CD PSCD document*

II

Invoicing

fc

S--1 document

Grantor approval*

CRM grantor/

lest*

PSCD

ft i|u

interface

_ document* I Billing

(BRFI

Call*

Call

Business

Business

partner

partner

Business agreement

'Linked to CRM claim processing

Contract

"

account

'

FM o Funds Management PS -CD = Collection and Disbursement

Figure 5: What is Grants Management?

23ÿ 4


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IPS510

Business Processes

o

o

O Request

Estimate

o

o

Service Definition

Permissibility

SAP CRM

o Service Delivery

Reporting

SAP ERP (PSCD)

SAP Bl

Q SAP NetWeaver

Services and Process Components

Figure 6: What is SAP Social Services and Social Security?

• SAP Customer Relationship Management (SAP CRM) • Flexible relationship management for citizens and external providers • Real-time planning, control and monitoring of case-related actions and tasks

• Support of multichannel communication, for example, telephone, e-mall (social services toolkit * CRM + ERP + Bl + PSCD)

■

■

cn c

SAP CRM

0)

c

o Q. E O o CL

< (f)

Public sector certified records management

• Rules-based check and service determination Role-based user interface, authorization

SAP Public Sector Collection and Disbursement • (SAP PSCD)

• One subledger account SAP

PSCD/ERP

■

Open item management including interest calculation and dunning

■

E-payment

■

Established solution for processing mass payments

SAP Bl

• SAP Business Intelligence (SAP Bl) • SAP Bl offers an extensive

flexible and open platform for merging, evaluating and analyzing data

• Integration of all types of data souices Figure 7: SAP-Integrated Case Management

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IPS510

Unit 1 : Basics

ID

Financial Processes

Customs Processes

Customs Security

■ Registration

■

Manifest

■

■ ■ ■ ■

■ ■ ■

Customs explanation License monitoring Customs warehouse Calculation of charges

■

Exception processing

Invoice creation Accounting Collections/dunning

■

Freight security Auto ID infrastructure ■ Inspection ■ Sanctioned party lists ■ Biometric system

Records Management Figure 8: What is SAP Customs Administration?

A partner solution with © TATIS S.A. is provided for customs administration and customs-specific processes.

6

©2011 SAP AG. All rights reserved.

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IPS510

mn

Lesson Summary You should now be able to: • Explain the most recent solutions in the public sector

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7ET

Unit 1: Basics

IPS510

Lesson: Event Technology Lesson Overview At the end of this lesson you will recognize the definition and concept of the events in contract accounts receivable and payable, and know how you can use installation-specific enhancements in your system.

PD


Use event management to integrate customer-specific requirements into the SAP System without modifying SAP programs.

Business Example

mn

FI-CA program (Event)

Customer.

Allows flexibility without modifying SAP programs Yes

specific

No Yes

No Standard program

IS-

Customer

program

program

i FI-CA program (Continuation)

Figure 9: Technology: Event Concept (1)

The event concept allows you, at defined points in a program, to include specific source text passages in the events. These passages are capsulated in function modules, and are therefore exchangeable. You use defined interfaces to include these source text passages in the events.

EZT

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Lesson: Event Technology

IPS510

You maintain events and their function modules in the implementation guide for Contract Accounts Receivable and Payable, under Program Enhancements * Define Customer-Specific Function Modules.

—

The FKK_FUNC_MODULE_DETERMINE function module runs for each event. It determines the event modules stored for processing in Customizing from the following tables: • • •

TFKFBM (sample function module from Contract Accounts Receivable and Payable) TFKFBS (applications from standard function module) TFKFBC (installation-specific function modules)

The technical name of the function module is formed from the technical code FKK_SAMPLE_ and the name of the event. In the case of a sample function module defined at event 0010, the name would be FKK SAMPLE 0010.

As well as the events that are available to all industry components, additional industry-specific events also exist. You can recognize these from the encryption of the application area in the technical name. Overview of event nomenclature

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From event

To event

Application

0

9999

Application-independent

R0

R999

Utilities Industry

VO

V999

Insurance

TO

T999

Telecommunications

P0

P999

Public Sector

X0

X999

Partner Developments

Z0

Z999

Customer Developments

SO

S999

SAP Contract Accounts Receivable and Payable


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mu

TFKFBMI Standard functionality

SAPxxxxx

Event

Program

TFKFBsl

Event 0350

ABAP/4 module

Interest key determ. FKK_SAMPLE_2000

.,2000

Event 2000

Text

Industry functionality

Event

Text

ABAP/4 module

0350

Dunning activities

ISU_0350

TFKFBCbustomer functionality Event 0260

Event

Text

ABAP/4 module

0260

Return charges

FCSJWBD

\

Figure 10: Technology: Event Concept (2)

Events can be managed using transaction FQEVENTS. To use the event concept you must have knowledge of the program and the data structure. If you require a different function to those intended by SAP, we recommend you proceed as follows: • • • • •

EZT

10

Analyze the standard function modules from the application (TFKBS). These function modules define the required interfaces. Copy the function group that groups customer-specific function modules according to business transactions. Program and activate the individual enhancements/changes in the installation-specific function module. Enter the installation-specific function module in the TFKFBC table (Customizing: Program enhancements). Start the program that calls the enhanced event.


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Lesson: Event Technology

IPS510

M

Lesson Summary You should now be able to: • Use event management to integrate customer-specific requirements into the SAP System without modifying SAP programs.

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Unit 1: Basics

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Lesson: Parallel Mass Processes in PSCD Lesson Overview At the end of this lesson you will know what options you have for optimizing your mass processes in FI-CA.

mu


Dramatically reduce the runtime for mass runs (such as payment runs or dunning processing) by using parallel processes.

Business Example

mu

Indicators of large data volumes: ■

Payment run

■

Mass calculation of interest

■

Dunning notices

■

Correspondence print

■

Generation of bills

■4

Target: Processing time can only be reduced if processes are split up

Parallel processing of dataset Figure 11: Technology: Mass Processes in PSCD

Business processes such as payment or dunning runs, in which large volumes of data are processed, are realized in FI-CA by using mass activities. Mass activities automatically divide the dataset, such as a quantity of business partners or contract accounts, into multiple technical jobs, and processes these at the same time.

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Lesson: Parallel Mass Processes in PSCD

IPS510

ID

End of runtime Not in parallel

Job 1 Business partner: From 100,000 to 699.9ÿ9

♦ Job 1

♦

Parallel runs

Business partner F om 100.000 to 349,9i 9

\

\

Job 2

♦

►

\

Business partner: F om 350,000 to 401,0(i0

•*.

Job 3

A. Interval separation is

Business partner: F om 400,001 to 699,9< 9

♦ ♦

supported by the system

*

Runtime

*

Figure 12: Technology: Splitting-Up Processes

You can use the FI-CA mass activities to divide data to be processed into several jobs. The system then processes these jobs parallel. For more information, see SAP Note 607797 (Job control for mass runs: FAQ).

ID IntervaM

lnterval_3

Interval no. = 4

Interval 4

lnterval_2

BP_1

\

Interval size = 4

Interval size = 3

BP-3

BP-4,

BP_9

BP_5

(ÿJntervaM

I.

BP20 I

BP_19

BP40

BP_30

BP_21

BP_35

BP_31

lnterval_2 lnterval_3

Figure 13: Technology: Parallel Processing - Interval Creation

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© 2011 SAP AG. AN rights reserved.

Interval no. = 3

Unit 1: Basics

IPS510

When processing data, the system automatically splits the dataset to be processed into multiple parallel jobs. The specifications for distributing the key for the parallel objects are saved in variants, which you must update periodically. For example, you can create a variant for the business partners that splits the business partner set to be processed into 1,000 equal intervals. During parallel processing, the system makes sure that the processes do not block each other because of changing accesses to the same database resources, which could be the case, for example, in the assignment of document numbers or the update of transaction figures. A payment run for all business partners starts several processes (for example, 10) that process the intervals created automatically one after the other. When the processing is completed for an interval, the system processes the next free interval. If all intervals have been processed, and therefore all technical jobs completed, the business task also receives the status Completed.

PD

*

Problems ■

Haw is the dataset to be portioned? The da Id set is not distributed evenly: ♦

Contract account numbers or business partner numbers are generally more concentrated in number intervals than in others.

some

* Contract accounts have varying numbers cf Items

m How many portions are to be assigned to each process? Each processing run does rot contain the same processes or number of processes: +

Processes on different servers have varying degrees of "performance"

* Furthermore, performance Is dependent on other processes that are being carried cut at the same time

Figure 14: Technology: Parallel Processing - Portioning

14


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Lesson: Parallel Mass Processes in PSCD

IPS510

M

Dispatcher for mass data program

f Server A Job 1

_L Interval

1

Server A Job 2

1_, Interval 4

I

Interval 9

B_

r

i

Interval 3

Interval 6

,

1 Server X

Job n

L_

Interval 2

_

1

Interval 10

IZJ—

m

m

m

Ols

Ols

Ols m = Block value

Figure 15: Technology: Parallel Processing - Realization

You can find documentation about planning batch processes in PSCD and working with the FI-CA job container on SAP Support Portal under the keyword FO-JOB.

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Unit 1 : Basics

Lesson Summary You should now be able to: • Dramatically reduce the runtime for mass runs (such as payment runs or dunning processing) by using parallel processes.

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Lesson: Master Data Objects in Contract Accounts Receivable and Payable

IPS510

Lesson: Master Data Objects in Contract Accounts Receivable and Payable Lesson Overview This lesson describes the main functions of the master data in PSCD.

mn

Lesson Objectives After completing this lesson, you will be able to:

Explain the most important master data objects in Contract Accounts Receivable and Payable and their controlling elements.

•

Business Example

mn

9 ‘'•C

■ Business partner

■ Contains central data, such as names, addresses, communication links and bank details

■ Represents a natural or legal person with whom business relationships can be conducted

■

Used in the roles Contract Partner and BP Credit Management

| Account [_ ■ Contract account

■ Contains control data, such as payment methods, payment conditions and dunning procedures

■

Object for open-item accounting in contract accounts receivable and payable

■ Is usually a group of Electricity'

PSCD

BP

contracts (division)

■ Contract (industry-specific)

J

■ Document (items)

Figure 16: Central Objects

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;ontr

lontr

Unit 1: Basics

IPS510

Employee

H2

»«|i

B

Claimant

/ Citizen services

_ _m /

Creditor

ft

vend°r

EE

ffÿl

Plant

■

f

Business partner

Figure 17: Business Partner and Roles: Examples

Application-neutral data, such as name, address, bank details and payment cards, is contained on the business partner master record. Special requirements involved in setting up business partners that are organizations, groups, and individuals are also fulfilled. The SAP Business Partner also provides an open infrastructure for linking the application-specific attributes of the business partner. From a business point of view, this link is made by way of the role concept.

On the technical side, SAP Business Partner offers predefined interfaces via which business partner attributes from different applications can be linked. This means that existing business partner mapping (from resident to tax payer) within SAP can gradually be integrated into SAP Business Partner.

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Role

Contract partner

*

‘

Figure 18: Business Partner: Role Definition

A business partner role corresponds to a business context in which a business partner can appear. A business partner can have several business partner roles. Possible roles include a contract partner (PSCD), contact person, interested party (potential customer) or business partner (general). The above example shows that a business partner can assume several roles (contact person, prospect, contract partner) depending on the business process

in which he/shc is involved.

BP roles consist of blocks (attributes) known as data sets. These are shown as little black boxes in the graphic above. SAP’s Business Partner offers an open infrastructure. This means that other components (ERP core, industry components, components of development partners, and a customer’s-own components) can easily include their own application-specific business partner data. As of release ERP2005, business partners must exist in the business role MKK for role category MKK. If you use time-dependent business partner roles, note that the MKK business role for role category MKK cannot have a time limit. It must always have a validity period from today's date to 12.3 1 .9999. You may not, and cannot, restrict the validity of this role.

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mu

BP category Business partner

Person

Group

Organization

For example: Private customer

Small business

CG

Industry

customer Figure 19: Business Partner: Business Partner Category

A business partner in PSCD is usually an person, organization or group that makes payments or that receives payments. It is primarily the constituent or taxpayer from the collections point of view and the beneficiary from the disbursements point of view. Business partner category is the term used to classify a business partner as a natural person (e.g. private individual), group or organization (legal entity or part of a legal entity, such as department).

The business partner category determines which fields are available for data entry. For example, when you want to create a business partner as an organization, one of the fields requires you to enter the legal form. With a person, you have to enter first name, name components and gender, etc. When a business partner is created, the business partner category must be selected (required entry). Assignment of the business partner category is static and cannot be changed once the business partner has been created.

It is not possible to create any other business partner categories.

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w

BP category

Business

Person Organization Groui

partner

For example:

Q.

Domestic

>> Foreign

+*

Grouping for internal/external number assignment

Q-

CQ Other

Figure 20: Business Partner: Business Partner Group

A business partner group is a classification of business partners according to criteria that the user can freely define. The procedure in customizing is as follows: • •

Definition of number ranges for the business partners Definition of groupings for the business partner and assignment of number ranges

Number range intervals and a type of number assignment are defined for each number range: • •

Type of number assignment: External or internal number assignment Number range intervals determine which numbers are permitted.

Business partner number ranges apply to all clients. The standard R/3 system contains number ranges for the groups provided, and these can be changed if necessary.

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Unit 1: Basics

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mu

BP category

Business

Person

partner

Group

Organization

For example: w

Q.

Private customer

Small >> business

Industry customer

Figure 21: Business partner: Business Partner Type

When you create a business partner in PSCD, the business partner type controls the field status definition (which fields on the business partner master record are mandatory, hidden, displayed or optional).

You can use business partner types to group business partners according to your own criteria. You can find the business partner type in the control data of the business partner.

mu

Address

I 1n I

Valid from...to

Postal addr.

Telephone

ED E-mail, fax. other

]

P

Standard address

Figure 22: Business Partner: Address Management

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Central address management allows different addresses to be assigned to a business partner for different functions (see the business partner address types in Customizing). These addresses can be classified according to address types (e.g. delivery address, correspondence address, etc.).

You can maintain any number of addresses for each business partner. One address per business partner is flagged as being the standard address.

Postal data and information on different communication types is assigned to the address. You can maintain different communication types for each address (telephone, fax, Internet mail address, pager services, printers, remote mail, Secure Store & Forward, telex, teletex, URI/URL/FTP, X.400). The address can be used independently of the business partner. The address is an object in itself and offers interfaces. The business partner is based on these, and offers corresponding business partner interfaces. The standard address is always maintained on the “Address” screen.

As of release ERP2005, the standard address of a business partner is no longer portrayed using the indicator XDFADR in table BUT020. This indicator is obsolete and you can no longer specify it on manual entry. With effect from Release 6.40, the standard address is portrayed with the address use XXDEFAULT. If you want to use addresses on a time basis, you can create different standard addresses for different periods. For each time, you can specify one address as standard address for the business partner. Standard address Street/House No.

Postal code/city Country

138

Main Street

(J9l7s) CjNew York Region

DT

Valid combination?

Postal check (postal code, city, street) • Tested against regional structure in ERP • Use of external software by way of BADIs (Business Add Ins) Check for duplicates (error-tolerant) • Use of external software by way of BADIs (Business Add Ins) Search (error-tolerant) • Use of external software by way of BADIs (Business Add Ins)

Figure 23: Address Management: Additional Functions

To date, SAP uses software provided by the company UNISERV to carry out the above checks. Interfaces provided by the company Paricon make the link to Central Address Management. Integration with other software providers is also

planned.

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IPS510

Integration is guaranteed by BADIs (Business Add Ins). BADIs are open interfaces that can be created at every level of a multi-level system landscape (R/3, country versions, IS solutions, partner, customer and so on).

Examples of checks: •

• •

Postal check: Postal codes, cities and streets, and combinations of these, are checked for consistency. To activate the central address management please review the SAP notes 098050 and 132948. During the check, missing elements are added. For example, if only the city has been entered, the postal code will then be added. When you create and change a business partner, you are offered a number of phonetically similar, existing partners for comparison purposes. In this way you avoid creating the same partner more than once.

Error tolerant search means, that you can search for duplicate business partner entries using the PF4 search function.

mn

Contract acct cat.

1

Contract account

= Grouping for:

1. General data ■ Cnnlracl account name ■ Account management data (interest. clearing)

2. Payments ■ Payer ■ I ncomingHoutgoing: Bank. card. payer , loch

3. OunningJCorrespondcnce ■ Invoicing ■

■ ■

Punning Correspondence controli'd jrtmngi'l rjc k recipients: Addttiona

Figure 24: Contract Account: Structure and Function

For posting a document, a contract account must be assigned to a business partner. A contract account can represent a grant type. This is required for open item accounting in PSCD. It is also a unit to group postings for the business partner (such as the tax type).

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IPS510

The contract account category determines the following attributes: Whether you are allowed to assign only one business partner or more than one to a contract account. Whether you are allowed to assign only one contract or more than one. Whether you are allowed to maintain a contract account online. The number range that is allowed for external or internal number assignment. Whether it is a one-time account. The editing screens or data fields that you can use to edit the contract account.

• • • • • •

You can use the method “BAPI CTRACCOUNT EASYCREATE” to create a contract account with sample values. Contract account I

General (fatal

P.iymo'U/NnwsI

Ou-nning/corresp,

Payment data (general) Company tud* group; Standard company code: Payer; Paid by:

MOI OOOa

Mandatory

QwiD bunk dtcliails:.

HOI: Company code group T 2

-

N:l

■

■

OMd: Paying company code

* OH1: Company code

0H2: Company code

* 0H3: Company code

Figure 25: Contract Account: Company Code Group

The company code group includes all company codes that are permitted for posting to a contract account. One company code group is assigned to each contract account. Company code groups can overlap. This means, for example, you can have a group G1 that consists of company codes 0001, 0002, and 0003, and group G2 that consists of 0001 and 0003.

Using the new event 1010, you can check whether a company code group is permitted in a contract account. This enables you to prevent, for example, that cross-country groups (in certain contract accounts) are used.

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Unit 1: Basics

mu

IPS510

■Company code group: Defines all company codes that are permitted for posting to a contract account ■

Paying company code:

Is responsible for payment transactions. You have to define house banks and payment methods for paying company codes ■

Standard company code: Is used for all postings for which no company code can be determined by other means

Figure 26: Company Codes in Contract Accounts Receivable and Payable

Exactly one paying company code is always assigned to each company code group in Customizing. A paying company code is responsible for payment transactions. You have to define house banks and payment methods for paying company codes. Several company code groups can have the same paying company code. The paying company code does not have to be in the company code group itself.

You can also specify the paying company code in a business partner item. In this case, this specification overrides the paying company code determined via the company code group of the contract account. If a paying company code specified in the line item is in a different country to the paying company code determined via the contract account, you also have to specify a payment method in the line item. In this case you cannot use the payment methods from the contract accounts since they refer to a different country. A standard company code is allocated to each contract account You use the standard company code for all postings for which no company code can be determined by other means (for example, for payments on account).

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2011

IPS510

M


Transition (from Releases < 4.72)

Responsible company code

Company code group

1§

Report

RFKKSTDBKJ

Paying company code

Standard company code Figure 27: Transfer of Responsible Company Code

The first check (contract account or document), which checks the validity of the company code group or has it as a prerequisite, automatically transfers the relevant company code to the company code groups and paying company codes. The system creates a company code group with the same key for each responsible company code. The company codes that were previously allocated to the responsible company code are allocated to this company code group. The responsible company code is allocated as the paying company code for the group. This guarantees the continuity for the existing organization model. The description of the responsible company code is copied as the description of the company code group. As the new description is language-dependent, it is automatically created in all languages used in the installation. The languages are determined by analyzing the document type texts.

Change to contract accounts A company code group and standard company code are necessary specifications for new contract accounts. You can use conversion report RFKKSTDBK to add the missing standard company code for contract accounts that already exist. The standard company code is then given the value of the previous responsible company code. The conversion of contract accounts can take place in sections subsequently. Accounts that have not yet been converted are handled by the system as though the conversion had already taken place.

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Unit 1: Basics

IPS510

mu

\S*£

C

& ..$ÿ

w Creditworthinessÿ

to j yjautoin

;j

%& &

—

V

category

tic/ma mja I) /

CD

-

--

J

\o \C*

(ÿInterest keyÿ) tunning proceduri

S’

I

Account determination ID

Account class

(Tolerance groupÿi

Figure 28: Elements of the Customer Profile

The dunning procedure that should be used is defined at contract account level. The clearing category controls payment allocation and the clearing of credit notes and receivables. The interest key is used to determine individual conditions for interest calculation. The account determination ID is used for determining general ledger accounts. The tolerance group defines limits for payment differences in the incoming payment.

The business partner's payment patterns are reflected in his/her creditworthiness. You can override automatic determination of creditworthiness by entering a percentage-based weighting and creditworthiness data manually.

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2011


IPS510

m

p

i:/ Dunning notices

\

Write-offs

m

/

[ £ (Dunning * Weighting) + £ (Returns * Weighting) + £ (Write-offs * Weighting) + £ (Manual entry * Weighting)

Dunning activities

Automatic creditworthiness

* Creditworthiness factor/Business partner

/ Returns

/ \ Returns

activities

I Manual entries

ount

determination

keys; Effects Figure 29: Creditworthiness 1

Creditworthiness is stored in the business partner's master data record. Creditworthiness can be updated manually or in the dunning run.

You can also enter creditworthiness data manually. This means that business transactions such as a customer complaint over unjustified returns (creditworthiness improvement) or “black lists” from external credit evaluators (worsening creditworthiness) can also influence a business partner's creditworthiness. Manual creditworthiness entries influence a business partner's creditworthiness the same as the entries created by the system. They can contain positive (worsening creditworthiness) and negative (improved credit worthiness) values. They can also be reversed.

2011


29 ET

IPS510

Unit 1 : Basics

mn

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Figure 30: Creditworthiness 2

Dynamic calculation of current creditworthiness:

Table of creditworthiness weighting TFK046A: 1 month - factor 4 2 months - factor 3 The following formula is used for the runtime 04.01.2003:

5 creditworthiness points (February) *3 + 15 creditworthiness points (March) * 4 = 75 creditworthiness number When SAP Credit Management from Financial Supply Chain Management is activated, the creditworthiness recorded in Contract Accounts Receivable and Payable is transferred to SAP Credit Management and is used to evaluate the internal creditworthiness that is stored here. Internal processes such a dunning and returns processing shall be influenced by the internal score of SAP Credit Management and thus it has to be transferred back to Contract Accounts Receivable and Payable. It is visible here in the creditworthiness display in FI-CA with the date of the last replication.

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2011

IPS510


M Account

iTT.rÿi

J'-: Posting lock

..

I : I Acct_l

E33

ES3 : I l *cct_| C33 r \Acct_\ : Ifffllpl I QB i\'

w

Figure 31: Lock Concept

Postings to a contract account can be prevented by a central posting block. This prevents postings, clearing, reversal, and the cancellation of clearing for the involved account.

In addition, the open items in this account are not dunned. During online clearing processing, open items of blocked contract accounts are flagged with an appropriate icon. It is not possible to activate these items. Individual business processes can also be prevented by locks. You can set these locks for all items at contract account level, or at the level of an individual item.

Lock reasons can be defined in Customizing. All locks can be given a time limit. Once this limit has expired, the locks are deactivated. You can generate a list of business locks in the SAP application menu under Utilities Industry * Contract Accounts Receivable and Payable —> For Contract Accounts — > Evaluation of Business Blocks. When you do this, you can select lock entries according to business partner, contract account, lock category, process and lock reason. The entries are output as a report list or ALV list and can be sorted according to business partner or contract account.

—

You can create processing locks with transaction FKLOCK2 (menu: Periodic Processing > For Contract Accounts). Using the selection criteria Business Partner, Contract Account, Contract, and Company Code, you can set mass locks for a combination of Lock Category, Process and Lock Reason. To delete mass locks, use transaction FPLKDEL.

—

2011


31

Unit 1: Basics

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IPS510

Business locks can be entered at the level of ■ Contract accounts ■ Contract objects ■ Line items Business locks can be set for an unlimited or for a limited period

Mess locks can be... - Set (Transaction FKLOCK2) - Deleted (Transaction FPLKDEL)

0

Figure 32: Locks

Locks for contract account: Dunning, posting, invoicing, correspondence dunning, interest calculation, incoming payments and outgoing payments.

You can set the lock for a limited period, or multiple locks for the individual business transactions.

P

Hint: If you only define one reason for the lock, then it is valid for an unlimited amount of time. If you only enter one lock reason, then you can change or delete it. If you have set several time-dependent locks, use the arrow key to make changes. You can then enter the changes in a dialog box. If you have set multiple time-dependent locks, then only a ~ is displayed. In this case you can use the arrow key to display the other locks.

To evaluate locks that have been set, use transaction FPLKA , 'Periodic Processing — > For Contract Accounts — > Evaluation of Processing Locks'.

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IPS510

Bank Data and Payment Card Maintenance •

You can use transaction FPP4 to: -

Create new bank details (determine a new bank ID for event 1053)

-

Change/delete existing bank details Create new payment cards

(determine a new payment ID for event 1054) -

-

-

Change/delete existing payment card details and create customer contacts Print confirmation letters Control follow-up actions (such as dunning reversal and reversal of locks)

Make further changes to a contract account (event 1083)

Transaction FPP4 makes it considerably easier to change business partner-related bank data. This allows you, for example, to change the bank details for a customer changing from cash payer to direct debit payer in the business partner master record and in dependent objects at the same time in the Maintain Payment Data transaction. You can use a flexible set of rules to control follow-up actions such as the reversal of dunning notices.

If you set the 'Create Bank ID' indicator in the client-specific settings in Customizing, you can determine a new bank details ID for the relevant business partner at event 1053. If you set the 'Create Credit Card ID' indicator in the client-specific settings in Customizing, you can determine a new payment card ID for the relevant business partner at event 1054.

With a function module processed in event 1083 you can make further changes to the contract account when you save the data. In this event, you can, for example, change the field Planning Group in the contract account if a customer changes from being a cash payer to a direct debit payer.

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mu

Requirement: Creation of new bank details that should be used for outgoing payments only Business partner 400000131 Bank details:

0001 Deutsche Bank - 0002 UBS - 0003 Credit Suisse -

All steps in one: Maintain bank

details

Credit card details: 0001 Visa

Contract account I

Contract account II

Bank details for incoming payments: 0001 Bank details for outgoing payments: 0003 Credit card details for incoming payments: 0001 Credit card details for outgoing payments: 0001

Bank details for incoming payments: 0002 Sank details for outgoing payments: 0003 Credit card details for incoming payments: 0001 Credit card details for outgoing payments: 0001

Figure 33: Bank Data and Payment Card Maintenance

Transaction FPP4 Maintain Bank Data makes it much easier to change a business partner's bank details. This allows you, for example, to change the bank details for a customer changing from cash payer to direct debit payer in the business partner master record and in dependent objects at the same time in the Maintain Payment Data transaction.

The following is possible: • • • • • • • •

Create new bank details Change/delete existing bank details Create new payment cards Change/delete existing payment card data Create customer contacts Print confirmation letters Control follow-up activities (such as dunning reversal and reversal of locks) Make further changes to a contract account (event 1083)

If you set the 'Create Bank ID' indicator in the client-specific settings in Customizing, you can determine a new bank details ID for the relevant business partner at event 1053.

If you set the 'Create Credit Card ID' indicator in the client-specific settings in Customizing, you can determine a new payment card ID for the relevant business partner at event 1054.

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With a function module processed in event 1083 you can make further changes to the contract account when you save the data. In this event, you can, for example, change the field Planning Group in the contract account if a customer changes from being a cash payer to a direct debit payer.

mn

IMG

r\ I Financial Accounting-ÿ Contract Accounts Receivable and Payable

—Q — -

Organizational Units Set Up Company Codes for Contract Accounts Receivable and Payable Define Company Code Groups

Assign Company Codes to Company Code Groups

|

—

Basic Functions Application Area

-5 B -B

Contract Partner

Changes to Payment Transactions Contract Accounts Define Account Determination Characteristics

-B -B

Postings and Documents Open [tern Management

MaintaiiTTolerance Groups

Figure 34: Basic Customizing

The overviews of the Customizing activities in this unit only represent an extract of the IMG.

Customizing of the (central) business partner is stored in the “cross-application components” area.

2011


35 ET

Unit 1: Basics

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IPS510

Lesson Summary You should now be able to: • Explain the most important master data objects in Contract Accounts Receivable and Payable and their controlling elements.

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Lesson: Master Data Public Sector

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Lesson: Master Data Public Sector Lesson Overview This lesson will teach you about the special features of the master data objects within the PSCD solution

M


Create and link the different master data objects in PS-CD.

Business Example

m

Business Partner

Natural Person(s) or Legal Entity

4

Contract Account

Contains Posting Information

Contract Object

Person/Object/Right Referenced by the Business Transaction

Figure 35: Master Data Structure: Structure Element

SAP business partner: Is a natural or legal person. Contract account: Does not physically exist, contains accounting information.

Contract object Exists (or does not exist), is either a natural person/legal entity, a moveable or non-moveable object or a right. • •

Physical contract objects can be properties or cars, for example. Intangible, business partner-related contract objects can be a trade license or another tax object (contract, notice), for example.

You can use the component SAP Business Partner to create and manage business partners centrally.

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If you use this component, you can merge partner data that may be distributed over several systems within one company.

Seamless integration of customer-specific data is possible without modification, that is, release-independent, because defined interfaces exist for this purpose. The SAP Business Partner component is part of SAP Business Framework. This has considerable advantages because the link to the Business Framework ensures that the business partner can be integrated into an existing system landscape and that you can work with other external applications. Minimal Master Data Structure for Postings in PSCD

PQ

Person A

Butlnest Partner

Contract Account

Wifta Chary?*

Childcare Contribution

Rent

Contract Object

Figure 36: Master Data: Minimum Structure

You can post documents directly at contract account level without a contract object. At least one business partner must be assigned to a contract account. You can assign additional business partners to the relevant contract account if this is allowed for the corresponding contract account category in Customizing.

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Contract Object as REFERENCE for Revenue/Expenditure

M

Contract Account

Owner

Person A

Business Partner

Waste

Childcare

Charges

Contribution

Company B

Trade Tax

Rent Alternative Payer

Contract Object

Waste Ch rgs for Prope»rty

Contribution

for Child A

Rent for Building A

Branch A

Branch

B

Waste Chrrgs for Buildinig A

Figure 37: Master Data: Contract Object (Scenario 1)

If you use the contract account object as a posting level when the document is posted, this enables you to use the following functions:

You can assign a contract object to one or more business partners (for example, mapping of condominium owners' association). The selection option is defined in Customizing.

You can define the following control elements at contract object level: • • •

2011

Control of payment methods for incoming and outgoing payments Conrol data for expected inbound correspondence Cash reference number (if necessary, with check digit procedure)


39

IPS510

Unit 1 : Basics

Contract Object as OBJECT for R eve nuefE x pen di tune

ID

Owner

Person A

Contract Account

Waste Charges

Company B

+

Biistnenn Partner


Trade Tax

Rent

Child A

r

i

Branch A

Branch B

Contract Object

funding

A

Property A

Figure 38: Master Data: Contract Object (Scenario 2)

You can also assign several contract accounts or tax types to the contract object as an object for a property, a branch and so on. Summarizing Contract Accounts

ID

Owner

Person A

Business Partner

Contract Account

Claims under Public Law

Contract Object

Claims under

Claims under Private Law

r

i

Waste Charges

Childcara

for

Contribution

Property X

for Child A

[

Company B

Public Law

1 Trade Tax

Rent

Branch A

for Building A Trade Tax

Waste Charges (or Building A

Branch B

Figure 39: Master Data: Summarized Contract Accounts (Scenario 3)

It only makes sense to use different contract accounts for different revenues for each business partner if you have a manageable number of revenue types.

40


2011


IPS510

Using different contract account categories depends on whether different dunning procedures and clearing controls for payments are relevant for different receivable types.

You can distinguish between the different receivable types by using different contract object types and/or main and subtransactions in the document. ()

mn

= if indicator is activated

Which address? c i

Bank details Payment card

CL

OJ

a

I a

(Bank details ID)

Bank details ID Payment card ID Payment method

(Payment card ID)

(Payment method)

Alt. payer/receiver

(Alt. payer/receiver)

Payment block

(Payment block)

Correspondence control

(Correspondence control)

Correspondence variants

(Correspondence variants)

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Alt./add. receiver

8.

Posting rules/blocks Dunning control/blocks Invoice type

Interest calculation/block Clearing control

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Inbound corresp. dunning proc./block

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cs c

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o

Control Parameters Figure 40: Control Parameter in the Master Data

You can use the data contained in the posting documents to override or extend the some of the above-mentioned control parameters. For example, you can define the payment methods and dunning procedures in line items. Apart from the exceptions 'dunning procedure' and 'alternative clearing control' (contract account level), you can use the control parameters for contract objects AND contract accounts at master data level.

P

2011

Hint: You can control whether the the payment parameters defined in the contract object or the payment parameters defined in the contract account are used by setting the corresponding indicator in the contract object.


41 ET

Unit 1: Basics

mu

IPS510

Duplicate Check: Smith

First Name/Last Name

Peter

Street/House Number

Main Street

Postal Code/City

69115

138

New York

Similar Business Partners

David O'Hara/138/Main Street/69115 Washington Marcus Lopez/138/Main Street/69115 Washington

Figure 41: Duplicate Search for Creating Business Partners

As of release ERP 2005, you can use transaction FMCABP to search for duplicates that already exist when you create a business partner. In Customizing, you can define which rule you want to use (name, address, bank details) to select business partners that have already been created. If the system finds duplicates, the user can decide to copy these proposals.

mu

Contract Object Category

I

Contract Object Type Contract Object -

Grouping for:

Number range ■ Inter no I/ external number assignment ■ Field modifications ■ Specific rules for payment data and commitment data (correspondence)

■

Figure 42: Contract Object: Configurations

In the basic data, you enter the names of the contract object and the contract object type assigned to it. The contract object type defines the grouping characteristic of the contract object. You can define a contract object type in Customizing for the contract object.

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IPS510

You can use contract object types to differentiate between the contract objects. Contract object category: See the next slide. Business Partner/Contract Account

£

Contract Acct Data

1. Relationship data 2. Payment data 3. Correspondence 4. Inbound correspondence Admin, data Object number Object type Short text

General data Cross-Business-Partner Figure 43: Contract Object: Master Data Structure

In BDT (Business Data Toolset), you define the data structure of a contract object type. This is called the contract object category. In the context of the BDT application object “contract object”, the term “category” is used as a synonym for “business partner role” (BP role). SAP provides three contract object categories (“PAAC with a link to the business partner and contract accounts", “PSOB without a link to the business partner and the contract account”, “PSDD for a campus with a link to the business partner, the contract account and the due date”). The contract account data is not mandatory.

P

2011

Hint: As soon as postings are made, this data can no longer be changed.


43

Unit 1: Basics

mu

IPS510

Basic Data

Contract Object Type

|ÿ&|D with Sample l

Contract Object

■*

□ AfR and ATP Data | □ A

Sample for A/R and A/P Data

0

Business Partner 1 Business Partner 2 Contract,

Account

10

Contract

Account

20 Figure 44: Contract Object: Configuration

You can create a contract object directly, you can use a template (an existing contract object) or you can use template values from Customizing. You can only assign a contract object to a business partner, a contract account (contract account data) using a contract object type with the contract category “PAAC or PSDD” defined in Customizing. You can create the contract account data with or without the default values defined in Customizing for the contract object. On the Basic Data tab page, you enter a partner relationship by assigning a business partner and a contract account type. If necessary, you can create new business partners and contract accounts directly.

If you want to have a different control logic for the contract object from the one assigned in the contract account, proceed as follows: To define an alternative correspondence control, set the “Correspondence Parameters Active for Contract Object” indicator on the Correspondence tab page and enter the required correspondence data.

To define an alternative invoicing, you must set the “Correspondence Parameters Active for Contract Object” indicator and the “Separate Invoice” indicator on the Correspondence tab page and enter an invoice type. To define an alternative payer or payment recipient set the “Correspondence Parameters Active for Contract Object” indicator on the Payment Data tab page and enter the relevant business partner.

44


2011


IPS510

You can flag individual records of contract account data that are assigned to a a contract object as obsolete and thereby exclude them from the further contract object processing (for example, in transaction PSOBWORK). The prerequisite for setting this indicator is that there are no open items or open inbound correspondence for the specified contract account data record (that is, for the specified business partner, contract account type and contract account). You can set the Obsolete indicator on the Basic Data tab page in the administration data screen area. The contract account data records are hidden in all the F4 helps and overview lists for contract objects. Only administrators with the special authorization F KK SOND for activity '24' can display and edit these entries in transaction PSOBWORK. Administrators can edit obsolete account data by following the menu path Extras — > Administration — > Display Obsolete Data or Hide Obsolete Data.

For each contract object type, you can define in Customizing whether several business partners are allowed to be assigned to a contract object or whether this should be a unique assignment. Since each assigned business partner corresponds to a record of tax data for the PSCD, the number of assigned contract accounts is also reduced if this option is active.

Check digits •

Check digits allow you to validate: -

Business partner numbers Conract account numbers Contract object numbers

Prerequisite: Internal number assignment Check digits allow you to validate contract account and/or business partner numbers and you can use them with incoming payments. To be able to use check digits, contract accounts and business partners must have internal numbers.

Example: A customer has deposited a payment and has entered his contract account number in the Payer field by mistake. In this case, the check digit algorithm can automatically correct the error (if the error does not involve several numbers). SAP does not provide the algorithm, however it does deliver the required events. Business partner: You add the check digit procedure with event 1051. SAP provides sample function module FKK_SAMPLE_1051_2_CFIECKDIGITS for two check digits.

2011


45

Unit 1: Basics

IPS510

Contract account: You can use leading check digits when you create contract accounts. You can have one or more characters. Event 1019 and function module FKK SAMPLE_1019 2 CHECKDIGITS (the delivered sample function module that uses two check digits) are used for the contract account check digit procedure. Contract objects: You can use a customer enhancement to implement a check digit procedure for the contract object numbers. You can find further information about this in sample function module FMCASAMPLEP500. SAP provides a check digit procedure for contract objects based on the modulo 11 procedure (FMCA_MODULOll_DIGIT_P500). This procedure is supported during the interpretation of note to payee of the electronic account statement.

PD

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MOMDT WOOOlCiOMMU* looowi .

I

300.00

•

‘

—lew. nmi.nr— IwpwBajm-Ba ;40IQ |00M ,01 m ;m JMI j 1 *nio I woo jar dT 3QOB iooc

1

Figure 45: Business Partner Overview

The business partner overview is configurable. You can assign a configuration to individual users in user maintenance or you can define it as the standard. The contract accounts and contract objects of the business partners are displayed hierarchically in a tree structure. The contract objects are subordinate to the contract accounts. The user can navigate in this tree by double-clicking or by using the environment menus. The system displays some data for the master data object that is currently selected in the top screen area. You can use a customer-specific program and subscreen to define the master data information. The system displays the additional data for a business partner on a tab page. You can customize the sequence of the tab pages and how they are displayed.

Data retrieval is carried out in events. You can replace the standard modules for data retrieval by customer-specific modules.

EZT

46


2011


IPS510

You can navigate from the user interface to a number of other transactions. Additional functions that you can set in Customizing are provided as pushbuttons or menu entries for calling editing functions. You can define the business partner overview settings in Customizing under: • •

2011

Configure Business Partner Overview Maintain Additional Functions for Business Partner Overview


47 ET

IPS510

Unit 1 : Basics

48


2011


IPS510

Exercise 1: Master Data Public Sector Exercise Objectives After completing this exercise, you will be able to: Create master data Maintain the relationships between the business partner, the contract account and the contract object Change bank data

Business Example Your administration is responsible for collecting different taxes and charges. The business partner requires three contract accounts for property tax, waste water fees and other charges. The business partner requires two addresses. Your business partner aggrees on subsequent automatic debit for property taxes and fees with your administration.

Task:

mn

Business Partner

I

I

Contr. Acc. Waste Wtr Fee

Contr. Acc. Property Tax

Contr. Acc. Services

~Z_ Cont. Obj.: ChildcareBcont. Obj: Park. Fees I Cont. Obj.: Waste Charges

Document 4010/0000

DD/MM-1/YY

I

Document 4010/0000 DD-5/MM/YY

Dunning

Partial Write-Off

Installment Plan

I Automatic Debit I

I

I

I

Acceptance Rq.

Acceptance Rq.

4010/0200 01/MM/YY

4010/0400 OO/MMYY

4010/0400

DD/MMM/YY

Document 4010/0300 DO/MM/YY

Payment Lot Check Lot

Cash Desk

Invoice

Cash Desk

Returns

[ Inbound Corn

L

Standing Req.

Bank Statement

I

Revenue Distribution

Figure 46: Master Data: Overview

1.

Master data overview

Continued on next page

2011


49 ET

IPS510

Unit 1 : Basics

mn

Business

Person A

Partner

Contract Account

Waste Water Fees

Property Tax

Contract

Childcare

Property A

Object

Services

Parking Permit

Contribution

Waste Charges


2.

Create business partners

Choose your user menu (or choose Ctrl+FlO). (

—

Hint: Check your user parameters under System * User Profile > Own Data Parameters’ tab page Parameter ID ADDRESSSCREEN’ and assign parameter value ‘001’.

]

—

—*ÿ

—*ÿ

—

Menu path: Master Data »• Business Partner (FPP1)

P

—

>

Create Contract Partner

User Profile Own Hint: Check your user parameters (System Data) for the parameter “ADDRESS SCREEN” with fixed value ‘004’ for the US address format and ‘001’ for the European address format.

SAP field names

Data

Select 'Person' and choose 'Enter' Initial screen Business partner

BPXX (XX is your group number)

Grouping

PSCD alphanumeric (9999)

Business partner role

Contract partner (MKK)

Tab page: Address Name Continued on next page

50


2011


IPS510

First name

Your first name

Last name

Your last name

Search terms Search term 1

Your initials or your last name

Standard address Enter your standard address and the address for the dunning notices

Street

Standard Street

House number

Your house number

Postal code

77777

City

Standard Town

Country

US

Region

Use the F4 help to make your selection

Communication Telephone

Your telephone number

E-mail

Your e-mail address

Tab page: Address Overview Enter the second address for the dunning notice. To enter the additional address, go to the Address Overview tab page. In the address overview, choose Create Q (paper icon) and enter the relevant additional address.

Street

Dunning Street

House number

Your house number

Postal code

88888

City

Dunning Town

Country

US

Choose 'Continue' to return to the address overview.

Assign your standard address to the address usage 'correspondence address'. Double-click the address usage 'standard address' and assign the relevant address.


2011


51 ET

Unit 1: Basics

IPS510

Tab page: Identification Personal data Choose H (Additional fields) Enter the gender or other personal data. Choose 'Relationships'. Here, you can define relationships to other business partners. No entry.

Choose 0(Save) Make a note of the number of your business partner: Business partner number 3.

3. Create contract accounts: Create two different contract accounts with internal number assignment.

PD

Business

Person A

Partner

t Contract Account

a:

X

Property Tax

/ \ \

Waste

\

Water Fees

1 /

\ X

*

Contract

Property A

Object

s

Services

/


Parking Permit

1

Waste Charges

Figure 48: Master Data: Overview (Contract Accounts)

Menu path: Master Data CAA1)

—

>

Contract Accounts

—

>

Create (transaction

Contract account 1: Waste water fee:


gzr 52


2011


IPS510

SAP field names

Data Contract account 'Waste water fee'

Enter business partner number

BPXX (your business partner)

Enter contract account type

0 1 (Waste water fee for property)

Choose 'Create with Sample' or 'ENTER'.

Tab page: General data

Enter the contract account name

Waste water fee group XX

Account relationship

Account holder

Tolerance group

Standard 0% (EUR)

Clearing Category

Public law

Interest key

Interest calculation per month started 1%

Tab page: Payments/Taxes Company Code Group

0001

Standard Company Code

0001

Tab page: Dunning/Correspon¬ dence Dunning Procedure

02 - Dunning w/o interest calc. coll.agenc.

Corresp. Variants

Variant 01

Choose EO(Save) Contract account number

Contract account 2: Property taxes and fees SAP field names

Data

Contract account Property taxes and fees

Enter business partner number



03 (Property tax)

Choose “Create with Sample”. Check whether the following specifications were transferred automatically

Tab page: General data Change the contract account name from

Grundbesitzabgaben taxes and fees

—

>ÿ

Property


2011


53

Unit 1: Basics

IPS510


Account holder

Change the tolerance group

Standard 0% (EUR)

Interest key



0001


0001

Tab page: Dunning/Correspon¬ dence Dunning procedure

Dunning w. interest on monthly basis

Corresp. Variants

Variant 01

Choose 0(Save) Contract account number

4.

Create a contract object: Create a contract object for your business partner. Start by entering the contract object type and then choose Create. The number assignment is internal.

Menu path: Master Data

—

>

Contract Object

(transaction PSOBWORK)

—

>

Edit Contract Object


gzr 54


2011


IPS510

mn

Business Partner

Person A

/

Contract Account

/

A

Waste''

Property Tax

/

/

Water Fees

Services

V

I I

I I

t t

/ \

Contract Object

\

Property A

\

/ /

Childcare

Parking

Contribution

Permit

Waste Charges

s V

Figure 49: Master Data: (Create a contract object “Property” and its assignment to the contract accounts “Waste Water” and “Property Taxes and Fees”)

Create contract object 1: Property

SAP field names

Data Contract object #1

Contract Object

No entry (internal number assignment)


9999 (property)

Choose ‘D Create' Name of object

Property from group XX

Choose ‘D Sample for A/R and A/P Data’ Business partner number


Choose the contract account category

01 (waste water fee)

Choose Enter to check the correct entries. Choose O(Save) Contract object number


2011


55 EF

Unit 1: Basics

IPS510

Note: Now enter the assignment to the second contract account

Select the contract object that you have created and choose $ (Change). Choose “Sample for A/R and A/P Data” Business partner number



03 (property tax)

Go to the Inbound Correspondence tab page.

Status

Automatic request

Periodic

Annually

First period (year)

YYYY-1

Correspondence dunning procedure

Correspondence Dunning Standard

Choose C9(Save) Create contract object 2: Child care contributions

PD

Business Partner

Person A

\

/

A!

/

Contract Account

Waste I Water Fees

Property Tax

Services

1

t I

I

I

1 Contract Object

'

Property A

1

Childcare

Waste

Contributioni

Charges

Figure 50: Master data: (Create a contract object “Child care Contribution” and, at the same time, create a new contract account “Services”)

SAP field names

Data Contract Object: Child care

Contract Object



0001 (Childcare contribution)


gzr 56


2011


IPS510

Choose ‘D Create’ Object name

Child 1 for group XX

Business partner number


Choose Sample for A/R and A/P Data Choose D “Create Contract Account”. You can create a new contract account for services Create a contract account 'Service'

SAP field names

Data

Contract account



Copied from contract object

Contract account cat.

04 (Services)

Choose Create with Sample Check the following default values Tab page: General data Enter the contract account name

Services group XX


Account holder

Check the tolerance group

Standard 0% (EUR)

Clearing Category

Public law

Interest key

Interest per started month

Tab page: Dunning /Correspondence Invoice type

Invoice type 0 1

Dunning procedure

Dunning w/o interest calc. coll.agenc.

Corresp. Variants

Variant 01

Choose EO(Save) Contract account number Choose O' (Back F3) to return to transaction 'Create Contract Object'.

Choose C9(Save) Continued on next page

2011


57

Unit 1: Basics

IPS510

Contract object number

Contract object parking permit and waste charges:

PD

Business

Person A

Partner

Contract Account

Waste Water Fees

Property Tax

Services

E LU

Contract Object

Property A

Childcare

Contribution

\

v

Parking Permit

\

Creditors

\

\ Waste Charges

✓

X-

/

Figure 51: Master data: (Create two contract objects “parking permit” and “waste charges” incl. assignment to contract account “Services”.

Contract object Parking permit

Data

SAP field names

Contract object Parking permit Contract Object



0002 (Parking permit)

Choose ‘D Create'

Name of object

Your vehicle number

Choose ‘D Sample for A/R and A/P Data’



Contract account category

04 (Services)

Tab page: Correspondence Set the indicator for “Correspondence Parameters Active for Contract Object”

X


Variant 01


gzr 58


2011


IPS510

Separate Invoice

X

Invoice type

Invoice type 01

Choose El(Save) Contract object number _ Contract object Waste charges:

SAP field names

Data Contract object Waste charges

Contract Object



0003 (Contract for garbage fee)

Choose ‘D Create'

Waste charges group XX

Name of object

Choose ‘D Sample for A/R and A/P Data’ Business partner number



04 (Services)

Choose O(Save) Contract object number

5.

Change bank details

Your business partner wants to arrange an automatic debit for the property taxes and fees contract account. You change the bank details for the business partner and you enter the payment method 'automatic debit' for the corresponding contract account. Menu path: Master Data (transaction FPP4)

— > Business Partner —> Maintain Bank Data

SAP field names

Data



Choose © (Continue) or ‘Enter’

New bank details: Bank key

10020030

Country

US


2011


59

Unit 1: Basics

IPS510

Bank Account

Any account number

Choose Enter The system displays a new editing screen on which you must enter the new bank details ID.

Bank Details Choose fees.

0001

Deselect all the contract accounts up to the property taxes and

Choose Simulate Changes

Save your entries. The system lists the possible follow-up actions. Confirm these actions in the subsequent dialog boxes.

EZT

60


2011


IPS510

Solution 1: Master Data Public Sector Task: Business Partner

Contr. Acc. Property Tax

Contr. Acc. Waste Wtr Fee

■HI

Contr. Acc. Services

~z_

Cont. Obj.:

ChildcareBCont. Obj: Park. Fees ■ Cont. Obj.: Waste Charges

[

] Document

Document 4010/0000 DD-5/MM/YY

4010/0000

DD/MM-1/YY

T

Standing Req.

4010/0200 01/MM/YY

Acceptance Rq. 4010/0400 OO/MMYY

|

Acceptance Rq. 4010/0400 DD/MM-M/YY

Document 4010/0300 DO/MM/YY

( Partial Write-Off

Dunning

I Installment Plan

Automatic Debit

Payment Lot Check Lot

Cash Desk

Invoice

Cash Desk

Returns Revenue Bank Statement

Inbound Corr.

Distribution


1.

Master data overview

Business Partner

Contract

Account

Person A

Waste Property Tax

Contract Object

Water Fees

Services

Childcare

Parking

Waste

Contribution

Permit

Charges


a) 2.

There is no solution.

Create business partners Continued on next page

2011


61 EF

IPS510

Unit 1 : Basics

Choose your user menu (or choose Ctrl+FlO).

f ;

Hint: Check your user parameters under System — > User Profile — > Own Data * Parameters ' tab page —*ÿ Parameter ID ‘ADDRESSSCREEN’ and assign parameter value ‘001’.

—


Business Partner — Create Contract Partner

(FPP1)

P

User Profile Own Hint: Check your user parameters (System Data) for the parameter “ADDRESS_SCREEN” with fixed value ‘004’ for the US address format and ‘001’ for the European address format.

SAP field names

Data

Select 'Person' and choose 'Enter' Initial screen Business partner

BPXX (XX is your group number)

Grouping

PSCD alphanumeric (9999)

Business partner role

Contract partner (MKK)

Tab page: Address Name

First name

Your first name

Last name

Your last name

Search terms

Search term 1

Your initials or your last name

Standard address Enter your standard address and the address for the dunning notices

Street

Standard Street

House number

Your house number

Postal code

77777

City

Standard Town

Country

US

Region

Use the F4 help to make your selection Continued on next page

62


2011


IPS510

Communication Telephone

Your telephone number

E-mail

Your e-mail address

Tab page: Address Overview Enter the second address for the dunning notice. To enter the additional address, go to the Address Overview tab page. In the address overview, choose Create D (paper icon) and enter the relevant additional address.

Street

Dunning Street

House number

Your house number

Postal code

88888

City

Dunning Town

Country

US

Choose 'Continue' to return to the address overview. Assign your standard address to the address usage 'correspondence address'. Double-click the address usage 'standard address' and assign the relevant address.

Tab page: Identification Personal data

Choose El (Additional fields) Enter the gender or other personal data. Choose 'Relationships'. Here, you can define relationships to other business partners. No entry.

Choose t9(Save) Make a note of the number of your business partner:

Business partner number a)

There is no solution. Continued on next page

2011


63

IPS510

Unit 1 : Basics

3.

3. Create contract accounts:

Create two different contract accounts with internal number assignment.

mn

Business Partner

Person A

•v /

t

\

Waste Water Fees

Property Tax

I

Contract Account

t

\ \

✓

N

Contract Object

Services

/ /


Property A

Parking Permit

Waste Charges

Figure 54: Master Data: Overview (Contract Accounts)


Contract Accounts

Create (transaction

CAA1)

Contract account 1: Waste water fee:

Data

SAP field names

Contract account 'Waste water fee' Enter business partner number



01 (Waste water fee for property)

Choose 'Create with Sample' or 'ENTER'.

Tab page: General data Enter the contract account name

Waste water fee group XX


Account holder

Tolerance group

Standard 0% (EUR)

Clearing Category

Public law

Interest key



0001


64


2011


IPS510


0001

Tab page: Dunning/Correspon¬ dence Dunning Procedure

02 - Dunning w/o interest calc. coll.agenc.

Corresp. Variants

Variant 01

-

Choose O(Save) Contract account number

Contract account 2: Property taxes and fees SAP field names

Data

Contract account Property taxes and fees Enter business partner number



03 (Property tax)

Choose “Create with Sample”. Check whether the following specifications were transferred automatically Tab page: General data

—

Property

Change the contract account name from

Grundbesitzabgaben taxes and fees


Account holder

Change the tolerance group

Standard 0% (EUR)

Interest key


>


0001


0001

Tab page: Dunning/Correspon¬ dence Dunning procedure

Dunning w. interest on monthly basis

Corresp. Variants

Variant 01

Choose O(Save)


2011


65

IPS510

Unit 1 : Basics

Contract account number a)

4.


Create a contract object: Create a contract object for your business partner. Start by entering the contract object type and then choose Create. The number assignment is internal.


— > Contract Object — > Edit Contract Object

(transaction PSOBWORK)

Business Partner

Person A

s Contract Account

/

iA

Waste'

Property

/

Water Fees

Tax

/

Services

V

I 1

I I

l \

\

Contract

\

Object

/

Property A

\

/

Childcare

Contribution

Parking Permit

Waste Charges

s V

Figure 55: Master Data: (Create a contract object “Property” and its assignment to the contract accounts “Waste Water” and “Property Taxes and Fees”)

Create contract object 1: Property SAP field names

Data Contract object #1

Contract Object



9999 (property)

Choose ‘D Create' Name of object

Property from group XX

Choose ‘D Sample for A/R and A/P Data’ Continued on next page

66


2011


IPS510




01 (waste water fee)

Choose Enter to check the correct entries.

Choose El(Save) Contract object number

Note: Now enter the assignment to the second contract account

Select the contract object that you have created and choose $ (Change). Choose “Sample for A/R and A/P Data” Business partner number



03 (property tax)

Go to the Inbound Correspondence tab page.

Status

Automatic request

Periodic

Annually

First period (year)

YYYY-1


Correspondence Dunning Standard

Choose E)(Save) Create contract object 2: Child care contributions Business Partner

Person A

/

4

/

Contract Account

Waste t Water Fees

Property Tax

Services

1

t I

I

I

1 Contract Object

Property A

'

1

Childcare

Waste

Contributioni

Charges


2011


67

Unit 1: Basics

IPS510

Figure 56: Master data: (Create a contract object “Child care Contribution” and, at the same time, create a new contract account “Services”)

SAP field names

Data Contract Object: Child care

Contract Object



0001 (Childcare contribution)

Choose ‘D Create’

Object name

Child 1 for group XX



Choose Sample for A/R and A/P Data

Choose D “Create Contract Account”. You can create a new contract account for services Create a contract account 'Service'

SAP field names

Data

Contract account



Copied from contract object

Contract account cat.

04 (Services)

Choose Create with Sample Check the following default values

Tab page: General data Enter the contract account name

Services group XX


Account holder

Check the tolerance group

Standard 0% (EUR)

Clearing Category

Public law

Interest key

Interest per started month

Tab page: Dunning /Correspondence Invoice type

Invoice type 01


gzr 68


2011


IPS510

Dunning procedure

Dunning w/o interest calc. coll.agenc.

Corresp. Variants

Variant 01

Choose ED(Save) Contract account number Choose O' (Back F3) to return to transaction 'Create Contract Object'.

Choose H(Save) Contract object number Contract object parking permit and waste charges: Business

Person A

Partner

Contract Account

Waste Water

Property

Tax

Services

Creditors

Fees \

/

\

\

/

Contract Object

Property A


\

Parking

ry Permit \ \

Waste Charges

✓

/

Figure 57: Master data: (Create two contract objects “parking permit” and “waste charges” inch assignment to contract account “Services”.

Contract object Parking permit

SAP field names

Data Contract object Parking permit

Contract Object



0002 (Parking permit)

Choose ‘D Create' Continued on next page

2011


69 ET

Unit 1: Basics

IPS510

Your vehicle number

Name of object





04 (Services)

Tab page: Correspondence Set the indicator for “Correspondence Parameters Active for Contract Object”

X


Variant 01

Separate Invoice

X

Invoice type

Invoice type 01

Choose 0(Save) Contract object number _

Contract object Waste charges: SAP field names

Data Contract object Waste charges

Contract Object



0003 (Contract for garbage fee)

Choose ‘D Create'

Name of object

Waste charges group XX





04 (Services)

Choose 0(Save) Contract object number _ a)

5.


Change bank details


gzr 70


2011


IPS510

Your business partner wants to arrange an automatic debit for the property taxes and fees contract account. You change the bank details for the business partner and you enter the payment method 'automatic debit' for the corresponding contract account. Menu path: Master Data (transaction FPP4)

—

>

Business Partner

—

►

Maintain Bank Data

SAP field names

Data



Choose © (Continue) or ‘Enter’

New bank details: Bank key

10020030

Country

US

Bank Account

Any account number

Choose Enter The system displays a new editing screen on which you must enter the new bank details ID.

Bank Details

0001

Choose if Deselect all the contract accounts up to the property taxes and fees.

Choose Simulate Changes

Save your entries. The system lists the possible follow-up actions. Confirm these actions in the subsequent dialog boxes. a)

2011



71

IPS510

Unit 1 : Basics

mn

Lesson Summary You should now be able to: • Create and link the different master data objects in PS-CD.

72


2011

Unit Summary

IPS510

M

2011

Unit Summary You should now be able to: • Explain the most recent solutions in the public sector • Use event management to integrate customer-specific requirements into the SAP System without modifying SAP programs. • Dramatically reduce the runtime for mass runs (such as payment runs or dunning processing) by using parallel processes. • Explain the most important master data objects in Contract Accounts Receivable and Payable and their controlling elements. Create and link the different master data objects in PS-CD. •


73

Unit Summary

74

IPS510


2011

Unit 2 Documents Unit Overview This unit gives the participants an introduction into how to create, post and evaluate documents. It also explains the functions of requests in PSCD.

m

Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • • •

Explain the concept of the documents and the processes in Contract Accounts Receivable and Payable Explain the specific structure of PSCD documents and the configuration of document types. Post documents in PSCD and know the special functions for document entry in contract accounts receivable and payable. Carry out manual postings Use the account balance function Explain the concept of the integration into the general ledger, and know how to process and reconcile the transfer. Navigate to the account balance display and configure it for your needs. Transfer postings in the FI-CA subledger to the general ledger. Find and analyze the postings that you have transferred. Post requests in FI-CA Create general requests Update the relevant revenue/expense during the incoming payment from the general requests.

Unit Contents Lesson: Lesson: Lesson: Lesson: Lesson: Lesson:

2011

Lifecycle of Documents Document Structures Posting Documents Exercise on document posting Integration with General Ledger Accounting Account Balance Display


77 84 93 105 109 121

75

Unit 2: Documents

IPS510

Exercise 2: Analysis of Contract Accounts Lesson: Exercise on accounting integration Lesson: Public Sector Requests Exercise 3: Public Sector Requests - Document Entry Lesson: Exercise on General Requests

gzr

76


127 131 134 145 155

2011

Lesson: Lifecycle of Documents

IPS510

Lesson: Lifecycle of Documents Lesson Overview Contract accounts receivable and payable is a sub-ledger accounting component that manages mass data.

It is used for processing open items.

m


Explain the concept of the documents and the processes in Contract Accounts Receivable and Payable

•

Business Example

Account Display

fo §

Ol (not due)

Ol (due)

-

2 Item (cleared)

Time.

oi

P

£

* v

-> /

\

L®

Archiving

Figure 58: The Life Cycle of an Open Item (1)

The life cycle of a receivable item in Contracts Account Receivable and Payable reveals which processes from Contracts Account Receivable and Payable are handled in PSCD: •

• • •

2011

Open items can be posted in invoicing, dunning, or returns processing. Alternatively, open items can be posted manually in subledger accounting The usual form of document posting is posting from an invoice. Items relevant for the general ledger are regularly compressed and transferred to the general ledger. Cleared documents that have expired can be archived. Opened and cleared items can be displayed in the account display function.


77

Unit 2: Documents

IPS510

Payment (cash payer, direct debit payer) Account Display

w o

Ol (not due)

-

Ol (due)

Item (cleared)

S

Time

I

*3 5/

>

V

U® )

e Archiving


Payments are initiated either by the business partner (cash payer) or via payment runs (direct debit). Payments usually clear open items. Payment (cash payer, direct debit payer) Account Display

Ol (not due)

g

-

Ol (due)

Item (cleared)

II

Time.

>

* 5

I §

V

5

i

Archiving

Returns


In returns processing, cleared payments are reset, the source receivables are posted as debit items, and return charges are posted. Return charges can be bank charges that are passed on to the business partner or company charges.

78


2011


IPS510

mn


Cn

-

01 (due)

Ol (not due)

5o

item (cleared)

2 fe S -g1

Time

a*

£

Si

V

L

5 $

o

v/

1

Dunning

5

Archiving

Returns


Overdue items for cash payers or blocked items from direct debit payers can be dunned. Dunning charges or interest on arrears can be posted.

mn

Payment (cash payer, direct debit payer) W Account Display

S

O)

Ol (not due)

5o £

- Item

Ol (due)

(cleared)

J i 5

1 5

is'

2$

Time

$5,

\

Interest Calc.

I Dunning Archiving

Returns


Interest calculation can be carried out automatically in invoicing and the dunning run, or it can be triggered manually. An interest document is posted. Interest can be calculated for cleared items as well as for credit and/or debit items.

2011


79 EF

Unit 2: Documents

IPS510

mn


o>

5o

01 (due)

Ol (not due)

- Item

2 Si

(cleared)

1§

Time

£

\

f | 1 Interest Calc.

I

1

Dunning

5

Archiving

Deferral

I

Returns


Open documents can be deferred manually. A deferral can take place automatically in returns processing. The original due date is retained in the case of a deferral. If the deferral date is reached and the item is still open, the original due date is used again for further business processes.

mn


o>

Ol (not due)

o

—

Ol (due)

- Item

(cleared)

l! fc\

Timi

£

I .2 5

1

I

Install. Plan

I Interest Calc.

I

\ T

©

)

V)

Dunning Archiving

Deferral

I Returns Figure 64: The Life Cycle of an Open Item (7)

80


2011


IPS510

You can define an installment plan for open items. Interest calculation can be triggered via the installment plan. The interest receivable is integrated into the installment plan.

mn

Payment (cash payer, direct debit payer)

a

Account Display

Ol (not due)

5o

-

Ol (due)

2 Item (cleared)

fe\

2%

Time

£

Inst. Plan

1

V•SK

Doubtful Entry Ind. Value Adj. Write Off

I Interest Calc.

5

I

1

Dunning

;

Archiving

Deferral

I Returns


Overdue items can be entered as doubtful, adjusted individually or written off.

mn


o>

Ol (not due)

- Item

Ol (due)

o

£

I'l

! i

I

s I z

5

1 2 o

3

! I

Inst. Plan

I

2 ®\ (cleared)

Doubtful Entry 5 Ind. Value Adj.

12 5

Write Off

Timi

til

V

Interest Calc.

I Dunning

Send to collection agency

Archiving

Deferral

T Returns Figure 66: The Life Cycle of an Open Item (9)

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81 ET

Unit 2: Documents

IPS510

Items can be submitted to external collection agencies. Payments such as interest and external collection agency charges can be posted automatically or manually.

gzr 82


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IPS510

mn


Lesson Summary You should now be able to: • Explain the concept of the documents and the processes in Contract Accounts Receivable and Payable

2011


83 ET

Unit 2: Documents

IPS510

Lesson: Document Structures Lesson Overview

mn


Explain the specific structure of PSCD documents and the configuration of document types.

Business Example

PQ

Description

NR

B1

Receivable

01

Z2

Incoming Payment

20

V3

Consumption Billing

31

Z4

Payment Run

66

R5

Repayment

Doc. Types

Number Range

Ext.

-

010000000000 019999999999 200000000000-209999999999 1

310000000000-399999999999 [ 660000000000 - 699999999999 ( 760000000000-769999999999 ! 1

_76

Figure 67: Document Types for Single Processing

Each document type is identified by a two-digit abbreviation in connection with a description. The document type classifies the document (for example, payment document). You can define for each document type whether it can be used for manual postings or as a document type for a payment or returns lot. Each document type is allocated to a number range. Document number intervals are specified for the corresponding document type using the number range. The number range also determines whether document numbers are assigned internally or externally.

EZT

84


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Lesson: Document Structures

IPS510

Document number ranges are specified depending on the volume of the business processes.

M

Document Type

NR

V3

Individual 31 NR Mass

F1 F2 F3

Number Ranges

(—

Ext

31 310000000000 to 31 99999999 35 350000000000 to 3599999999 36 360000000000 to 3699999999

F1 320000000000 to 3299999999 F2 330000000000 to 3399999999 F3 340000000000 to 3499999999

□ '

NR Individual 35 36

Figure 68: Number Ranges for Mass Processing

In addition to the document number ranges for manual posting, extra number ranges must be defined and allocated for business transactions that result from parallel mass processing (for example, invoicing or payment run). The key for the mass processing number range must begin with a letter. The parallel background processes take their document numbers from these number range intervals. As a result, they must be defined depending on the volume of business processes and the number of parallel processes.

If individual postings of a certain category are frequently executed in dialog (for example, cash desk or cash journal), and if all postings are executed with the same document type, users may have to wait because all users access the same number range when document numbers are assigned. To avoid or reduce this period of waiting, several number ranges for individual postings can be allocated to a document type.

2011


85

Unit 2: Documents

mu

IPS510

Doc. Header &

DFKKKO

Doc. number: 010023459101 Posting date: 02/22 Doc. type: F1 Currency: USD Reconciliation key: 3032701/SK1

1

1

010023459101

1

n

n Business partner item

[Jfl

DFKKOP

Amount BPART CCOOE Due Date Trans. 4711 02/22 01004)011 232.00 0001 010023469101

Item 0001

General ledger item [Jfj DFKKOPK CCODE G/L Account BA Cost Center Amount 800000 200.00 0001 0001 175000 32.00 010023469101

Figure 69: Structure of a PSCD Document (1)

The document header contains general data for the accounts receivable/payable document such as: the document number, document category, document date, posting date, currency, and reconciliation key. Data about the person making entries and about the origin are stored in the administrative data of the document header.

Data relevant to posting is stored in the business partner items: Data on the partner/contract, general ledger data (receivables account), data on the receivables amount, specifications on the due date, dunning and clearing data, cash management and forecast data, and other data. Information on offsetting posting is stored in the offsetting item. This normally means the line items for revenue posting(s) and the tax posting line items.

Offsetting items and tax lines are created automatically, so only the business partner items must be created.

gzr 86


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SO

DFKKOPW

Repetition Item

Doc. Headerÿ

Due: 01/03 Doc. number:

010000234S91

Posting date: Doc. type: Currency: Reconil. key:

01/03 F1 EUR 03032701/SK1

Due: 02/03 Due: 03/03

1:n

010000234591

1

010000234591

\

Repetition group Repetition Item

01 03

*

n Business partner items

General ledger items

5B

n

BPART CCODE Due Date Trans. Amount 01/03 0080-0010 116.00 0001 4711

010000234591

I

Item 0001

CCODE G/L Account BA Cost Center Amount 100.00 0001 800000 0001 175000 16.00 010000234591

Figure 70: Structure of a PSCD Document (2)

Repetition documents are put into repetition groups. Installment plans are put into documents with repetition groups.

SO

Source receivable

Payment

■

Doc.number: 012204445552 Posting date: 03/05 Doc. type: 22 USD Currency: 30 50 ZEO 00 32 Reconcil. key: 2

010023459101 Doc. number: Posting date: 02/22 F1 Document type: USD Currency: Reconciliation key: 03032701/SK1

im

\

!

010023459101

Business Partner Item Amount BPART CCODE Due Date Trans. 0001 02/22 0100-0011 232.00 4711

010023459101

Hem 0001

General Ledger Item_

Bank Offsetting Item

CCODE G/L Account BA Cost Center Amount

CCODE G/L Account BA C.Cent. Amount 113100 232.00 0001

0001 0001

800000 175000

010023459101

200.00 32.00

012204445552

Item 0001

Figure 71: Structure of a Payment Document

The clearing document that can be posted, for example, during incoming payment, only consists of a document header and the offsetting item(s).

2011


87 EF

IPS510

Unit 2: Documents

The following information is stored in the offsetting items: the payment amount, the corresponding general ledger account, and information on the cleared document. The document number of the clearing document, the clearing date, and the clearing amount are stored in the business partner items of the cleared document.

This means that both documents are linked as long as the clearing exists. The payment document does not maintain a business partner item since all information on the business partner item can be viewed in the linked, cleared receivables document. If clearing is reversed, the connection between the clearing document and the receivable is deleted, and the payment document is given a new business partner item with all posting information.

The clearing information is stored in the clearing history, even if clearing is reversed.

mn

Source Receivable

Payment

Document number: 010023459101 Posting date: 02/22 Doc. type: F1 Curtency: EUR Reconciliation key: 03032701/SK1

Doc. number: Posting date:

010023459101

Document type: Recon, key:

|

7

/

ft

i /

03ÿv4ff

Currency:

USD

ZE0503200102

012204445552

Business Partner Item

I

Subitem BPART CCODE Due Date Amount 1 32.00 4711 0 0001 02/22

Subitem BPART CCODE Due Date Amount 4711 0001 02/22 100.00 1 Cl. doc 012204445552

Cl. date 03/05

010023459101

Item 0001

Cl. amount 100.00

A J

Offsetting item Item CCODE G/L Acct. Cost Center Amount 0001 0001 200.00 800000 32.00 0002 0001 175000 010023459101

012204445552

Bank Offsetting Item CCODE G/L Acct. BA Cost Center Amount | 100.00 0001 113100

Item 0001

012204445552

Item 0001

Figure 72: Document Structure for Partial Payments

If the incoming payment only results in a partial clearing, the item of the source receivable document is split into a cleared partial item and a partial item that is still open. The clearing data, that is the amount of the partial payment and the document number of the payment, are stored in the cleared partial item.

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mn

General Ledger

Contract Account

General Ledger

Receivables

60 (2) 10(3)

(1)100

Open item before clearing

Bank

C. Customer

100 (1)

(2) 60 (3)10

BP Item Sub-item No. 000

Amount

100

BP Item

After first clearing 60

Sub-item No. 000 Clearing doc. 4711 Amount 40 Sub-item No. 001 60 Amount

After second clearing 10

60

BP Item Sub-item No. 000 Amount 30

Clearing doc. 4711

Sub-item No. 001 60 Amount

ng doc. 0815 002 Amount 10

-JSJLlemNo.

10

Figure 73: Clearing Open Items (Partial Clearing)

In some cases documents do not retain their status. Document changes and the clearing of open items sometimes require that the document is then saved in a different form. This split is required if a partial amount of the open item is cleared. An entry in the subledger is split into two entries; the open portion and the cleared portion.

For the new sub-items, you also want to be able to recognize later that they arose from one original item. In order to achieve this, an additional key field is introduced into the Business Partner table: the sub-item number.

2011


89 EF

Unit 2: Documents

mn

IPS510

The following types of posting are possible: ■ Post as a 'real' open item

=A

regular open item that is transferred to the general ledger and is included in all business processes {relevant for general ledger).

■ Post' statistically1 open item is not transferred to the general ledger, You can, = Tire however,

perform dunning and Interest calculation for the Item. It can be paid for and cleared. In this case it would then he transferred to the

general ledger.

Figure 74: Statistical Postings

Statistical postings make it easier to deal with uncertain receivables, since these postings are not transferred to the general ledger and, as a result, are easier to reverse if they are not paid. Dunning charges are also a typical example of amounts that are often not paid, or documents from an installment plan since the underlying source receivables have already been posted in the general ledger.

mn

Statistical receivable Doc.number: Posting date: Doc. type: Currency: Reconcil. key:

010000234001 02/22 F1 USD

Only business partner items exist

03032702/SK1

-3-1

010000234001

Statistical business partner item

fffl

Amount BPART CCODE Due Date Trans. 02/22 0010-0010 10.00 0001 4711

010000234001

|

Item 0001

Figure 75: Structure of a Statistical Document

Statistical documents only consist of a document header and business partner items. These documents are not forwarded to the general ledger.

90


2011


IPS510

ID

Payment

Source receivable Doc. number: 010000234001 Posting date: 02/22 F1 Doc. type: USD Currency: Reconciliation key: 03032702/SK1

Business partner item (before payment) A Item BPART

M

0001

4711

Trans.

Stat. key Amount G 10.00 0010-0010

Doc.number: 012204445553 Posting date: 03.05 Doc. type: Z2 Afl Currency: USD Reconcil. key: ZE0503200102 Clearing info: "Real items also cleared"

1*

M

g[_ I II

Business partner item Item BPART

Trans

0001

0010-0020

4711

Cl. doc

kk W

Stat. key Amount 10.00 Cl. amount 10.00

Cl. date

paymentfJ T| 012204445553 03/05 Stat key Amou Trans. Offsetting items G 0010-0010 10.0CÿH Item CCODE G/L account

Business partner item (after

▼

Item BPART 0001

4711

Cl. doc 01 22044455S3

Cl. date 03/05

Cl. amount 10.00 1

J

0001 0002

0001 0001

113100 800000

Amount 10.00 10.00

-

Cleared items

Customizing

Item

Stat. key MTR STR MTR STR Restr. G 0010 0010 0010 0020

0001

0002

CCODE 0001 0001

BPART 4711

4711

Amount 10.00 10.00

Figure 76: Payment for Statistical Items

When statistical items are cleared (for example by a payment), the clearing information is stored in the statistical document. A “real” business partner item (that is relevant for the general ledger) is created simultaneously in the payment document and cleared immediately. This item transaction is determined from Customizing. Revenue and tax lines are added to the offsetting item.

2011


91 EF

Unit 2: Documents

mn

IPS510

Lesson Summary You should now be able to: • Explain the specific structure of PSCD documents and the configuration of document types.

92


2011

Lesson: Posting Documents

IPS510

Lesson: Posting Documents Lesson Overview This lesson gives you an overview of how to post documents in Contract Accounts Receivable and Payable.

M


Post documents in PSCD and know the special functions for document entry in contract accounts receivable and payable.

Business Example

m

■ ■

Variable entry format ■

■

Flexible, screen Customizing

Clear display ■

■

Fast entry of posting information

Integration of clearing logic

No restrictions on posting logic

Figure 77: Goals of Document Entry

2011


93

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IPS510

02.23 01 Currency: USD Posting date: 02.23 Reconciliation key: 06033101/SK1 Posting date:

Document type.

Screen Variant Company code

_

RECHNUNG 0001

Line layout: Business partner item: General ledger item:

_

Tax: O Manual entry Calculate automatically

•

SAP SAP O Jurisdiction code O Net receivables

Calculate automatically: Taxes are determined from business partner items.

2f|

Items

Figure 78: Post Document: Entry Point

You can use the screen variants defined in Customizing to design the screens to execute the functions for the business transactions mentioned above (for example, creating a manual bill). You can select the fields you want hidden when the functions for posting, changing or creating a document are executed. For example, it makes sense to hide the fields containing information on the dunning procedure from the document entry. Users can store their preferred screen variants in the central user-specific settings in Customizing. This setting can be changed in the initial screen and during document entry.

In addition, certain fields can be hidden client-dependent by Customizing as long as they are not needed in business transaction. In the initial screen for document entry, the company code is used as the default value for the line items. You can overwrite it here. When posting with tax, you can select whether the tax rate is entered manually or automatically determined and calculated from the business partner item. The “net receivables” field specifies that the amount entered is treated as a net amount; otherwise the amount entered forms the basis of tax calculation as a gross amount.

94


2011


IPS510

mn

Header data Document date: Posting date:

02/23 02/23

Doc. Type: 01 Currency: EUR

EE

Business partner items BPART CCODE Net due date

CACCT Main trans. Subtrans Amount Contract

1740

634

0001

03.23.

6000

0020

232.00

531

-

1

Line layout

[_j

o SAP Standard o ZAP Line layout with text Figure 79: List Entry: Business Partner Items

You can select various freely definable line layout variants in the list for entering business partner items. Fields included in a variant cannot be longer than 250 characters. Screen variants are specified in the customizing of the documents. In the initial screen of the Post Document transaction, you can enter the two line layout variants in the line layout for list entry group box. When you choose the Display/Change Settings function, the system displays a dialog box. You can select and save the variants in this dialog box using the input help. The variants are saved in the user parameters. You can branch to the detail view of document entry by double-clicking on a line. The detail view contains all document fields that can be maintained.. One or more items can be posted for one business partner.

You can also enter items for different business partners within the same document. These items are posted in one document number.

2011


95 ET

Unit 2: Documents

IPS510

mu

100.00 USD

Specification of exchange rate

u

(« ) Amount in local currency

Determination of exchange rate

J

92.00 USD

Figure 80: Posting: Foreign Currency

The exchange rate can either be determined from the rates stored in the system, or by an entered exchange rate when entering a document in a foreign currency.

If you want to calculate the exchange rate of a specific date, you must enter this exchange rate date. If you do not, the system uses the current rate. If an exchange rate is entered, it is compared to the rates stored in the system. If the rates differ, a message is displayed.

An exchange rate can only be entered by users who are assigned a local currency in the central user-specific settings for PSCD.

EZT

96


2011


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M

Payment - in CCODE 0001 for:

Business partner 4711 Contract account 1234

Contract 2 - CCODE 0002 - 50 USD Contract 1 - CCODE 0001 - 100 USD

Bank clearing in 0001

(3a) 100

(2) 150

(3b) 50 Receivable A0001

Contract 1 in CCODE 0001

Contract 2 in CCODE 0002

(1) 100

100 (3a)

Receivable 0002

(1)50

Payables for CCODE 0002

50 (4)

Receivable for CCODE 0001

50 (3b)

0

Figure 81: Cross-Company Code Posting

The business partner is not allocated to a company code. The information on the paying company code is stored in the contract account via the company code group. Incoming and outgoing payments are handled via the paying company code.

Posting examples: •

(1) Debit entry (without revenue and tax)

•

(2) Cash receipt in company code 0001 (without bank account display) (3a) Payment allocation in company code 0001 (3b) Payment allocation in company code 0002 (4) Company code 0001 owes a payment to company code 0002. (4) Company code 0002 receives a payment from company code 0001.

• • • •

The posting (4) is created with the incoming payment.

Cross-company code posting must be set in the central user settings. The clearing accounts for payments/receivables are specified in customizing.

One or more documents are posted in each affected company code during the transfer of the summary records to general ledger accounting.

2011


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Unit 2: Documents

IPS510

mu

DT blocked for manual posting

Doc. header Doc. type: FA 010000234593

11

|

1

n Business partner item BPART CCODE 0001 4711

X

Alternative G/L account

DueDÿffans.

Amount 6000-0020 232.00

Alternative account

Expense

Revenue

Non-periodic posting

Billing period 010000234593

01/05/2002

|Horn 0001

Alternative

VAT determination

Figure 82: Post Document: Additional Functions

Document types can be blocked for manual posting. The non-pcriodic posting indicator means that an non-pcriodic posting takes place in an alternative account. The indicator specifies that the posting is not for the current posting period, however is posted there. The start of the billing period, to which the previous open items relate.

Use: The business partner can be informed of the date in payment notifications, account statements, direct debits or other correspondence. The date is only used for information purposes when displaying documents or accounts.

For utility and telecommunications companies, this date is used as well as the posting date for manual posting for determination of tax on sales and purchases. If postings relate to a demand period during which the tax on sales and purchases was changed, the posting date is most often unsuitable. In such cases, this date can be specified. It is used to determine the tax on sales and purchases.

Individual documents can be printed using the correspondence component (correspondence type 014).

EZT

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Transaction FPE1

ID

Post Document: Entry Point 2 MQ «em G/L Item Q O Item

Q G/t item [fl

Document type

Document date Posting date Document number Reference

Single document

'S Enter Selection Criteria Standard Selections

Business Partner Contract Account

Or

Contract Payment Form No Payment Form Reference Document Number

Or

Ref Document Number Due by

Or

Or Or Or Oi Or

Payment Advice Note

y

(J) Select open items

Currency

Translation date Exchangejate

Recongjÿÿ

W

Selection by Pay. Advice Note

Company Code

Process open items

T

ns

_L Selection conditions are used to determine and select only those open items that are to be cleared. The available selection conditions depend on the type of incoming payment process.

1 Clearing Proposal

Create Proposal

Figure 83: Manual Posting with Clearing

Open items to be cleared may belong to a: • • • • • •

Business partner Contract account (usually 2nd criteria) Contract or contract object Company Code Applied period (this is in tax and revenue management usually the 1st criteria) Due date

From the transaction Post document you can access the selection screen for entering selection criteria by clicking on the button Process open items or Select open items.

2011


99 ET

Unit 2: Documents

ID

IPS510

Transaction FPE1

J3

Document Posting Pisnlay

Document Posting: Process Open Items

9 Enter General Ledger items

[SB Enter Partner Items

&

in transaction cuirency

S|S Bus Partner Contract Acctt Doc No.

150

sujsjoj -hi.

i

..

S Due

200001232 11000357 200001232 11000358 200001232 11000357

150 150

□L

(•)

Peter Smith / Main Street 600 / 12345 New York

3 Items (display from item t

@ Switched Off

Hidden

O Displayed

O

Bill Amount

Clearing Amount

Gross amt

101.0

08/01/

109,0'

09/01/

!

.

Switched On

® Gross O Net

® Gross B 100.0 O Net

08/01/

m atas:. i

Summarization

Command Column

Dispiay_Qurtepcy_ __ ® Transaction Currency O Local Currency Display Line

Processing status

WOO Difference Amount Entered Assigned

8 00 100.00 92 00

USD

Line Layout Modifiable Fields Cash Disc.

Assigned Cash.

/

/

Default Variant

Clearing m Alternative Currency

O

_

Translated Amounts Modifiable

@ Translated Amounts Not Modifiable

Bl

imm HOW

Figure 84: Manual Posting with Clearing: Display

In addition to standard display options, you can use create line layouts in customizing to customize the display of fields during display.

ID

Post Document: Process Open Items

38 Enter Partner Items

38 Enter General Ledger Items

□I

I

Klaus Fix / Mam Street 600 / 12345 Walldorf

3 Items (display irom item 1 in transaction currency S S Bus Partner Contr Acct

n

150

11

_150

200001232 200001232 20000.1232

150

mm® an

Doc Number S Due 11000357 08/01 08/01 11000358

11000357

09/01

Gross Amount Clearing AmountFilter 100 00 100.00 101.00 10100 109,00

_i_m anaaLiLdsaiaiiiaai

Processing Status

•X Difference Amount Entered Assigned

8.00

EUR

n

a0 E

109.00

i JJ

JJ

If no specifications Assigned Cash Discount

100.00 92 00

exist, then the open items are cleared by due date and age.

Overpayments as well as partial payments can be entered at this point.

Figure 85: Example: Manual Posting with Clearing: Display Options

You can double-click the field in the “Gross Amount” column (or another amount column) to select (= activate) open items with clearing with the entered (assigned) amount. The gross amount is proposed as the clearing amount. The items are deactivated if you double-click again.

EF 100


2011


IPS510

The amount entered may be insufficient to clear all the activated open items completely. By double-clicking on the open items in the “gross clearing” column, partial clearing of the open item is proposed for the amount that is not yet assigned. You can overwrite this default value. Alternatively, you can enter individual amounts in the fields in the “Gross clearing” column. By putting a checkmark in the box at the beginning of the line, you can select multiple open items for activation or deactivation as a group (also possible from the menu, function keys or line commands).

Charges Receivable Clearing Statistical Charges

Cash Discount/ Revenue

Minor Differences Write Off Exchange Rate Difference Foreign Currencies

Tax After Cash Discount

Down Payment

Figure 86: Clearing: Generation of Line Items

Various new line items can be generated by allocating clearing amounts to open items.

Differences in exchange rates must be posted during the clearing of foreign currency documents.

If a cash discount is granted and deducted, you must post the cash discount paid. Minor differences that do not exceed tolerance limits are posted as paid or received. When you clear a statistical charge request, the system automatically posts and clears an actual charge request.

A down payment must be posted for the clearing of a down payment request. Cash discount postings or revenue from charges can be subject to tax. The tax amount is automatically calculated and posted.

2011


101

Unit 2: Documents

IPS510

mu Source Receivable Documei

Posting

_

010000234581 02/22 FA

Ooc./wp :: Curr :y: EUR

Payment Document No.: Posting Date: Doc. Type: Z2

01 220444!

m

/

03/0!

Curr/iicy: USD

01000C

Figure 87: Clearing: Different Currency

It is possible to clear open items in a different currency. For example, receivables can be cleared in EUR with an incoming payment in USD. All selected open items are recalculated in the clearing currency if they have different document currencies. The calculation is carried out in two steps using the posting date of the clearing document: • •

Document currency -> Local Currency / Local Currency -> Clearing Currency. In this way, maintaining the rates for all currency pairs is not necessary.

The system uses the current average rate for the conversion according the rate table. If you have agreed upon different rates or amounts with the customer, differences will then appear during the conversion. In Account Maintenance (menu: Account Maintenance) in the screen Account Maintenance: Process Open Items, you can change the converted amounts and prevent these differences.

The clearing currency and the clearing amount are stored in a cleared item.

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2011


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U

PSCD

PSCD

1. Bill document transfer + optional CO-PA update 2. Archive Link to optical archived bills 3. Mass reversal

Figure 88: Interfaces for Transferring IDocs

The IDoc interface is a standard communication procedure of the SAP System and is used to exchange business information with an external system or another SAP System.

In order to be able to receive and process data from an external billing system efficiently and carry out a mass transfer of data effectively, the IDoc interfaces of PSCD use the infrastructure of the IDoc technology. You can use the FI-CA IDoc interfaces to: • • • •

Transfer invoice documents and (if desired) update data in PSCD Set an archive link to optically archived bills or archive external documents Transfer reversals of bills Transfer open items to the legacy system to be printed on bills

An optimized processing of the usually large data volume created, for example, in a bill or reversal run, is achieved by scaled parallelization of processing in mass runs where you can process intervals of IDocs on several application servers in parallel.

2011


103

Unit 2: Documents

mu

IPS510

Lesson Summary You should now be able to: • Post documents in PSCD and know the special functions for document entry in contract accounts receivable and payable.

gzr 104


2011

Lesson: Exercise on document posting

IPS510

Lesson: Exercise on document posting Lesson Overview

m


Carry out manual postings Use the account balance function

• •

Business Example You have created your master data in the PSCD system. You now want to post your payment requests manually in the system and check the values in your account.

Task 1: Go to POSTING -*• DOCUMENT -*• BOOKING.

Manually post waste water fees of 300 EUR to your business partner against the relevant contract account with the period key “YYYY” and with the current date minus one month as the due date (DD/MM-l/YYYY). • •

•

Use yesterday's date as the document and posting date, “DR” as the document type and “ EUR” as the currency. Enter the value “ GROUP ##” (your group number) in the “Reconciliation Key” field so that you can easily distinguish your documents from the documents of the other course participants. Use this reconciliation key for all postings in this exercise for this chapter. Use company code 0001. Use BP for the line layout for the business partner line and GL for the line layout for the general ledger account line.

P

Hint: The reconciliation key from the relevant programs is set by default for postings that are automatically supported.

The period key is the key that can be used to define a period (PERSL). If the period key in your business partner line is not set, you can double-click the business partner line to display the field in “Additional data”.

2011


105

Unit 2: Documents

IPS510

If you require a start date and an end date, you can use the fields for the calculation periods (ABRZU/ABRZO). •

•

• • •

• •

Leave the other entries that were set by default. Choose “Enter” and then “Yes” in the dialog box that appears to create the reconciliation key that you determined manually. Choose “Continue” to confirm the next dialog box. The view of this screen (fields that are ready for input in a specific sequence) is determined by the screen variant that you can set according to your requirements. You can choose “Line Layout” and choose a different one to see how this option works. Double-click a field in the first line to see what other entries are possible. Use the “Back” pushbutton to return to the original entry variant. Enter company code 0001, your business partner, your contract account for waste water fees, the amount 300 EUR, the due date “DD/MM-l/YYYY ” and the main transaction and subtransaction “4010/0000”. Note that the YYYY place holder is for the current year, DD is for the current day and MM is for the current month. For MM-1, use one month before the current month. If Funds Management integration is active, the commitment item and the funds center are derived. You must enter the relevant period key “YYYY” yourself.

.

Make a note of the document number:

BUKRSBusiness part¬ ner

Contract Ac¬ count

Your BP

Waste

0001

Con¬ tract object

Amoun tDue

date

300,-

water fees

Main trans¬ action

4010 DD/ MM-1/ fYYY

Sub¬ trans¬ action

Period key

0000

YYYY

Task 2: Make a second posting of 500 EUR. • • • •

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Leave the default values and enter document type “DR”. Enter the reconciliation key “GROUP##”. Confirm your entries by choosing “Enter”. Enter company code 0001 and the contract object for your property in the “Contract” field. Confirm your entries by choosing “Enter” and then choose your contract account for property tax.


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Lesson: Exercise on document posting

IPS510

•

Enter an amount of 500 EUR, today's date minus 5 days as the due date, the main transaction and subtransaction “ 4010/0000” and “ 1QJJ ’ as the period key.

Make a note of the document number: BUKR! Busi-

ness partner 0001

Contract Ac¬ count

.

Con¬ tract object

Amoun Due

Your prop¬

500,-

date

Main trans¬ action

DD-5/ 4010 MM/Y rYY

Subtrans¬ action

Pe¬ riod key

0000

1QJJ

erty

Task 3: Check your postings in the business partner overview that you can find in the menu under ACCOUNT — > BUSINESS PARTNER OVERVIEW. • •

•

•

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Enter your business partner and choose © or Enter. You can navigate from the business partner overview to different areas, for example, to the dunning history. The navigation options that are available here are defined in Customizing. You can double-click a line to display the line items for your contract account (choose Navigation and note the change at the top end of the account balance when you move down). We recommend that you familiarize yourself with the account balance and use the navigation options and selection options on the selection screen.


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Lesson Summary You should now be able to: • Carry out manual postings • Use the account balance function

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Lesson: Integration with General Ledger Accounting

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Lesson: Integration with General Ledger Accounting Lesson Overview This lesson gives you an overview of the integration of subledger accounting and general ledger accounting.

M


Explain the concept of the integration into the general ledger, and know how to process and reconcile the transfer.

Business Example

M

ERP FI-CA Subledger IS-U Invoicin

IS-PS TRM

Subledger Documents FI-CA

Summlary Records

Convergent Invoicing

Core ERP Systems

Fl-Gÿ FM

Operational Systems

General Ledger Accounting

Funds Management

B 3

Fl-Sÿ

Special Ledger

co-pÿ

Profitability Analysis

I

Figure 89: Contract Accounts Receivable and Payable as a Subledger

FI-CA serves as a subledger as well as an integrator of accounting data that originates (for the most part) from various prestored applications and systems. These applications pass their posting data to FI-CA for further processing. Instead of individually posting each document created in the subledger to the general ledger and controlling, summary records are transferred (batch processing). Each

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summary record is posted to the general ledger. This summarization technique greatly reduces the volume of postings in the general ledger and results in a tremendous performance advantage. The transfer of bills from convergent invoicing is dealt with later in its own unit. Reconciliation Key Key, under which summary records are listed for transferring the • FI-CA documents to the general ledger ■ Automatic determination in the case of mass postings (such as payment runs) ■ Manual entry in the case of single postings (when posting a

mn

document, for example) ■ Default values for individual postings

Summary Records ■ "Transfer unit" for postings from subledger

to general ledger

accounting ■ The documents from subledger accounting

summary records

are consolidated into

■ Summarization criteria include: ♦ Posting date

* Account assignment data (G/L account, cost center ...) Figure 90: Integration with FI General Ledger: Definitions

Summary records are saved in the DFKKSUM* tables. Other summarization criteria include: • • • • • •

Company Code Business Area General Ledger Account Currency Key Additional account assignments of controlling such as cost center, order or profit center. Additional account assignments of Funds Management, such as funds center or commitment item.

You can prevent summarization with other document items by using the “Single document’’ indicator. If you set this indicator, normal summarization of items in the summaries record will not take place. If this indicator is set for a document, a separate document item is created in the transfer document for general ledger accounting. Furthermore, the document type for the general ledger transfer can be individually predefined for each document in FI-CA. A function module, which is defined at event 0061, is used to make the specifications. Separate summary records are listed for FI-CA documents with different document types for the general ledger transfer. The documents for the general ledger transfer are

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generated separately according to these document types. If no document type is issued for the general ledger transfer, then the posting is executed using the document type defined in Customizing for posting area 0100.

As of release ERP 2005, a function is available for reversing the general ledger transfer. The documents are reversed as a real reversal in the general ledger or, if a real reversal is not possible, as an offsetting entry. The reversal is executed on the posting date of the document to be reversed. It is not possible to post with a different posting date. It is only possible to completely reverse all documents for a reconciliation key and company code.

M

■

Lot (payment or returns lot) ■ XXXXXXXXXXXX

■

Default: Lot name

Payment run ■ YY DDD NNNNN PP

■

(PAY01: Name)

03 101 INT01 AA

(INT01: Name)

03 101 R04 0003

(R04: Fixed source)

Interest run ■

■

03 101 PAY01 AA

YY DDD NNNNN PP

IS-U Invoicing ■ YY DDD SSS LLL

YY / DDD = Year / day In year SSS

NNNNN

= Source = Name

~

LLLL = Run ID PP

= Number of the process

Figure 91: Reconciliation Key Structure: Automatic Determination

Various business processes create a reconciliation key in the system. The reconciliation key is identified by the current day in the business year - which is derived from the creation date - and the source or name. Reconciliation keys that have been created automatically are closed automatically at the end of the business process. The system can also propose reconciliation keys for manual business transactions (post document, payment at cash desk ...). In order to do this, reconciliation groups for default values must be maintained in Customizing. These reconciliation keys can be accepted or overwritten. You must close them manually before transfer to the general ledger.

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Mass closing

User (group)-speciftc reconciliation key Source: Yes/no? \

—

U-

\

SD010205 08-010803-05 11-010602-01 TK050201 TK050201

y

/

Event: 1113

03031101/SK1

a a Delete

Itemization for general ledger docs. Reconciliation key: 03031101/SK1

014711 014713

-

014811 -

BP3 -

BP1 BP2

USD 2500.00 USD 800.00 USD 760.00

Close

Figure 92: Tools: Reconciliation Keys

The reconciliation key can be can be structured user (group) specifically for online postings. User-dependent and user-independent reconciliation keys can also be proposed for origin keys stored in Customizing. However, for this to happen, the SAP function modules FKK_SAMPLE_1113_USER or FKKSAMPLE1113 must be used in event 1113. During mass closing (transaction FPG4), the system closes all keys that are not reserved for a specific group of postings, for example postings for a payment run or a payment or returns lot.

In addition to this, keys that are reserved for posting invoicing documents from Sales and Distribution (SD) are also closed If necessary, you can also delete reconciliation keys that have been created but are not used. To do this, select the Delete Unused Open Keys or the Delete Unused Closed Keys parameter.

Document itemization for reconciliation key (RFKKABS30): The report selects all PSCD documents posted under a reconciliation key The PSCD totals records are selected according to the selection criteria. The corresponding PSCD document line items are selected and sorted.

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M

FI-CA Documents Reconciliation Key 03040101/SK1 Doc. 12 Amount 116

Doc. 13 Amount 232

]111 11 -ÿ

Document Posting

Summary Records Reconciliation Key 03040101/SK1

140000 800000 175000

D C C

348 300 48

40

140000

348

T ransfer

50

800000

300

Reconciliation Key

50

175000

48

Figure 93: PSCD Document - Summary Record - FI Document

Requirement for transferring a summary record: reconciliation key with “closed” status. Display transferred totals records in FI: Transaction FB03 (Document Display) > Document list and enter reference transaction FKKSU and the reference key reconciliation key +* in the selection parameters.

—

Reference in FI document header: Reference key = reconciliation key + sequential transfer number set during the transfer

Checking/correcting summary records

Reasons: Due to reconciliation differences between sub-ledger and general ledger Due to technical problems (such as database problems, termination of a payment run) Procedure:

Checking summary records (RFKKABS 1/RFKKGL20) Correcting summary records (RFKKABS2) Transferring summary records to the general ledger in correction mode (RFKKGL00) (provided that the summary record has been transferred already)

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ID

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Document

10004711

Recon. key PDATE CCODE

03041001/SK1 04/10 001

Partner Amount

99000123 200 USD

Revenue Acct.

800003

Document

Document

Reference key: 03041001/SKI*

Reference key 03041001/SK1

10004712


03041001/SK1 04/10 001

Partner Amount

Revenue Acct. Document

PDATE D 500 USD C 500 USD 99001148 300 USD PDATE 800003 D 600 USD C 600 USD 10004713


03041001/SK1 04/11 001

Partner Amount

99000129 SOO USD

Revenue Acct.

800003

120001234

04/10 140101 800003 04/11

140101 800003

04/10 PDATE 40 140101 500 50 800003 500 Document

120001235

Reference key: 03041001/SK1 *

PDATE 04/11 40 140101 600 50 800003 600

Figure 94: Reference Document: PSCD - Summary Record - FI

Documents in a reconciliation key are cumulated according to posting date or general ledger account. Transfer of summary records with different posting dates leads to the creation of a general ledger document for each posting date. The reconciliation key is transferred according to the key date. If the reconciliation key contains documents with posting dates in the future, then the reconciliation key is only partially transferred to general ledger accounting on the key date. The rest of the key is transferred if the future posting date is earlier than or the same as the transfer date.

If the number of lines in the general ledger document exceeds the maximum number of documents lines allowed in financial accounting, the document is split and another document is created. The required “zero balance” is posted via a transfer account.

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M

Docs. Subledger

Reconciliation Key

Docs. General Ledger

2 RFKKABS1

Reconciliation

'j RFKKGLOO Transfer

RFKKGL20 RFKKOP04

Reconciliation

Figure 95: Reconciliation: General Ledger Documents

Report RFKKGLOO transfers the summary records accumulated in the reconciliation keys to the general ledger. Program RFKKGL20 is used to reconcile between the general ledger and contract accounts receivable and payable. This program reads the documents from the general ledger that were posted by the transfer of PSCD summary records. It then compares these documents with the PSCD summary records. Differences are displayed in color and marked with a red traffic light. If posting terminated (for example) causing differences that cannot be posted, you can select the corresponding menu option in the output list to correct these differences. If you select the correction run flag, the system executes the correction automatically in background processing. The report RFKKABS1 ("Check Totals Records") checks whether the PSCD postings totals match the totals of the associated PSCD documents and that the balance of the PSCD documents is zero. The program displays any discrepancies between the posting totals and the PSCD documents. The differences can be corrected in dialog or in background processing. If PSCD documents do not have a balance of zero, the corresponding document numbers and reconciliation keys are output. These reconciliation keys cannot be exported and cannot be corrected automatically. The report RFKKOP04 creates a list of open items for business partners on a particular date in PSCD. You can use the report during the final work (month, quarter, year) or for reconciliation purposes.

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mu

FI-CA Documents

General Ledger Accounts

ip RFKKGL30

|

Balance/ Posting Period

2/2003 itemization for general ledger docs.

Reconciliation key. 03021101/SK1 Ol 4711

Reconciliation Key

FI Documents

I

2/2003

iP

Figure 96: PSCD Reconciliation with the General Ledger

Report RFKKGL30: The program displays the documents from contract accounts receivable and payable (PSCD) that have been transferred to the general ledger (FI) as totals records. The general ledger documents are read according to the selection criteria. The corresponding totals records and document lines from contract accounts receivable and payable are selected and sorted. Report RFKKGL30 guarantees the possibility for revision in contract accounts receivable and payable; this means that you can use it any time to determine and display items and documents in contract accounts receivable and payable (subledger) from the general ledger document (transfer document). A general ledger document can, therefore, be explained by the items in the subledger at any given point in time. You can use the report RFKKABS6 to reconcile the general ledger accounts: The program outputs postings that were transferred to the general ledger. The postings are displayed as an overview of balances or as line items with the corresponding posting date and, if available, an alternative posting date.

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M Balances Open Items FI-CA

Balances Reconciliation Key

y

Balances Reconciliation Accounts

m

Not yet

transferred

RFKKOP10

Figure 97: Reconciliation: Open Items

Report RFKKOPIO reconciles contract accounts receivable and payable (PSCD) with the general ledger (FI). It reconciles the current balance for all reconciliation accounts or the reconciliation accounts specified as well as on sales and purchase tax clearing accounts. The following balances are determined per company code, business area and reconciliation account: •

Balance of current open items in contract accounts receivable and payable

The tax on sales/purchases clearing account is also useful for down payments. Statistical items are not evaluated. • • •

Current balance of reconciliation accounts in the contract accounts receivable and payable general ledger. Balance of reconciliation keys in contract accounts receivable and payable that have not yet been transferred Balance of adjustment totals records in contract accounts receivable and payable that have not yet been transferred.

Report RFKKOPIO creates a totals sheet with the balances for the reconciliation accounts. The Status field in the list specifies differences per company code, business area and reconciliation account. The Missing OIs field informs you that a reconciliation account in the general ledger has a balance, but no corresponding open items were found in contract accounts receivable and payable. If you want to analyze in more detail which items or business partners are involved in specific differences, start report RFKKOP04 with the relevant reconciliation account as current 01 list.

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IMG Contract Accounts Receivable and Payable

a

Basic Functions

Postings and Documents

[~\

j— -

_

Basic Settings

If,

Maintain Central Settings for Posting

iQr

Maintain User-Specific Posting Settings

&

Maintain Document Number Ranges

Document

— Qr* Qi C$> —

Maintain Document Assignments Maintain Document Types and Assign Number Ranges

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Maintain Default Document Types for

Screen Preparations _ _ | Seject Fields to be Hidden (at client level)

— L* '-£> I— Qr

_

Define Screen Variants for Document Posting Select Screens to be Hidden for Screen Variants

Figure 98: Documents: Customizing (1)

In the central posting settings, you can specify the functions you want to be used for posting and processing documents. Whether or not the functions entered are required (such as installment plans, collective invoices, interest postings during clearing and so on) depends on the business transactions that are processed. Certain settings for document entry, such as the entry variants, release to cross-company code postings and to foreign currency postings, as well as tax information for account display are stored in the central user settings.

To configure the documents, the document number ranges must be assigned, document types defined, certain document type specifications for business processes and screen variants must be defined.

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M

UQ.

Include own Fields in Detail Screens

L|~\

Define Screen Variant for List Entry of Business Partner Items

L[~\

-a.m<* [~jÿ

S I—

Define Screen Variant for List Entry of General Ledger Items Default Values Define Default Values for Document Entry

Maintain Rules for Reconciliation Key Default Values

E Maintain Reconciliation Groups for Default Values |

Integration

iFM I— B

General Ledger Accounting _

Define Posting Specifications for General Ledger T ransfer

Figure 99: Documents: Customizing (2)

The posting keys for credit and debit items, as well as the document type for posting the G/L account when the totals records are transferred to the general ledger (FI-GL) are stored in the posting specifications for the general ledger. It must be possible to post the document type on an intercompany basis. The transfer accounts for the general ledger transfer must also be entered here.

Prerequisites: •

•

The required general ledger accounts must be created (go to the IMG structure and select Financial Accounting — > General Ledger Accounting — > G/L Accounts). The necessary document types must be maintained (go to the IMG structure and select Financial Accounting * Financial Accounting Global Settings *• Document > Document Header).

—

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—


—

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Lesson Summary You should now be able to: • Explain the concept of the integration into the general ledger, and know how to process and reconcile the transfer.

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Lesson: Account Balance Display

IPS510

Lesson: Account Balance Display Lesson Overview This lesson gives you an overview of the functions of the account balance display and your customer-specific enhancement options.

mn


Navigate to the account balance display and configure it for your needs.

Business Example

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Account Display: Initial Screen Business partner Contract account Contract Company code

Criteria are combined using 'and' logic.

Only items for Installment plan Reference

List types are defined in Customizing and can be displayed (and changed) using the "Details" button._

List type List type

I Detail|

Additional selections User-specific selection

I

Selection criteria

List display

-

F

A user can enhance the selection criteria and store these settings in his/her user master record.

Line display (variant) Sorting variant

The line layout variant is defined in Customizing. The line variant determines which fields are to be displayed, and the sorting variant defines how the

Initial screen

items are sorted.

Figure 100: Account Balance Display

FI-CA through its account balance display functionality enables quick and comprehensive account information to be obtained regarding open, cleared, or statistical items.

The display functionality is flexible in that search criteria can be defined and maintained by and for the individual user. Through the use of additional ‘selection criteria’ the user can further refine the search parameters. For example, a user might wish to search for items within a specific dollar amount range. This could be done by maintaining the amount “search range" accordingly.

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List types determine which type(s) of of line items are displayed with the account balance, such as open items, cleared items, additional business partner items, and so on. They also determine which types (if any) of statistical items should appear, and which document category to search by.

If a sorting variant is not specified, the system will use the first 6 fields defined in the line layout variant for sorting (ascending order). User parameter 814 selects the last setting of ‘normal’ versus “reduced” initial screen (i.e. selection screen where parameters are entered prior to actually viewing an account balance). User Parameter 815 saves the last recorded initial “list display” screen, but will be overwritten if parameter 810 is active. IMG

PD

Line Layout Variants

1

jAtol

1

Subsequent Variants

|] J Standard account

w nn i A12|

Contract/account

/ IM

[ Contract/account/document |A13 1|

A13| 2ÿ | Contract/account/line item ]

\

Line Layout Variant Type

Figure 101: Line Layout Variants

Each line layout variant must either be defined as a “totals” variant or a “line-item” variant.

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Figure 102: Account Balance Display: Structure of Totals Variant

This example of summarization at document level can be useful for the summarized document display of items from several contracts as well as for the due dates of a budget billing plan in IS-U. This means that, for every due date, you can view a customer's total budget billing amount.

ID

Additional features in the account display:

■ Sort, find, total ■ Change line layout: add field to line layout; list viewer ■ View clearing history ■ View interest supplement

■ View installment plan and/or source receivables ■ Dunning, returns history ■ View master data (business partner, contract account, contract object)

■ Send account information ■ Write-off ■ Period restriction for item selection ■ Context menu can be called

Figure 103: Account Balance Display: Further Functions

Restriction of Item Selection'. If you select the button Period for Item Selection (F7) on the initial screen of the account balance display, you can restrict the period that the system uses for selecting the items in the account balance.

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Context Menu in the Account Balance: You can call up a context menu by clicking on the right mouse button when the cursor is on an item in the account balance. In events 1247 and 1248, you can adjust the functions of the context menu to meet your requirements or add to them.

mn

In the account balance display events, you can make different installation-specific changes/enhancements: 1200 1201 1203 1205 1206 1207 1208 1209 1210 1211 1212 1213 1214 1215 1217 1230

Account Account Account Account Account Account Account Account Account Account Account Account Account Account Account Account

Balance: Set Header Data Balance: Display Contract Data 1 _CD Balance: Status Icons / Colors Balance: Supplement Data Balance: Name and Execute Additional Functions Balance: Output Header Data Balance: Output Address Data Balance: Key Balance: Add Selection Specifications Balance: Change Hit List and Totals Balance: Change Chronology Balance: Chronology - Modify Output Balance: Navigation List of Contracts Balance: Overview of Budget Billing Plans Balance: Output Header Data (ALV) Balance: Short Form: Supplement Data

1

-

Figure 104: Account Balance Display: Events

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SAP Menu

C3

W-CA

Account

0

Account Balance

Transaction FPSNAP

Account Balance Snapshot

Business Partner

0

r

)

to

Update Run

Settings

Run this regularly

Business Partner tor Snapshots Business Partner Creation Date 100004711

05/18

100004712

05/18.

Do Not Use

□ □

Database for Snapshots

Figure 105: Creating Snapshots

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For business partners whose contract accounts have a larger number of items, you can create the account balance display from a previously selected set of items (a snapshot). Reading the items in the account balance for a business partner with a large number of items usually takes up a lot of time. To avoid long response times, you can use this report to preselect items for particularly large partners and display them in the account balance instead of the current list. To do this, you must enter the business partner with many items in the implementation guide for Contract Accounts Receivable and Payable under Basic Functions — > Account Balance Display > Define Business Partner for Creation of Snapshots. This setting is one of the current system settings and, therefore, you can access it in the menu under Current Settings ( Business Partner for Snapshots).

—

In order to ensure that the account balance is up-to-date, you should update this balance at regular intervals.

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Figure 106: Displaying Snapshots

When you call up the account balance display, the system checks whether a unique business partner can be determined from the selection conditions.

If the system has determined a business partner and a snapshot exists for this business partner: • • •

2011

The system imports this snapshot The system checks the current selection conditions The system displays the result in the list with corresponding information that the data is not up-to-date and with the date of the snapshot.


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If you are in a snapshot display, you can deactivate the snapshot from the menu via Account Balance ► Current Status. The system then reads the current data.

—

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5

Basic Functions

_ ] _

Account Balance Display

B<2> LB

—

|

[5

I ! B '•ij’Q> "

j- B

List Category

Define Line Layout for Account Balance Display

Maintain Sorting Variants Define Proposal for Line Layout Select Fields for Search Function Choose Fields for Selection Function Select Fields for Sort Function

“

[5 Q>

Select Additional Fields to be Displayed

Define Account Balance Roles

,150 L 15 Q L

5 ($>

Define Business Partner for Creation of Snapshots

Assign Transactions for Account Balance Display

Set Budget Billing Display

Figure 107: Documents: Customizing

Search function: The VRGNG (transaction) field is made up of the main transaction and subtransaction fields, and enables you to search for items with specific main and subtransactions by entering a single selection criterion. You can also use the fields CPUDT (entry date) and CPUTM (entry time) for searching and displaying information. Assign transactions for account balance display: Business partner items are not saved for some documents (such as payment documents). Text is not displayed in the account balance display for these transactions. However, you can define dummy transactions in this activity, depending on the clearing reason. This ensures that a text appears in the account balance display. The texts for these transactions are then displayed.

Special feature for IS-U in line layout: Fields OPBEL KK RG and AUGBLKKRG. If the document item was created during IS-U invoicing, the print document number is displayed. It is prefixed by the letter “D”. If it is a “normal” posting document, it is prefixed by the letter “F”. At the same time, the clearing number of the document is entered in the Clearing Document Number field. This enables you to replace the different FI-CA document numbers that are generated during invoicing with a universal document number. Budget billing display represents another IS-U feature: The indicator “No Clrd Budget Big” allows you to hide invoiced budget billing plans and allocated budget billing amounts.

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Exercise 2: Analysis of Contract Accounts Exercise Objectives After completing this exercise, you will be able to: • Analyze contract accounts.

Business Example One of your business partners calls and requests information about his/her account balance.

The business partner wants to see all his/her account transactions.

Task: Account Balance Display

1.

Display all open items for your business partner.

Which line layout variant do you choose?

2.

Change the display to show all the statistical and non-statistical open items.

Which list type do you choose now?

Which items are also shown using this list type?

2011

3.

Branch from the display of an installment plan receivable to the display of the source receivable(s). Describe your actions.

4.

Go back to the initial screen of the account balance display, choose the list type All items and display the payment list. Which receivable cleared the payment from the payment run?


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Solution 2: Analysis of Contract Accounts Task: Account Balance Display 1.

Display all open items for your business partner.

Which line layout variant do you choose?

a)

2.

Choose Financial Accounting — > Contract Accounts Receivable and Payable > Account > Account Balance

—

—

List Type:

Standard - All Open Items

Line layout:

Standard Line Layout - Account Display

Change the display to show all the statistical and non-statistical open items.

Which list type do you choose now?

Which items are also shown using this list type?

a)

Choose list type: Open items (stat. and non-stat.) All additional installment plan receivables and dunning charges receivables are displayed.

3.

Branch from the display of an installment plan receivable to the display of the source receivable(s). Describe your actions.

a)

Double-click on an installment plan receivable. In the source receivable display, follow the menu path Environment > Source Items —> For Installment Plan. Alternatively, you can choose the Installment Plans button (cntrl + 9) and display the source receivables via Environment > Source Receivables (Account Display) .

—

—

4.

Go back to the initial screen of the account balance display, choose the list type All items and display the payment list. Which receivable cleared the payment from the payment run? Continued on next page

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a)

Choose the Payment List tab in the item display. Determine the payment run and choose the button at the start of this line to display the detail view.

The payment has cleared other receivables and installment plan items.

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Unit 2: Documents

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Lesson Summary You should now be able to: • Navigate to the account balance display and configure it for your needs.

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Lesson: Exercise on accounting integration

IPS510

Lesson: Exercise on accounting integration Lesson Overview

m

Lesson Objectives After completing this lesson, you will be able to: • •

Transfer postings in the FI-CA subledger to the general ledger. Find and analyze the postings that you have transferred.

Business Example Your administration wants to transfer the documents posted in PSCD periodically to the general ledger to carry out the relevant reporting. Execute this function and check the transfer in the general ledger (FI-GL).

Task 1: First you must close your reconciliation key “GROUP##”. • • • • •

DOCUMENT To do this, follow the menu path POSTING RECONCILIATION KEY -*ÿ CLOSE. On the selection screen, enter your reconciliation key “GROUP##”. After you confirm using Enter, you must choose “Close”. Choose “Yes” in the dialog box. You can use this activity to make no more additional postings under this reconciliation key.

Task 2: Execute the periodic activity to transfer documents to the general ledger. Choose PERIODIC PROCESSING FORWARD POSTINGS -»• EXECUTION > TRANSFER TO GENERAL LEDGER. On the selection screen, enter your reconciliation key from above and your company code (0001). Set the “List of Documents Created” indicator. Choose “Yes” in the dialog box. You can do this in a test run first and then you can start the update run.

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Task 3: Display the general ledger document. • • • • •

132

To do this, go to the SAP menu (Ctrl+Fl 1): ACCOUNTING -> FINANCIAL ACCOUNTING -> GENERAL LEDGER -ÿ DOCUMENT > DISPLAY. Choose “Document List” and enter company code (0001 ), the reference key “GROUP##*” (do not forget the star *) and choose “Execute”. Double-click the document that is displayed. Display the line items and the document header information. Note the header field “Reference key” in particular. Go to PSCD - documents from the general ledger document by following the menu ENVIRONMENT > DOCUMENT ENVIRONMENT > ORIGINAL DOCUMENT.

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M

Lesson Summary You should now be able to: • Transfer postings in the FI-CA subledger to the general ledger. • Find and analyze the postings that you have transferred.

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Lesson: Public Sector Requests Lesson Overview This lesson will teach you about the special features of the master data objects within the PSCD solution

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Post requests in FI-CA

Business Example You want to post requests and to set up periodic recurring receivables with standing requests. Some revenues require short-term waivers. The short-term waivers should be monitored by a clarification list.

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Standing Request

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- Workflow

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Figure 108: Requests - Overview

Requests are used to make it easier to post customer invoices or vendor invoices. If you want to set up a principle of dual control for requests in your company, you can trigger a workflow if an approval is required to create, change or cancel requests.

Once requests have been approved, contract accounting documents are created. One request document and (one) contract accounting document(s) are created for each request.

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In Customizing, you can choose whether you want the FI-CA document to be created directly or in a separate process step. The 'Create Documents from Requests' function is available for this. Requests are grouped in the request classes 'Request', 'Standing request' and 'General request' that are defined in the system. You can go from the editing transactions for requests to the request list where you can see the documents that have already been posted for a request. In addition, you can go from a contract accounting document to the relevant request. Up to now, the request types 'Request' or 'Acceptance request' and 'Payment request' are predifined by the system. In ERP2005, you can define request types in Customizing yourself. For each request type, you can choose the plus/nrinus sign and the document type that you want the document that is created to have. You can also choose whether you want an individual document to be created for each request item.

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Figure 109: Acceptance Request and Payment Request

The transaction for editing requests is a single-screen transaction.

In the top screen area, you can choose whether you want to display a request or to create a new request. You can also create a new request using a reference request. When you create a request, you must specify the request type. In the middle screen area, the system displays the header data of the request including the data that is forwarded in the header of the generated FI-CA document, for example, the posting data and the document type.

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In the lower screen area, the request items are specified. Unlike the FI-CA document, the entry is line-related, that is, one request line contains a business partner item with the relevant G/L account line item. As a result, the assignment between the business partner item and the G/L account line item is always unique. The fields where you need to make an entry are company code, business partner, contract account, contract, main transaction, subtransaction, due date for net payment and amount. The G/L accounts, FM account assignment and CO account assignment are derived as for the FI-CA document. In a request, you can enter items for several business partners and even for several company codes. If you always need to enter similar requests, you can create a request template for these requests to reduce the amount of work involved. When you create a new request, you can use this template by calling the 'Create with Template' function. When you create using a template, you can use existing requests as well as the request template.

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| 02/15g002 T | 02/15/2002 I |DR|

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Document Type

S33E Due Period Due Date

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Mtrans SubTrans Amount Item Text Contract B Partner 100,- Rent 0100 501001234567 4030 BP1

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>.06.2002

Figure 110: Standing Request - Overview

Using standing requests is a labor-saving method that you can use to map business transactions that you want to convert to frequently occurring dates in contract accounting documents. You can enter standing requests for acceptance requests and payment request.

The standing request acts as a posting template that contains all the relevant data for creating documents periodically.

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In the execution data, you must enter the first and last execution date. You can also specify that there is no end date for the standing request. In addition, you must specify how frequently you want the standing request to be carried out in the specific time period. Currently, SAP provides the following default intervals: Daily Weekly Monthly Last day of the month Yearly

• • • • •

You can use special dates to exclude certain dates from the execution or to create additional documents.

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BPartner

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Contract I Mtrans 501001234567 1 4030

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Figure 111: Standing Request - Versions

You can change standing requests by creating different versions for a standing request. In the versions, you can specify different execution dates and/or posting dates for a standing request.

The execution dates of the versions must not overlap. If the execution dates of the versions overlap, you must change one of the versions.

You can use the versions to map inventories. The first installment is entered for a certain execution date with a different amount. The second version contains the posting dates of the documents that are to be created periodically.

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Periodic Mass Run Standing Request Req. No.

FI-CA Doc.

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Update History Figure 112: Standing Request - Creating Posting Documents

You can use the function for creating posting documents from standing requests to create contract accounting documents periodically from the posted standing requests. When you call the function, the program selects all standing requests that should be executed in the specified time period.

To restrict the number of standing orders by the due dates or the request numbers, go to the tab page for the date and fiscal code number.

In one run, the program creates a contract accounting document for each standing request and due date. If several execution dates for a standing request fall in an execution time period, the system creates several contract accounting documents with the different due dates for the standing request.

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Figure 113: General Requests

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You use general requests if you expect the same type of incoming or outgoing payments, but their amounts are not yet fixed. For example, you can enter general requests for the incoming payments due to administration and usage charges or a general payment request for telephone charges. The general request simplifies the administration run because a payment can be made without a concrete payment request in a particular case.

You can also use general requests to map participation in the debit memo collection procedure. You can connect a workflow to approve general requests.

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Request number

Internal/External (Customizing)

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Document Header Doc. date Reference Status

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Validity date

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Figure 114: General Request

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Incoming Payment

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Electronic Bank Statement

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Note to payee Amount

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BPartner Ftems CCode BPartner CtrAcct Contract MTra/SubT Amount

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Figure 115: General Request - Payments

For incoming payments or outgoing payments, the system uses the electronic bank statement or cash desk to recognize that the payment is bing made due to a general request.

The payment is first posted as a payment without debit, just as a payment on account. So that the system recognizes that it is a payment due to a general request, it saves the combination main transaction 0050/subtransaction 0100 internally once it can assign a payment to a general request.

The system determines the main transaction and subtransaction that is actually saved in the payment document from the IMG activity 'Assign External Transactions'. The system transfers the account assignment from the general request for the master data.

You can set whether you want the system to use the contract object or the classification key to assign the general request for the incoming payments and outgoing payments.

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M

Periodic Mass Run Standing Request Req. No. BPartner

1 10

Amount

1st Due Date | Last Due Patti

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Due Date To From Rq. No To Req. No.

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Update History Figure 116: Standing Request - Generate Posting Documents

You can use the function for generating posting documents from standing requests to generate periodic contract accounting documents from the posted standing

requests.

When you call the function, the program selects all standing requests that you want to be executed in the specified time frame. To restrict the number of standing requests by the due dates or the request numbers, go to the tab pages for the date and the request number.

In one run, the program generates one contract accounting document for each standing request and due date. If there are several execution dates for one standing request in an execution period, the system generates several contract accounting documents with the different due dates for the standing request accordingly.

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Selection

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Figure 117: Worklist: Approving Requests

You can approve requests using the workflow and using a worklist.

In Customizing, you can define what classes and types of requests should be approved using the worklist. Event 5510 was extended for a customer-specific differentiation between the approval using the worklist or the workflow. In addition, for event 5510, you can now suppress the entry of a reason for approval when the workflow is started.

Additional Functions

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Print request - correspondence type 0039 Enter notes (transfered to the documents) Set payment blocks, dunning blocks, interest blocks and clearing blocks (transfered to the documents) Enter documents for each request item Specify a tax code that contains several tax rates Fill the “Classification Key” field in the request items Display requests in the account balance Approve requests using the workflow and using a worklist Use BAPIs to edit requests


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For requests, standing requests and general requests, you can: •

• •

•

•

•

•

m

Print requests. To print a request, all the header data of the request and all request items are available with additional information about the business partners and the contract accounts. To print standing requests, all execution data and special dates are available. Enter notes for request. If you create documents from the requests, the notes are transferred to the notes for the documents. For the request items, set the payment blocks, dunning blocks, interest blocks and clearing blocks that are transferred to the documents when they are created. However, you can only set one blocking reason and one validity time period for each request item and block. If you create requests with many lines and, under certain circumstances, with several business partners and contract accounts, this can lead to extended documents that can no longer be displayed clearly. Therefore, you can now create documents from requests for each request item. You can define the corresponding specifications in Customizing for requests for each request type. Enter requests with a tax code that contains several tax rates. The calculated tax amount that is displayed in the request item is the total of the amounts of the individual tax rates. Fill the new field 'Classification Key' in the request items if you have activated the standard enhancement for the classification key. Since the classification key is a header field of the document, you can only enter different classification keys in a request if you create documents for each request item. Display requests in the account balance by defining relevant function modules for events 1203, 1209 and 1211.

Requests: BAPIs BAPIREQUESTADDLINEITEMS

BAPI: Add request items

BAPIREQUESTADDPERIODS

BAPI: Add execution time periods for request BAPI: Add special dates for request

BAPIREQUESTADDSPECIALDATES

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BAPIREQUESTCHANGE

BAPI: Change request

BAPIREQUESTCREATE

BAPI: Create request

BAPIREQUESTDELETE

BAPI: Delete request

BAPIREQUESTDELETEPERIODS

BAPI: Delete execution time periods of a request


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BAPI_REQUEST_DELLINEITEMS

BAPI: Delete request items

BAPI REQUEST DELSPECIALDATES

BAPI: Delete special dates of a request

BAPIREQUESTEASYCREATE

BAPI: Create request with template

BAPIREQUESTGETDETAIL

BAPI: Read request

The following BAPIs are available for editing requests. IMG

PQ

Request Class

Request Type

Number Range Interval

Request

Payment Request

Request Type

•H Doc. Type

Payment Request Figure 118: Customizing

In Customizing for the requests, you must define a number range interval for each combination of request class and request type. In addition, for each request type, you can define which document type is used as a default value when a request is entered. In Customizing for the contract accounts receivable and payable, there is an IMG activity in which you can define default values for the clearing documents for general requests. You can find this IMG activity under 'Define Specifications for Clearing Documents for General Requests'. If you want the system to automatically clear the contract accounting documents with the payments, you must select the relevant field in the IMG activity 'Define Basic Settings for Document Creation'.

As of Release ERP 2005, you can define the request types in Customizing yourself. For each request type, you can choose the plus/minus sign and the document type that you want the document that is created to have. You can also choose whether you want an individual document to be created for each request item.

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Exercise 3: Public Sector Requests Document Entry Exercise Objectives After completing this exercise, you will be able to: • Post requests and standing requests • PSCD - Create documents from standing requests • Remit or waive receivables.

Business Example You want to post some receivable types in your administration directly in PSCD using acceptance requests and payment requests with an approval step. You want to use the request function from PSCD to do this. You suggest using requests in PSCD. In addition, you must map periodic recurring receivables for which the standing request function is available.

Task 1: Enter an acceptance request of 50.00 EUR for your contract object for parking charges. 1.

Enter an acceptance request of 50.00 EUR for your contract object for parking charges.

- Go to POSTING -> REQUEST -> EDIT REQUEST. - Use the request category “Acceptance request” and choose “Create” to enter the data for the request.

- Do not change the values that were proposed by default. - Enter company code 0001, your business partner and the contract object for parking charges.

-For the due date, choose today's month plus one month (DD/MM+l/YYYY).

- Enter the main transactioin and the subtransaction “4010/0400” and an amount of 50.00 EUR.

- You can create a note for the request by choosing “Edit Note”. Save your request.

Make a note of the request number: Continued on next page

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BUKR SBusiness partner 0001

Con¬ tract Account

Your BP

Con¬ tract object

Amoui tDue date

Park- 50,00 ing charges

Main transaction

Sub- Petrans- riod ackey tion

DD/ 4010 0400 MM+1 /YYYY

YYYY

Task 2: Approve the acceptance request. 1.

Approve the acceptance request.

- Go to Posting — > Request — Approve Request (FKKORDA) - Choose “Execute”. - Due to the principle of dual control, you cannot release your own ►

request. Therefore, release the request of your neighboring group, for example, group 01 releases the request of group 02 and vice versa (03 <-> 04 and so on...). Select the line with the relevant request.

- Choose “Clarify”. - Approve the request using the “Approve” pushbutton. Task 3: Enter a standing request of 30.00 EUR for childcare contributions on a monthly basis beginning on the first of this month. 1.

The month of December is excluded because your business partner informs you that he is on holiday in this time period.

- Go to POSTING REQUEST EDIT STANDING REQUEST. - Use the request category “Acceptance request” and choose “Create” -ÿ

-ÿ

to enter the data.

- Leave the other entries that were set by default. - In the execution data for Version 001, you can enter the first of the current month as the first due date.


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- Choose “No End Date” and enter “Monthly” as the frequency and “1" as the interval. Choose “ Special Date” and exclude the first of December of the current year from the execution.

Enter company code 0001, your business partner and the contract object for childcare contributions, the main and subtransactions “4010/0200” and the amount 30.00 EUR. Make a note of the document number of the standing request:

First Due Date

Last Due Date

Ol/MM/Y'V YY BUKRS Busi¬ ness partner 0001

No End Date

Fre¬ quency

Interval

Special Date

Yes

Monthly

1

01/12/YYY

Con¬ Con¬ tract Ac¬ tract count object

Your BP

Child¬ care contri¬ butions

Amount Main trans¬ action

Subtrans¬ action

30,00

0200

4010

Task 4: You want to create the FI-CA document from the standing requests. 1.

You want to create the FI-CA document from the standing requests. Go to Posting — > Request from Standing Requests

— > Create Documents — > Create Documents

Choose the current date as the date ID and AO## as the identification.

Now enter the criteria for selecting the standing requests from which you want to create FI-CA documents. Enter your business partner and the company code ”0001”. On the “Date and Request Nos” tab page, enter the date DD/MM+l/YYYY in the “ Consider Due Dates Until” field. On the “ Log ” tab page, choose the problem class “ Additional Information ”.


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Save your entries and choose “ Schedule Program Run”. Choose the option “ Background - Start Immediate” and confirm your entries. After the program has run, you can check the documents by choosing

“ Application Log ” on the “ Log” tab page and going to the messages. Make a note of the document numbers:

Task 5: You want the amount for childcare contributions to be adjusted as of two months from the current month. Your citizen must now pay 40.00 EUR instead of 30.00 EUR. 1.

For this reason, you must change the standing request.

- Go to POSTING REQUEST EDIT STANDING REQUEST. - Enter the number of your standing request and choose “Change”. - Choose “Create execution period”. -ÿ

-ÿ

Enter the new execution version for childcare contributions on a monthly basis starting from 01/MM+2/YYYY.

- In the execution data for Version 002, you can enter 01/MM+2/JJJJ as the earliest due date.

- Choose “No End Date” and enter “Monthly” as the frequency and “1” as the interval.

- Choose “Special Date”. - Confirm that you want the relevant dates to be delimited. - The posting dates are proposed from Version 001. Change the amount to 40.00 EUR.

First Due Date

Last Due Date

01/MM+2/’ 'YYY

No End Date

Fre¬ quency

Interval

Yes

Monthly

1

Special Date


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BUKRS Busi¬ ness partner 0001

2011

Your BP

Con¬ tract Ac¬ count

Con¬ tract object

Amount Main transac¬ tion


40,00


4010


0200

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Solution 3: Public Sector Requests Document Entry Task 1 : Enter an acceptance request of 50.00 EUR for your contract object for parking charges. 1.

Enter an acceptance request of 50.00 EUR for your contract object for parking charges.

- Go to POSTING -*• REQUEST — > EDIT REQUEST. - Use the request category “Acceptance request" and choose “Create" to enter the data for the request.

- Do not change the values that were proposed by default. - Enter company code 0001, your business partner and the contract object for parking charges.

- For the due date, choose today's month plus one month (DD/MM+l/YYYY).

- Enter the main transactioin and the subtransaction “4010/0400” and an amount of 50.00 EUR.

- You can create a note for the request by choosing “Edit Note”. Save your request.

Make a note of the request number:

BUKR sBusiness partner 0001

a)

Contract Ac¬ count

Your BP

Con¬ tract object

Amour tDue date

Park- 50,00 ing charges

Main transaction

Sub- Petrans- riod key action

DD/ 4010 0400 MM+1 /YYYY

YYYY


Task 2: Approve the acceptance request. 1.

Approve the acceptance request. Continued on next page

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- Go to Posting — > Request — > Approve Request (FKKORDA) - Choose “Execute”. - Due to the principle of dual control, you cannot release your own request. Therefore, release the request of your neighboring group, for example, group 01 releases the request of group 02 and vice versa (03 <-> 04 and so on...). Select the line with the relevant request.

- Choose “Clarify”. - Approve the request using the “Approve” pushbutton. There is no solution.

a)

Task 3: Enter a standing request of 30.00 EUR for childcare contributions on a monthly basis beginning on the first of this month. 1.

The month of December is excluded because your business partner informs you that he is on holiday in this time period.

- Go to POSTING REQUEST — > EDIT STANDING REQUEST. - Use the request category “Acceptance request” and choose “Create” ->

to enter the data.

- Leave the other entries that were set by default. - In the execution data for Version 001, you can enter the first of the current month as the first due date.

- Choose “No End Date” and enter “Monthly” as the frequency and “1" as the interval.

Choose “ Special Date” and exclude the first of December of the current year from the execution.

Enter company code 0001, your business partner and the contract object for childcare contributions, the main and subtransactions “4010/0200” and the amount 30.00 EUR. Make a note of the document number of the standing request:

First Due Date

Last Due Date

Ol/MM/YT YY

No End Date

Fre¬ quency

Interval

Special Date

Yes

Monthly

1

01/12/YYYY


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BUKRS Busi¬ ness partner 0001

Con¬ Con¬ tract Ac¬ tract count object


Your BP

Amount Main trans¬ action


30,00

0200

4010


a)

Task 4: You want to create the FI-CA document from the standing requests. 1.

You want to create the FI-CA document from the standing requests.

—

Go to Posting * Request from Standing Requests

—

►

Create Documents

—

>

Create Documents

Choose the current date as the date ID and AOkn as the identification. Now enter the criteria for selecting the standing requests from which you want to create FI-CA documents. Enter your business partner and the company code “000 7”. On the “Date and Request Nos” tab page, enter the date DD/MM+l/YYYY in the “ Consider Due Dates Until” field. On the “Log ” tab page, choose the problem class “ Additional Information ”.

Save your entries and choose “ Schedule Program Run'.

Choose the option “Background - Start Immediate” and confirm your entries. After the program has run, you can check the documents by choosing

“ Application Log ” on the “Log" tab page and going to the messages. Make a note of the document numbers: a)


Task 5: You want the amount for childcare contributions to be adjusted as of two months from the current month. Your citizen must now pay 40.00 EUR instead of 30.00 EUR. 1.

For this reason, you must change the standing request. Continued on next page

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- Go to POSTING REQUEST — > EDIT STANDING REQUEST. - Enter the number of your standing request and choose “Change”. - Choose “Create execution period”. ->

Enter the new execution version for childcare contributions on a monthly basis starting from 01/MM+2/YYYY.

- In the execution data for Version 002, you can enter 01/MM+2/JJJJ as the earliest due date.

- Choose “No End Date” and enter “Monthly” as the frequency and “1” as the interval.

- Choose “Special Date”. - Confirm that you want the relevant dates to be delimited. - The posting dates are proposed from Version 001. Change the amount to 40.00 EUR.

First Due Date

Last Due Date

01/MM+2/’ fYYY BUKRS Busi¬ ness partner 0001

a)

2011

No End Date

Fre¬ quency

Interval

Yes

Monthly

1

Con¬ tract Ac¬ count

Your BP

Special Date

tion


4010

0200

Con¬ tract object

Amount Main transac¬


40,00



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Lesson Summary You should now be able to: • Post requests in FI-CA

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Lesson: Exercise on General Requests

IPS510

Lesson: Exercise on General Requests Lesson Overview This unit is intended to give the participant an overview of the transactions in contracts accounts receivable and payable. It explains that transactions are one of the main account assignments in a request or document. It documents which aspect of a business transaction or process the line item entry is based on.


Create general requests Update the relevant revenue/expense during the incoming payment from the general requests.

Business Example Your administration uses general requests to manage parking charges. The approvals are not sent until the payment has been made. You want the revenues to be automatically posted with the payment.

Task 1: First post a general request for the contract object for parking permits.

Go to POSTING REQUEST EDIT GENERAL REQUEST. Choose the request category “Acceptance request” and choose “Create”. For the request items, enter company code “0001”, your contract object for parking permits, main transaction “4010” and subtransaction “0400”. Save the general request. -ÿ

• • •

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Task 2: The citizen pays his parking permit using the cash journal with reference to the contract object number for the parking permit. • • • •

Go to the cash journal (branch: CD; cash desk ##) In addition to the general specifications for postings, you must enter an amount of 20.00 EUR and set the “Post on account” indicator. Enter the number of your contract object for parking permits in addition to the selection category “O contract object” and choose “Post Item”. Check the document using the account balance for the relevant contract object. What is the main transaction and subtransaction of the document?

Task 3: Use the mass activity “Create documents from mass activity” to create the revenue posting from the payment document.

• • •

•

•

Go to POSTING -*• REQUEST -> GENERATE DOCUMENTS -*ÿ FROM GENERAL REQUEST. Execute the program for the current date with the identification AA##. First maintain the general criteria for the distribution run: Enter the contract object for parking permits and deactivate the simulation run. To understand problems better, set problem class “4 Additional information” on the “Logs” tab page to obtain additional information. Then save your settings. Choose “Schedule Program Run”. You can leave the default values unchanged, choose “OK” and then “Continue” until the run status changes to “Update run already completed”. You can check the results in the application log.

Task 4: Check the document chain. Go to POSTING -> REQUEST -> GENERATE DOCUMENTS REPORTING -» DISPLAY DOCUMENTS GENERATED FROM GENERAL REQUESTS. Enter your contract object for parking permits and choose “Execute". This report evaluates the debit entries that the system has generated for payments that it can assign to a general request. As a result, you can check how many payments have already been included in a general request, for example.

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Lesson: Exercise on General Requests

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M

Lesson Summary You should now be able to: • Create general requests • Update the relevant revenue/expense during the incoming payment from the general requests.

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Unit Summary

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Unit Summary You should now be able to: • Explain the concept of the documents and the processes in Contract Accounts Receivable and Payable • Explain the specific structure of PSCD documents and the configuration of document types. • Post documents in PSCD and know the special functions for document entry in contract accounts receivable and payable. • Carry out manual postings Use the account balance function • • Explain the concept of the integration into the general ledger, and know how to process and reconcile the transfer. • Navigate to the account balance display and configure it for your needs. • Transfer postings in the FI-CA subledger to the general ledger. • Find and analyze the postings that you have transferred. Post requests in FI-CA • • Create general requests • Update the relevant revenue/expense during the incoming payment from the general requests.


2011

Unit 3 Transactions and Account Determination Unit Overview This unit gives you an overview of the structure of main transactions and subtransactions as well as general ledger account determination and tax determination.

Unit Objectives After completing this unit, you will be able to:

Know the definition and structure of transactions. Configure the automatic general ledger account determination in FI-CA. Explain the special tax determination functions in contract accounts receivable and payable. At the end of this lesson you will know about the special features in the US tax determination.

Unit Contents Lesson: Lesson: Lesson: Lesson:

2011

160 Structure of Transactions 166 General Ledger Account Determination 173 Tax Determination USA - Tax Jurisdiction Code (Only relevant for US training)....177


159


IPS510

Lesson: Structure of Transactions Lesson Overview This lesson gives you an overview of the functions of the main transactions and subtransactions in Contract Accounts Receivable and Payable.

mn


Know the definition and structure of transactions.

•

Business Example

mn

• Allocation to internal transactions

SAP Internal Main

Main

Trans.

Trans. Allocation

? ♦

Sub-

Trans¬ action

Trans. • Account Determ. ■

■

VAT Determination Additional Account Assignment

• Attributes

-

-

Debit/Credit Interest Key Statistical/Non-Statistical

_

SAP

Internal Sub-

Trans. • Default setting by SAP

Transactions explain the business transaction,

upon which the posting of a document line item is based Figure 119: Operations

A transaction is a combination of main and sub-transactions.

The texts allocated to the main and sub-transactions explain the corresponding business transaction and are available in the correspondence. The main transaction controls the determination of receivables and payables accounts.

The sub-transaction controls revenue account determination, determination of the tax determination code, and of information about any additional accounts (business area, CO account assignment data).

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Lesson: Structure of Transactions

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FI-CA and industry-specific versions use internal main and sub-transactions that are assigned by various business processes and that control these processes. These internal transactions are assigned to installation-specific, defined transactions.

If all FI-CA functions or industry solutions are used, internal transactions represent the minimum of transactions. In addition to this, for manual posting, you can maintain any number of transactions that do not correspond to internal transactions.

Transactions in FI-CA must be specified by characteristics such as debit/credit indicator, interest key, statistic indicator, etc. These characteristics are automatically transferred to the document during posting.

M Assignment of External Transactions

Appl. Area Internal Main Internal Sub

to Internal Transactions Name

External Main External Sub

Name

0010

0100

Interest

5010

0100

Interest

0010

0120

Dunning charges

5010

0120

Dunning charges

0100

Return charge 1

5040

0100

Return charge 1

0040

\ Internal main transactions and subtransactions. They are used as default in the system.

The customer can rename the external main and subtransactions. The names defined ere are used in the parameterization table

Figure 120: Assigning Main Transactions and Subtransactions

Internal transactions are those transactions which take place within FI-CA and its industry-specific versions. The main examples of these transactions are charges, interest, payments on account, clarification postings, and so on. These main and subtransactions thus serve to provide parameters needed for the posting of these ‘internal’ transactions.

P

Hint: You must assign an 'ID' to each entry in this table, even if you have decided not to give the transactions new names. (For example, if you do not want to give a new name to main transaction 0010 subtransaction 0100, you must make identical entries in the fields for the external assignment).

These internal transactions are hard-coded. Do NOT delete them.

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Main transactions and subtransactions are used to identify items based on their type (such as interest and charge) as well as the business process from which they originated (payments, account statements, and so on).

This function links each item with a main transaction to which several subtransactions are assigned. For example, there is a main transaction “charge” and associated subtransactions “dunning charge”, “return charge”, “return charge 1”, “return charge 2”, “correspondence charge”, “installment plan charge”, and so on.

>gD

IMG FI-CA Main Transactions: Overview

Application Area

Application Area Main

Main Transaction!, 5010,

Description Charges

5040

Interest

Application Area / ... Main Transaction 5010

Subtransaction

''

Fl-CA Subtransactions Subtransaction Description

0100 0110 0120

Return Charge Install. Plan Charge Dunning Charge

NP10Q/

Main and Subtransaction: 5010/0100

C.Code/Main and Subtransaction: P100/5010/0100

Description +/- sign Due date Withholding tax Additional receivable rule

Dunning procedure Interest key Payment block

Payment Ignore

Figure 121: Maintain Main Transactions and Subtransactions

A user is free to define new entries in this table for use for transactions not defined as ‘internal’ to FI-CA. These additional main and sub entries can be used in general ledger account determination.

You can also define whether the amount entered can be negative or positive.

All postings in FI-CA contain information on the business transaction in the main and sub transactions. You can assign additional attributes to the transactions in Customizing. These attributes are copied in the business partner item when the posting is made and can influence the following business transactions.

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Transactions Acct. Display

Main Transaction Subtransactions Incoming payment

R010, T010, M010, PO-IO, ...

1090, 1091

Transactions Other Postings Transactions SD Invoice 1200

... _ account

Account maintenance maintenance, write-off. ..._

Transactions Clearing items

[

Incoming payments, outgoing payments, clearing reversal, Account maintenance, invoicing

Main Transaction Subtransactions

|

Incoming payment

Payment

Reversal

Reversal from returns

on account

Main Transaction Subtransactions Other receivables

Other receivables, other credit memos

Main Transaction Subtransactions memo

Household connection: Receivable, credit Electricity Receivable, credit Subsidiary xyz

_

memo

Figure 122: Freely Defined Transactions

Transactions for account balance display must be freely defined. These transactions are defined for documents that do not have any business partner items (reversal or payment documents). The transaction is determined using the clearing reason of the document that was cleared by these documents (reversal or payment documents). These transactions must then be defined in the posting areas R001 (IS-U), T001 (IS-T) or MOO1 (IS-M).

If documents that do not have any business partner items are cleared themselves (by reversal or clearing cancellation) , the system creates a business partner item and the clearing information can be written here. This item transaction is also determined from Customizing. The original clearing reason is also used for determination here: Posting area 1090 and/or 1091. Any sub-transactions can be specified for business transactions that are not represented in FI-CA processes. These sub-transactions are allocated to the freely-defined main transactions. This enables you, for example, to map infrequent business transactions and use them for manual posting.

For SD billing documents that are posted to FI-CA, the transactions are determined based on several characteristics of the SD billing document. Transactions can also be freely defined here: Posting area 1200.

2011


163 ET


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IPS510

No allocation in the following cases:

00

User-defined transactions for manual postings exist not correspond to an internal transaction.

and these do

A 1:1 allocation of an internal transaction to defined transaction is not sufficient.

In FI-CA interface areas, the business process is configured individually by defining user-specific subtransactions. As a result, there are no Fixed internal transactions.

Figure 123: Assigning an Internal Transaction - Defined Transaction

Examples: Customer-specific transactions: Other receivables for manual postings (6000 / 0020 in the training system) do not correspond to internal transactions. Depending on the charge schema selected in the dunning steps of a dunning procedure, dunning charges must be posted either statistically or as relevant for the general ledger. The transaction is 'allocated' to the business process (specifies, which defined transaction is used in the business process) with the option of creating l:n relationships. The rate structure of the IS-U settlement and invoicing is intended to define different rate steps that create posting-relevant invoice lines for different revenue accounts and CO account assignments. The freely defined subtransactions are included in these rate steps. Allocations cannot be made in the transaction configurations due to the customer-defined rates and subtransactions.

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Lesson Summary You should now be able to: • Know the definition and structure of transactions.

2011


165 ET


IPS510

Lesson: General Ledger Account Determination Lesson Overview This lesson gives you an overview of deriving G/L accounts in Contract Accounts Receivable and Payable.

mu


Configure the automatic general ledger account detennination in FI-CA.

Business Example

mu

Definition: Key representing a business subfunction that supports automatic determination of certain data required to create documents. This data can include account numbers, transactions and other specifications or defaults used in posting transactions and clearing transactions.

In contract accounts receivable and payable, Customizing tables are not defined for every posting area. Depending on the posting areas, tables are identified by their key and function fields. Posting areas can be called up using Customizing activities or transaction FQCO .

Figure 124: Posting Areas

The posing areas are broken down into the following areas: • •

•

Posting areas for all application areas (for example, posting area used to identify a tax account based on the tax code) Posting areas for more than one application area (for example, posting area used to determine the default values for incoming payments). You can make a number of different specifications for each application area. Application-specific posting areas - the letter of the application area is in first position

The active application area is defined in the user parameters and/or by selecting the application area.

gzr 166


2011

Lesson: General Ledger Account Determination

IPS510

You can maintain the posting areas either in transaction FQCO or in the implementation guide. Transaction FQCR: Select and output data from account determination. You can use this report to select and display account determination data from any posting area. In the list, you can use functions such as find, sort and total. If you select the entry, the system branches to display screen. You can maintain the entry by selecting Display -> Change. If you enter a search value, you can use the report, for example, to find what Customizing entry an automatically posted general ledger account was determined from. IMG

M Menu: Got/Select Key Select Key Fields Mandatory

Key Field 1 Key Field 2

Used

X

Key Field 3

X

x x

Switches to list display

Menu: Environment/Access Sequence Access Sequence Access Fieldl Field2 Field3

13 00 0 13 □□ □

m □□□

Execute:

Simulation

Figure 125: Posting Areas

You can always enter several derivation rules. If the system does not display the necessary key fields at first, call them by choosing the menu path GOTO SELECT KEYS.

—

>

Access Sequence: The system first attempts to determine an entry with the key fields that are used. If this does not work, the last key field is excluded at the next attempt. At the last attempt, only the first key field value is used. You can change this standard procedure with user-defined access sequences. To do this, you define: • •

2011

Which of the possible key fields are relevant for the determination of the G/L account In which order the system uses your key field definitions for the determination of the G/L accounts


167


IPS510

Test your customizing by clicking on „simulation“. There is also an error analysis if the derivation was not possible.

mn

c

Company Code Division Account Determination ID Main Transaction

i

Document Header

n

,

BP Item 1

GL Item 1

BP Item 2

GL Item 2

BP item n

GL Item n

1

Reconciliation Account

\

Revenue Account

Customizing Account Determination

Company code Division Account Determination ID Main Transaction Subtransaction

♦

Customizing Account Determination

Figure 126: General Ledger Account Determination 1

General ledger accounts are determined by means of standard account detennination functionality. This function uses a quantity of posting parameters and checks a special allocation table that is set up in PSCD Customizing. G/L account detennination is done via main transactions and subtransactions from the line items of postings and account detennination ID.

The account determination ID is derived from the contract account, the account determination ID of the contract object (PS-CD), or the contract (IS-U). The event for determining the reconciliation account is 1101. The event for detennining the revenue account is 1100.

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IPS510

IMG

M Select Key Fields Mandatory Main Transaction Sub transaction

Used X

X X

Acct. Determination ID

—

Maintain Reconciliation / Revenue Account Overview 1

Acct. Determ. ID Main T ransaction

Subtransaction

G/L Account

|

I

EJDL

6040

| 4010

l

140099

|

| 0120

|

| 273000 |

l

l

|

0100

140000

|

Figure 127: General Ledger Account Determination 2

The account determination ID is automatically derived from the contract account category, when an item is posted. Each individual posting in the subledger is allocated to exactly one receivables/payables account in the general ledger. A negative transfer amount is a credit, and positive amount a debit.

P

Hint: General ledger accounts used in line items for business partners (receivables, payables, down payments, etc.) must be designated as being reconciliation account category “V”. This prevents unintentional direct postings to these accounts, and thus avoids potential complication of the reconciliation process.

Revenue Account: The account determination logic for the profit and loss statement is the same as for balance sheet account determination. A subset of fields is used from the documents to determine automatically the general ledger account in which to post.

2011


169


mn

IPS510

Reconciliation

Business transaction

account

For example, interest: Main transaction 0040

Receivables

account

140580

Contract account/ contract/

contract objects Company code 0001 Division Account determination 01 ID

'

Account

■

Determination

Define account assignment data relevant for main transactions Posting area P000

Figure 128: Account Determination - Reconciliation Account

The system determines the main transaction during business partner processing based on the internal transaction and its allocation to a defined transaction. The account determination ID is determined from the contract account for cross-contract business transactions, or from the contract/contract object for contract-related business transactions. The account determination ID controls determination of the receivables account in PSCD (together with the main transaction resulting from the business transaction). Other criteria include the company code and possibly also the line of business. The same receivables account is determined for identical business transactions for contract accounts with the same account determination IDs, for example residential customers or companies connected inland.

You can use different account determination IDs to access different receivables accounts in general ledger accounting.

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Sales revenue

Business transaction For example, interest: Main transaction 0040 Subtransaction 0020

Contract account/ contract/ contract objects

Transaction determination

account Rev. account 800520

Transaction 0040/0020

Company code 0001

Division Account determination ID

Account

01

Determination

Define account assignment data relevant for transactions Posting

area P001

Figure 129: Account Determination - Revenue Account

The subtransaction is also required for the revenue account determination

This enables you to allocate different revenue accounts to one business transaction (main transaction) by defining special subtransactions. It is also possible to allocate different revenue accounts for each company code and division. The business area and sales/purchase tax code are defined in revenue account determination. Further account assignment characteristics (such as cost and profit centers) can be saved there using the CO account assignment key.

2011


171 ET


mn

IPS510

Lesson Summary You should now be able to: • Configure the automatic general ledger account detennination in FI-CA.

172


2011

Lesson: Tax Determination

IPS510

Lesson: Tax Determination Lesson Overview This unit is intended to give the participant an overview of how sales tax postings are determined from the revenue accounts. The tax determination ID is managed historically. The tax determination ID corresponds to the tax ID in general ledger accounting. The tax percentage rate is determined in financial accounting

mn


Explain the special tax determination functions in contract accounts receivable and payable.

Business Example

mn

Business Transaction For example, interest: Main transaction 0040 Subtransaction 0020

\ ransaction Determinatioi

i Transaction

Contract Account/ Contract 01

Profit/loss

account:

800520

Tax determination

E1

0040/0020

Table TE011

Company code U100

Division Acct. Determ. ID

Sales Revenue Account

Tax Determ. :count Determination

Tax determination

E1 04/01/1998 Sales/pur.tax cde (FI) A3 From-date

i Define Sales/Purchase Tax Determination

Accounts for Sales/Purchase Tax 0010

Tax Determ. FI S IP tax code Tax rate

A3 16%

Figure 130: Tax: Tax Code Determination

The determination of the indicator for posting sales tax is connected with the determination of the revenue account for a business transaction.

2011


173 ET


IPS510

In the table TE011, the valid sales tax code for general ledger accounting is detennined historically (that is, the periods for which a tax code is valid are defined), based on the tax determination code determined in revenue account determination. The tax accounts to be posted are defined in the posting area 0010 depending on company code, sales tax code and tax transaction.

mn

*

[Country ) DE DE I DE

TD

Valid-from Tax

n

El El

A1

I I

E2 El '

01/01/1995 04/01/1998 01/01/1995

01/01/1995

a

I

□

US

Tax determination ID

Start of validity period

Figure 131: Tax: Tax Change

| Description

A3 A2

Tax ID in FI

Output Output

tax 15 %

tax 16 % tax 7 % A/R Sales Tax, taxable Output

Ml'.'' Iff]

=

[l_

▼

Valid to 03/31/1998 12/31/9999 12/31/9999 12/31/9999

End of validity period

Example: Tax increase from 15% to 16%: • • • •

174

The sales/purchase tax determination code El is valid from 01/01/1995 to 03/31/1998. The tax determination ID A1 is valid in general ledger accounting for this period. The tax code (A3) resulting from the change of tax must be newly defined in general ledger accounting. In FI-CA, a new validity period is specified, in which the new tax code is allocated.


2011

Lesson: Tax Determination

IPS510

mn

IMG Contract Accounts Receivable and Payable Basic Functions

—

B

Postings and Documents

Document _

LK<» l FS ($>

LR,

-aLQ.

]

Define Sales/Purchase Tax Determination

Maintain Industry-Specific Transactions

[ Execute Consistency Check for Transactions Define Account Assignments for Automatic Postings Define CO Short Account Assignments

UH Qfr

_

Account Assignments for Down Payments/Charges Automatic G/L Account Determination Define Accounts for Sales/Purchase Tax

I— B #

j— [~\

Define Accounts for

| Define Account Assignment Data Rel. for Mam Transacts.

i Define Account Assignment Data Relevant for Transactions Figure 132: Transactions and Account Determination: Customizing

A

Caution: Replace:

-“Maintain industry-specific ...” by “Maintain Transactions for Public Sector Contract Accounting” -Define CO short “... ” by “Define CO Account Assignment Keys”

......

In the activity, “Maintain Transactions for Industry Components”, you can define main and subtransactions, carry out allocations to internal transactions, make cross-industry settings and add attributes to the transactions.

The consistency check program RFKK_TRANSACTION_CONS_CHECK checks whether transaction configurations are complete and plausible.

In the account assignments for down payments and charges, you can define the transactions that are automatically posted when down payment requests, budget billing requests, or statistical charges receivables are cleared. You define these transactions according to the statistical keys. The statistical document items form the basis for posting. Account assignments that cannot be taken from the statistical document items must be defined here in the system.

2011


175 ET


mn

IPS510

Lesson Summary You should now be able to: • Explain the special tax detennination functions in contract accounts receivable and payable.

176


2011

Lesson: USA - Tax Jurisdiction Code (Only relevant for US training)

IPS510

Lesson: USA - Tax Jurisdiction Code (Only relevant for US training) Lesson Overview

mn


At the end of this lesson you will know about the special features in the

US tax determination.

Business Example Tax Calculation Based on Jurisdiction Code

mn

mn

Standard SAP interface for internal or external tax calculation with jurisdiction code Determination of tax code is the same as without jurisdiction code Jurisdiction code assigned at contract level and contract account level Tax rate changes maintained in table TE012 if tax calculation is executed in an external system [Contract

Edit

_ EMI ItilQUHfil ra

Change Contract: Page 2 4711 Environment System Help

Extras

Goto

1 m ril

0[

S3

4711

Contract Division Company ci

01

Division electricity 300 Page 3

□

lata relevant to billing

Jurisdiction code 1 101110001 Account assignrneflWW ID |-or

Act, Determ.

r

Figure 133: Jurisdiction Code Assigned in Contract

2011


177 ET


IPS510

The tax jurisdiction code is used for determining the tax rates in the USA. The jurisdiction code defines the tax authority you have to pay your taxes to. It is always the city to which the goods / services are supplied.

You may enter the tax jurisdiction codes in the data relevant to billing on the contract. The jurisdiction code on the contract is assigned during move-in.

Coni ract Ac couni

!

'

Edil

l

Goto

]!•:.'

Contract acct. Partner/Address

4811 1000

Extras

Environment

Sysiem

Help

‘VTl-irF Cont. acct. Rose Taylor

|01

IS-U Contract Account

|US/02100/Boston/Oxlade Drive

Data

Jurisdiction Code

101110001

Figure 134: Jurisdiction Code Assigned in Contract Account

The system uses the jurisdiction code on the contract for calculating contract-related taxes.

For transactions that do not involve a contract, the jurisdiction code on the contract account is used.

178


2011

Lesson: USA - Tax Jurisdiction Code (Only relevant for US training)

IPS510

ID

1

I I

□ □ □ □

City US US

Jurisdiction code

Product

101110001 101110001

Valid to

Valid from 01/01/1995 04/01/1998

03/31/1998 12/31/9999

TTu

Jurisdiction Code

Start Date

End Date

-

Figure 135: External System Tax Rate Change

You have to manually maintain this table for tax changes since there is no interface available yet. If no data is maintained in Customizing, the actual billing data is used for tax determination.

ID

Business Transaction

e.g. Interest: Main Transaction 0040 Subtransaction 0020

Revenue Account

Finding ransactioi

Transaction

Contract Account/ Contract Company Code U300 Division Account Determination ID 01 JD Code 101110001

-

P&L Account

800520

Tax Determination

E1

0040/0020

Sales/Purchase

Tax Determination :ouni ■

Determination

Tax Determination E1 From 04/01/1998 S/P key (FI) Q1

i Tax Determ. FI VAT key JD Code VAT rate

01 101110001 8%, 3%, 1%

Figure 136: Tax Determination with Jurisdiction Code

In Customizing, you define the tax determination code in IS-U that links to the tax code in FI.

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IPS510

The tax account is determined during revenue account determination. The tax code and the jurisdiction code determine the tax rates to be charged. External tax packages may be used in conjunction with FI-CA for tax rate detennination.

180


2011

IPS510

mn

-

Lesson: USA Tax Jurisdiction Code (Only relevant for US training)

Lesson Summary You should now be able to: • At the end of this lesson you will know about the special features in the US tax determination.

2011


181 ET

Unit Summary

mu

gzr 182

IPS510

Unit Summary You should now be able to: Know the definition and structure of transactions. • • Configure the automatic general ledger account determination in FI-CA. • Explain the special tax determination functions in contract accounts receivable and payable. • At the end of this lesson you will know about the special features in the US tax determination.


2011

Unit 4 Incoming Payments Unit Overview This unit gives you an overview of the processes for editing incoming payments in Contract Accounts Receivable and Payable.


Name the different payment types in contract accounts receivable and payable. Explain the object of the lot in contract accounts receivable and payable, and explain the procedure for the manual and automatic generation and processing of lots. Clear open items using a check lot and a payment lot Use the account balance to check your activities. Explain the processing options offered by clarification processing. Transfer unclear incoming payments from the payment lot to the clarification worklist Clarify the unclear incoming payments in the clarification worklist and assign them to the correct items. Process payments at the cash desk and know the principles of the cash journal. Use the cash desk function to clear open items Execute cash desk closing in the cash journal

Unit Contents Lesson: Processing Incoming and Outgoing Payments 185 188 Lesson: Payment Lots and Check Lots Lesson: Exercise on Check Lot and Payment Lot (Entering Payments in .202 Payment Lots) Lesson: Clarification Processing .205 Lesson: Exercise on Account Maintenance (Clarification Processing) ..217 Lesson: Cash Desk/Cash Journal 222

2011


183


IPS510

Lesson: Exercise on the Cash Journal

184


235

2011

Lesson: Processing Incoming and Outgoing Payments

IPS510

Lesson: Processing Incoming and Outgoing Payments Lesson Overview This lesson gives you a quick overview of the types of incoming payments: Customer-initiated payments and organization-initiated payments.

m


Name the different payment types in contract accounts receivable and payable.

Business Example

Initiated by Customer

Initiated bv Company

Incoming payments from

Incoming and outgoing payments:

self-payers:

• Outgoing bank transfer • Outgoing checks

• Incoming bank transfer • Incoming checks ■

Manual payments • Payment cards • Biller Direct

*

Payment cards Bank direct debit • Bank collection • Also: Internal clearing (transfer postings) ■ ■

i

Payment / Check / Payment Card Lot

Payment Program

Cash Journal

Payment Order Lot

Figure 137: Initiation of Payment Transactions

The payment program considers the open items due from all business partners or contract accounts that have been selected. It can be used to process both incoming and outgoing payments.

In case of payments initiated by the customer, the customer decides when to pay. Payments initiated from outside can be processed by a payment lot/check lot and automatic clearing. Alternatively, payments can be handled through the cash desk (cash journal).

2011


185


IPS510

When payment is initiated by our organization the organization determines when it will collect or disburse payments from/to the business partner. All payments initiated by our organization are processed by the payment program.

mu

The following incoming payments are initiated by the business partner: ■

Check

■

Bank Transfer

■ Payment Forms

■

Cash Payment

■ Payment

Cards

Figure 138: Incoming Payment Processing: Externally Initiated

The open item that corresponds to an incoming payment is found and - as far as possible - cleared (by partial or overpayment if necessary). Most open items are cleared automatically (clearing procedure). If unable to automatically determine the open item to be paid, you can assign payments manually to one or more open items. Customer-initiated incoming payment methods are generally posted through the use of payment lots. Payment card payment postings may be posted manually online and therefore can be considered a customer-generated payment method as well as an internally generated method. Payments not assigned to an open item can be posted on account or put into the clarification controller for clarification activities.

gzr 186


2011

Lesson: Processing Incoming and Outgoing Payments

IPS510

mn

Lesson Summary You should now be able to: • Name the different payment types in contract accounts receivable and payable.

2011


187 ET


IPS510

Lesson: Payment Lots and Check Lots Lesson Overview This lesson describes different types of incoming payments: payments by check and payments by bank statement.

mu


Explain the object of the lot in contract accounts receivable and payable, and explain the procedure for the manual and automatic generation and processing of lots.

Business Example

mu

3 Incoming check data

Bank transfer data from account statement

Check Lot

Payment Lot

'S-

Payment lot is generated manually

Lot is generated automatically (can also be executed manually)

\Bank statement'

Figure 139: Payment Lots and Check Lots

Payment/check lots are used in connection with payments initiated by business partners. The payment/check lot is an object, which is used for storing data from externally-initiated payments. Data from payments that have a common origin or that should be processed together are stored in one lot.

gzr 188


2011

Lesson: Payment Lots and Check Lots

IPS510

You enter payment/check lots manually if the payment information exists in written (paper) form. This is normally the case for check payments, although incoming bank transfers can also be entered manually. Payment/check lots are created automatically by the system if payments are transferred in the form of an electronic bank statement. If you are not using the ERP Cash Management system, you must create a program which converts the bank statements into a file that can be read by PSCD. This file is then converted to a payment/check lot. Lots are processed in the following steps:

H

O)

c

u-t-thi

1

E Q.

Enter Items

Close Lot

2 Ct

%

Post Lot

2

3

<

t/>

£

N

o

1

9a.

3

Lot Completed

TO 3 TO

Figure 140: Parallel Data Processing: Lots

The general steps in payment/check lot posting are as follows: • • •

•

Create and save the payment/check lot; can be created manually (check lots) or by a program (incoming bank transfers from an account statement) Display or change the payment/check lot (if necessary); items can be inserted or deleted Close the payment/check lot; insertion or deletion of items is no longer possible; however, corrections to items in the payment/check lot are permitted. It is no longer possible to add payments to the lot, or delete payments in the lot. Post the payment/check lot; posting can only take place if the lot has been “closed”. Upon posting, payments are transferred to the contract accounts and posting is made to the appropriate clearing account. Payment differences can be automatically posted to special profit and loss accounts.

Further or post-processing is required if postings to a clarification account have been created or if postings were not possible (for example, incorrect/missing Customizing). The following possibilities exist: the triggering of repayments;

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posting to an interim account (if contract account camiot be determined); or posting as a payment to a contract account (where the account can be determined, but the open-item to be cleared cannot).

Authorization object “F_KK_SOND” with activity “Oil” is needed in order to be able to reopen closed payment/check lots.

PD Custormar number 10004711 Connect 0315, Q1 /2305

Bu4in«H

+

Interpretation rule for rule to pay**

CArrT CnnftracC CMtii'r Irto

13004711

2100.00

Figure 141; Interpretation Rules: Note to Payee

Define interpretation rules for note to payee: in this activity, you define the mles for the automatic analysis of note to payee texts for the automatic transfer of payment data to payment lots in Contract Accounts Receivable and Payable. Using the values determined, the system then determines the selection criteria for the assignment of payments to receivables. If you want to subject the values found in this way to an additional check, you can specify a check procedure for each structure sample. This check procedure has already been defined for the interpretation of the note to payee based on sample function module FKK SAMPLE SEL TYPE CHECK in the check procedure Customizing activity.

In order to simplify the settings of the interpretation rules for the note to payee, the note to payee analysis can be tested in a Customizing activity. When payment data is transferred using the reports RFKKZE00 or RFKKKA00, you can still use the function module called up at event 0950 to make application-specific or customer-specific enhancements for payment or additional selections. For further information see the report documentation or the event description (FQEVENTS).

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U

Bank. 16828630 St*t no 8838 ■

Subledger postng Area Sel fid Docuwnt nuaber

ACCt Stit date P«tivfl athd Int trans

CoCd P881 113184 1888 871 02 82 05 :2882 ID Displ ay incorrect screens 2081 Cash infloe via inter ia account Aaount Doc

Reference

00001 02 85 2002

no .

OnAcctDocNo

601,00

OORT aaount| Bus i ness rtner Ben* detans

10020030

transaction Ext trai to payee

Bel

Do(es) Not Exist

To be

posted

051 11-4711

B Use of check digit procedure

Posting to clarification accounts and short account assignment based on template Reassignment of selection values to new values and selection categories

Figure 142: Note to Payee: Configuration

SAP has enhanced the options for the evaluation and further processing of the note to payee specified for the transfer of FI bank statement data to the payment lot. The system accesses the interpretation rules that were defined in Customizing for contract accounts receivable and payable. In addition, it is possible to transfer incoming payments that have a particular pattern in the note to payee to a clarification account or to a short account. The program enters the short account or the status “7o Be Clarified" directly into the payment lot. This ensures that these payments are not processed by the clearing control. For FI-CA customers this is interesting for holding transactions or for payments that do not have requests. In addition, you can reassign the selection values found. This means assigning a new value to a selection value or also assigning a new selection category.

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ID

I IKUM pistation Rule* Por Note to Payee

Contract Number

Clarif. Account

Hty

No E nrtry

Ho bntiy

Snort Aflct. No Endry

Structure

Only Numbers

Only Numbers

Only Numbers

<

Lenglti 1?

LcngTh 6

Lcnglh

Min 000000000000

Min 000000

Mm 0000

MSir 399999

9999 No Check Piw

No Chtwk PTK G Clarification

Mootnn 11 V Contract

Srlethon

Bank Statement

4-

100 00 50000123456? Contract l5flJ02

h

Short Account

Acd

IMG 5B8C012345-87

G

1 50202

\ Sample

Account

Priority

V

5Q3GQ

Shi rt Aid. ODDI

Yes

G

1EJ

GfariTicatiifl

SfliKtlsn Category

Account 1132011

Selection Vo lues from Hots to Payee

Figure 143: Interpretation of Note to Payee - Example

To simplify the Customizing settings for the interpretation rules for the note to payee, you can use transaction FPNOTETEST to test the note to payee analyses.

mn

Contract account

[1] 50 00

Receivables

(1J 50 00

Bank

Revenues 50 00 [1]

Bank clearing

Figure 144: Incoming Payment: Postings 1

Postings: 1 . Debit entry from invoicing (shown without tax posting)

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mn

Contract account

[1] 50 00

Receivables [1] 50 00

Revenues 50.00 [1|

Bank

Bank clearing

[2] 50 00

50.00 [2]


Postings:

2. Incoming payment at the bank (the account statement is posted in the general ledger)

mn

Contract account

[1] 50.00

50 00 [3]

Receivables [1J 50 00

50 00 [3]

Bank [2] 50 00

Revenues 50.00 [1|

Bank clearing [3] 50 00 50.00 [2]


Postings: 3. Payment allocation by processing the payment lot

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In the case of payment lots, items from the bank clearing account are posted to payment usage or to the interim account. The document number is recorded in the associated items in the payment lot. Payment usage can include the following: • • • • •

mn

Clearing/partial clearing of open items Postings on account Expense/revenue (payment difference) Creation of new debit entries that are immediately cleared via payment allocation. (Charges or interest, for example) Down payments Create Payment Lot: Specifications and Status Control Totals and Status Information Debit Specified

Credit Specified

Specifications for Posting nocs. 51 Document Type Reconciliation Key

Document Date

Items Specified

Posting Date Currency Exchange Rate

Specifications for Pasting items to the Bank Clearing Account Value Date Bank Clearing Account Company Code/ Bus. Area Line Item Specifications for Selection and Clearing of Open Items i 01 C Selection Cats. Clearing Reason

B )

IMG

Figure 147: Payment/Check Lot: Header Data

A manual payment/check lot consists of a header entry, one item per payment and, optionally, several sub-items per payment. In the header for the payment order, data is saved which is valid for the whole lot, along with data which is used as the default values for the items. The document type, search term, posting date, bank clearing account, company code for the bank posting and the reconciliation key for G/L accounting are valid for the entire lot. The currency and value date also have to be defined in the header.

The most important default values for the items are the clearing reasons (such as incoming payments) and the selection categories (such as partner number, contract account number).

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Selection infonnation is used to identify the open items which have to be cleared with the payment and/or to prepare the data for payment on account. Information is always given in the form of the selection category / selection value.

Example: “C” stands for contract account; “B” stands for business partner, and “P” for period key.

Selection categories are defined in Customizing.

m

Selection Categories

T

Description

B K F B O P

Document Number Contract Account Net Due Date Business Partner Contract Object Period Key

+ Any field in the FKKOP structure

Figure 148: Payment/Check Lot: Processing Selection Categories

The selection categories allow you to decide which fields are to be used for selecting open items within a screen variant.

Fields for selection categories can be defined in Customizing and may be taken from structure FKKOP (Business partner items in contract account document); fields from a customer defined structure may be used, but a function module must be coded for event 210. You can use the following fields to select open items in the transaction for manually posting a document: business partner, contract account, contract, contract object, payment form reference number (reference number assigned to a payment form from an external system), document number, reference document number, payment form number, and net due date. Of all possible fields, the system displays only those that were specified as a selection category for your application in this activity.

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mn Further Details

In the list entry, you maintain one line for each payment. You can define the

J[screen Template]

Pay ment Amount

T 1

500

K 11-2135

Field Value

r1

Field Value

Value Date

Curt

variants in Customizing, in order to adjust the structure of the line layout to meet your requirements. You can also change the screen variants during processing.

Entries here determine what type of field values must be entered later (for example, contract account).

Figure 149: Payment/Check Lot: List Entry for Payment Screen

The selection details that can be created from the note to payee are defined in the item. If multiple allocations (such as multiple account numbers or contract numbers) are specified in the note to payee, you can enter further selections. They are then saved as sub items.

In addition to the selection details, partial amounts can also be allocated (for example, with a total payment of 500 you can allocate 200 to account 4711, and 300 to account 4712). If you choose the Further Details pushbutton, or double click on a selected line, then the system displays the details screen for the selected item (not shown in the graphic). You can then enter additional data for the payment.

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M

Payment Data

Selections

163190 Sort Code Bank Account Check Number Account Holder Note to Payee Additional Information

Note to Payee

Posting Data

Country Reference | Only in Check Lots

Post on Account

Transfer Posting to

Clarify

Clarif. Account

Repayment

Repayment Method

Definitions for Selection of Items C Field Value C Field Value C 11-2135

PO Bank Account Control Key Returned Check Standing Order

|

C Field Value

Uses 'Short' Account Determ.

Partial Amount

Figure 150: Payment/Check Lot: Detailed Specifications

On the detail screen you can enter further specifications which are required for the allocation of payments or a subsequent clarification.

Selections within a line are linked by AND logic, while the different lines of the selections are linked by OR logic.

You can repost posted payments to another general ledger account. You can do this using short account assignments that are defined for a company code and a general ledger account in Customizing. This type of posting is necessary if a payment was received by the wrong department. Standing order is used when a business partner has told his bank to send a certain amount form his account every month to a public sector organization. By selecting this indicator, the bank ID and note to payee information is passed with the item and the system can "learn” if an item is sent with the same incorrect data each time (used in Germany). The field refund method is used when a payment is received by mistake, from someone who is an unknown business partner.

An entry screen is available, in which you can only enter selections. Moreover, a search function in the payment lot helps the user to search according to the content of a column in the item list.

In the display for a payment lot item, you can now also reset the payment allocation or go to clarification processing. The clarification is only possible if the case has not yet been reserved for other users.

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o

H2

o

Paymt. advice: 1004711

Customer: 10000815 Max Donaldson Corp.

Bill No. Amount 120.45 2001234 3003461 349.90 IC 470.35

Lot 1

o Max Donaldson Corp. Acct.: #0815

Payment

470.35 USD Z: 1004711

Doc.

Amount Open

2001234 120.46 120.45

3003461 700.35 349.90 4001234 600.87 600.87

r

f

Selection Category: Payment Advice Note

%

t

Doc. 126 120.45 USD

Payment

Doc. 127 349.90 USD

Copy payment advice note

Additional selection through payment advice note Payment allocation according to payment advice note criteria (under/overpayment possible)

Figure 151: Payment Advice Note

You can use payment advice notes to enter details on authorized payments. You can use the key created during the generation of a payment advice note as selection criteria for open items. In addition to the business partner or the contract account, you can also use the payment advice note number as selection criteria when entering a payment lot. When the payment is posted, the system selects the open items of the business partner in the payment advice note. The system uses the entries in the payment advice note items to allocate clearing amounts to the selected items. Any amount differences that occur if the amount from the payment advice cannot be completely distributed (that is, if the open item amount is smaller) are combined into a posting on account.

Report RFKKAVOO also transfers payment advice notes from a sequential file and uses the data to generate one or more payment advice notes. It carries out the following activities: • • • •

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Reads the application server file specified and checks the data contained therein Creates one or more payment advice notes provided the data records are correct Closes the payment advice notes provided the corresponding indicator is set. Defective data records are saved separately and can be transferred once you have corrected them.


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M

FF.5 | Bank Data Memory Read electronic bank statement

4

FPB7

I t

Jk l.

T ransfer data from electronic bank statement

Display/change Incorrect data records

FPB17 123.13 USD 43 45 USD

Transfer data from MultiCash

345.36 USD

120.00 USD

Display/change incorrect data records

I

Doc. 123 123.13 USD

349.90 USD

Doc. 126 120.00 USD

1250 45 USD 456.90 USD

1 250.45 USD

Doc 128

Figure 152: Electronic Bank Account Statement: Payment Lot

The bank transfers from an account statement are stored in a payment lot. Payments are assigned when the payment lot is processed.

Interfaces: • •

•

Data Transfer from Electronic Account Statement to Payment/Retums Lot RFKKKAOO (transaction FPB7): This report selects payments, returns and payment orders that are imported into the bank data memory during the processing of electronic bank statements for the component Cash Management (TR-CM). If necessary, the FI-CA data can be transferred directly to a payment lot, payment order lot or returns lot. Alternatively, you can output selected data from the bank data memory in a tile. In another step you can then import the created files into payment lots, payment order lots or return lots. You can do this using the PSCD transfer programs RFKKZEOO (payments, payment orders) and RFKKRLOO (returns). The system uses the business transaction and the amount +/- sign to decide the lot type a payment position is transferred to. Data transfer from MultiCash files to payment, payment order and returns lots RFKKKAOO (transaction FPB17): If you convert country-specific bank formats into the MultiCash format, you can use this report to transfer data from the MultiCash statement file and line item file to payment and returns lots in PSCD. However, in order to be able to process MultiCash tiles, you must make the system settings described in the 'Prerequisites' section of the report documentation.

The files can also be generated using neutral interfaces. However, these must have the SAP format - which means they must not contain any country-specific formats from the electronic bank statements.

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IMG Contract Accounts Receivable and Payable Incoming/Outgoing Payment Processing

j

Define Screen Variants for Payment Lot Define Default Values for

'[[>

1

I

... Lot(s)

Define Bank Clearing Accounts for Payment Lots

Define Clarification Account Define Clearing Account for Check Deposit

Define Specifications for Repayment of Incoming Payments

(£> Check Number Ranges for Repayment Requests Define Transactions for Electronic Bank Statement Transfer

]

Define Progs, for Converting Ctry-Specific Formats into Multicast!

Define Prefix for Created Lot IDs during Account Statement Transfer Check Procedure for Interpretation of Note to Payee

1

(£>

Qy

Define Interpretation Rules for Note to Payee

| Test Interpretation Rules for Note to Payee | Define Bank Accounts with Individual Clarification Proposal Define Short Account Assignments for Transfer Postings

~ÿr Q, [Define Forms for Check Deposit List Figure 153: Incoming Payments: Customizing

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M

Lesson Summary You should now be able to: • Explain the object of the lot in contract accounts receivable and payable, and explain the procedure for the manual and automatic generation and processing of lots.

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Lesson: Exercise on Check Lot and Payment Lot (Entering Payments in Payment Lots) Lesson Overview A clarification work list manages payments that could not be allocated. In this chapter, the participants are given an overview of the work list as a tool to handle these payments in Contract Accounts Receivable and Payable.

mu


Clear open items using a check lot and a payment lot Use the account balance to check your activities.

Business Example Your business partner has sent you a check to clear the childcare contributions. You want to use a check lot to process the contribution. Do this in transaction PSCD.

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Lesson : Exercise on Check Lot and Payment Lot (Entering Payments in Payment Lots)

Task 1 Clear the open childcare contributions for your business partner with the check lot that you can find under the menu path PAYMENTS — > CHECKS — > CHECK LOT. •

• • • •

On the check lot request screen, enter the name “YYMMDDGR##” for the check lot (for example, on March 21, 2002, the name would be 02032 1GR##) and choose “Create". You can enter any value as a search term. For the check deposit account, enter general ledger account 113108, company code 0001. You can enter the value date yourself, for example, today's date. Choose the screen variant “CHK” for the line layout and choose “ New Items

You can leave the other default values unchanged. In the first line, enter the amount of the check, 30.00 EUR (for childcare contributions), your business partner next to the letter B, your contract object next to O and the check number 10000000. The contents of the “ Selection Value " column is interpreted according to the selection type that proceeds it. You can define the variant “CHK” in your user parameters ID825. Choose “Save" and then the function key PF3 (or the green back arrow) twice to return to the initial screen for the check lot. Choose “Close” and “Yes” in the dialog box that then appears. Then you can no longer add or delete any payments in this lot. Post the lot by choosing “Post". Do not change the default values and choose option “Start online". Choose “OK” twice and the system should issue a message telling you that the postings have been made. Check your postings in the account balance. To do this, use the list type “All Items”. -

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Lesson Summary You should now be able to: • Clear open items using a check lot and a payment lot • Use the account balance to check your activities.

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Lesson: Clarification Processing

IPS510

Lesson: Clarification Processing Lesson Overview This lesson gives you an overview of the processes for clarification processing in Contract Accounts Receivable and Payable.

M


Explain the processing options offered by clarification processing.

Business Example

M

Clarification Worklist Contains all cases (postings) that require clarification. You can use the workflow to allocate the items to different users.

=

You can: Find payments - Check the posting document * Search for similar master data Allocate the payment to an open item Post online Generate correspondence with a bank

Figure 154: Clarification Worklist

oa

Items requiring clarification arise where you post a payment/check lot but either some or all payments could not be posted (due to missing or incorrect Customizing, for example) to a contract account. When you post a payment/check lot, these items are posted to an interim account defined in customizing and included in a clarification worklist.

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If you then process the clarification worklist, you can transfer these items from the interim account to a contract account. You can process the posting for a payment, a payment lot, or for all clarification cases (for more than one payment/check lot).

You can clarify items from the payment or payment lot as follows: • •

•

Correct the payment items (the data used to select the items) and restart the posting of the selected items (clearing open items or payment on account). Perform the posting and clearing manually (with clearing of open items or payment on account). It is possible to clear some items during clarification. Partial clearings can be posted more than once. It is also possible to transfer posting items by using short account assignment defined in Customizing. In connection with this posting you can start a workflow (for example, you can send an E-mail to the department receiving the posting). Create a repayment request if you were unable to allocate the incoming payment amount to an individual item. The system then reposts the amount from the interim account to a repayment clearing account.

As of release ERP 2005, the new function “Correspondence for Clarification” is available for clarification processing. This allows you, for example, to make queries at the house bank or other addressees. When you use the function, the system proposes a business partner and an application form. The correspondence type is 0035.

mn

nsi

yfci

Posting

Cash Desk / Cash Journal

Wr

Clearing Control Payment Lot

Contract Account XY Debit Entry

Clearing Pay ment on

Account

i

Overpayment

Underpayment

Bank

Clarification Cases

Clearing Control

Repayment Manual Postprocessing Automatic Account Maintenance

Figure 155: Incoming Payment: Processing

The clearing control is responsible for the automatic allocation of payments to open items.

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The clearing control logic can be used in various processes and transactions. The clearing control is used for manual or automatic account maintenance, as well as for processing payment lots.

M

Payment

Lot

Total List for

Doc. 4712 Not SB1, but SB2!!!

Clarific. Worklist Payment Lot

Administrator

Doc. 4711 Doc. 4712 Doc. 4713 Doc. 4811 Doc. 4812

Agent

Determination

w*; i Clarific. Worklist Payment Run

-

SB1 1 List Paymqit lot Doc.4711 : Payment

Run

L-

DOB=-4*«=? Doc. 4713

i

r

SB2 List - Payment lot Doc.4811 Doc. 4812 Doc 4712

Figure 156: Agent Allocation

The clarification worklist can be included in a worklist. SAP supplies the following two sample workflows for this. They can be used to create individual workflows:

Simple workflow - WS21000078 A clarification case must be allocated to a processor before it can be sent to an agent in the workflow inbox. Agent assignment and agent restriction ensure that clarification cases are only assigned to an agent once. This means that if an agent cannot process and complete a clarification case, the case is sent automatically to another agent. Ad-hoc workflow - WS21000077

No agent allocations or restrictions have to be made for this workflow. If an agent cannot clarify a case, he or she determines the next agent and forwards the case to them. For this workflow, make the setting for a workflow with direct advance in the general workflow settings so that the next processor query appears immediately after processing.

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Application Object

Control Object Application Table Key Structure

I

PLOT

I

CFCS I DFKKCFZST FKK_KEYSTRUCT_PLOT

Descriptions

Description Screen Title

Payment lot Payment lot

Roles for Selection Restriction

[~2100006 ? ]

Role with Responsibility |Lyrmnnrr[Jp~| Active

f 2100009 ? j

Role with Responsibility

rzmeeeagrfW Active

Figure 157: Clarification List: Roles

When processing clarification worklists, you can cany out a check on the agent that processes individual clarification items using a role definition (like the SAP Workflow).

This accounting agent then receives only those clarification items within their worklist for which they are responsible within the SAP organizational structure linked to the role.

For clarification processing in the payment lot, roles for restrictions in the clarification worklist have been available for several releases. Standard role 02100008 (abbreviation FMCA PLOT SR) defines by which organizational units, positions, persons or users certain cases of the clarification worklists are processed. The standard role 02100009 (abbreviation FMCA PLOT UC) defines when clarification cases of the clarification worklist should count as urgent and which organizational units, positions, persons or users are responsible for their clarification. These roles were defined in the Customizing for clarification processing until now and had to be activated when needed. As of release ERP 2005, with clarification processing general roles are defined for payment clarification instead of these roles. However, the roles are still available. If you want to use these roles, replace the roles delivered with the roles 02100008 or 02100009 and then activate them.

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Selection

M

Administrator Mode Resubmission Cases Workflow Cases Urgent

3 In process by me S In process by other user

* Resolved c9 Set to resubmission Open Item Clearing

Payment

on Account

FPCPL

«

.LA' imountplarif. Account Acct. Holder Status Status Name Doc, 80,4711 In Process Smith W. 113300 3

\

Clarify

Lock/Unlock

Set for Resubmission

Change Status/User

Transfer Posting to Clearing

Repayment

Account

Figure 158: Selecting Clarification Cases from Payment Lot

The selection options of the payment clarification list enable you to limit the open clarification cases according to clarification accounts and account holders.

You can also define mapping rules by using the new roles 21 00008 (Limited Selection Clarification Worklist) and 2100009 (Limited to Acute Clarification Cases) and thereby assign each clarification case to at least one processor or a group of processors. You can transfer payments from payment or check lots that are in clarification, and that you cannot assign, after a predefined period using a program and thus remove them from the clarification worklist. You carry out the transfer posting by specifying a short account assignment to which a minimum retention period is assigned. The transfer posting program is RFKKUMBKL.

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IPS510

Selection from payment lot

+

■

Partial / clearing of open items

■

Payment on account

■

Transfer posting to a clearing account

■

Initiate repayment of amount

■

Correspondence

Clarification proposal according to personal settings:

• Analyze note to payee (interpretation rules) • Business partner with same bank details • Evaluation of similar clarification cases Immediate display or call

+ Exception account for payment clarification (FP05_PROP)

+ Error-tolerant search

(30

Due amounts Last payments

Figure 159: Clarification Proposal

When you call up a clarification case, the system automatically suggests a clarification proposal. You can define the range of the clarification proposal in your personal settings. In addition to the proposed business partners, the system can display their most recent payments and due items, it can search for similar numbers (for example document and account numbers) and can switch to the clarification processing screen so that you can distribute the payment amount between several partners, contract accounts or contracts.

In the clearing proposal, you can delete proposed lines, select all proposed lines or reverse the selection in all lines. In some cases, the clarification proposals from previous clarification cases are not helpful. This can apply, for example, to payments made by social services or pension offices. Although the payments originate from the same bank account, the payments can be made for many different business partners. Previous, incorrect clarifications are also an example of this. If a payment was allocated to the wrong business partner and re-allocated later, the system will always propose the wrong business partner whenever a payment is made using that bank account.

The function Maintain Exception Accounts for Payment Clarification enables you to define different rules and individual default values for creating proposals that clarify incoming payments.

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mn

Repayment Indicator / Payment Method

Payment Lot

_A

Clarif. Worklist

Post¬ processing

Clarification

Repayment Request

Repayment Active

_J Payment Run

y Payment

Method

Outgoing Payment

Document

Figure 160: Repayment Request

If allocation of an incoming payment is not possible, you can trigger a repayment by setting the “Repayment” indicator in the item of the incoming lot. The bank details from the bank transfer information are used for the refund. The repayment itself is performed by the payment run. The “With refunds” indicator must be set in the payment run parameters.

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ID

IPS510

Example:

No posting is made to a contract account

Unclarified payments

PosAr 1040

received

[3]

20 00 20 00

• Payment received: USD 20 • No payment allocation possible

[2] Bank clearing / Incoming payment

Bank

[1]

20.00

20.00

[5]

[2]

20.00 20 00

(1)

Bank clearing /

Repayment clearing

(4] 20.00

PostAr 0130

L

Payment

account 2000

PosAr 1061

[3]

[5] 20.00

run

20.00

[4]

t Payment method

- House bank

Figure 161: Posting Procedure Repayment

1. 2. 3.

4.

Incoming payment: Bank to bank clearing Allocation not possible: Clarification worklist - bank clearing to clarification account Clarification not possible: Repayment request generated - clarification account to repayment clearing account Repayment in payment run: Repayment clearing account to bank clearing account

5.

212

Electronic bank statement (outgoing payment): Bank clearing account to bank


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U

Credit Items

Clarify

Process Credit FPTCRPO

BP 1 D< 71. Doc. 128 45.34 USD

■ Transfer ■ Pay ■ Clear

BP 2 Dc 82’; Doc. 128 23.74 USD

BP 3 Dc 53. Doc. 128 68.55 USD

■ Transfer

l

■ Writeoff Credit List Generation

Clarif. Wordlist Credit FPCRPO

■ Remain ■ Send letter

Figure 162: Credit Processing

You can use the following functions if the credit use has to be clarified for your business partner's contract accounts: • •

Credit clarification Credit processing

The following types of credit can be processed with the credit clarification function: • •

Credit that was previously selected by the mass activity Generate Credit List and sent to clarification processing. Credit that was directly included in the clarification worklist as a result of Customizing settings.

The Process Credit function should only be used for manually processing individual credit that has not been entered by the credit list The activities Remain and Send Letter can be used for processing in credit clarification.

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ID

i—

Incoming/Outgoing Payment Processing

—

—— —— I —— Q> —— —— — — 3r — Qy

Ti,

Define Default Values for

... Lot(s)

Define Bank Clearing Accounts for Payment Lots

Define Clarification Account Define Clearing Account for Check Deposit Define Specifications for Repayment of Incoming Payments Check Number Ranges for Repayment Requests Define Transactions for Electronic Bank Statement Transfer

Tt, (ÿ>

(J>

I

Define Screen Variants for Payment Lot

Define Progs, for Converting Ctry-Specific Formats into MultiCash

Define Prefix for Created Lot IDs during Account Statement Transfer Check Procedure for Interpretation of Note to Payee Derine Interpretation Rules for Note to Payee

jji

Test Interpretation Rules for Note to Payee

Qf>

Define Bank Accounts with Individual Clarification Proposal

rpefine Short Account Assignments for Transfer Postings Define Forms for Check Deposit List

Figure 163: Incoming Payments: Customizing

The Customizing for processing clarification worklists is supplied by SAP (see the IMG structure under Contract Accounts Receivable and Payable — > Technical Settings > Prepare Processing of Clarification Worklists). Check and, if necessary, modify the settings.

—


ID g)

Business Transactions

|

Process

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| Define Selection Criteria for Credit Clarification ;y

Define Document Types for Credit Clarification

Lf~\' Qfr \ Define Clearing Account for Transferring Credits

Figure 164: Incoming Payments: Customizing

Selection criteria for clarifying credit. Field Immediately.

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Ensures that a line item that fulfills the Customizing criteria is inserted directly in the credit list for clarifying credits.

If you do not set this indicator, the line items are inserted in the clarification worklist when you call the credit list.

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Lesson Summary You should now be able to: • Explain the processing options offered by clarification processing.

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Lesson: Exercise on Account Maintenance (Clarification Processing)

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Lesson: Exercise on Account Maintenance (Clarification Processing) Lesson Overview

M


Transfer unclear incoming payments from the payment lot to the clarification worklist Clarify the unclear incoming payments in the clarification worklist and assign them to the correct items.

Business Example Your administration is responsible for managing incoming and outgoing payments. Your job begins after the bank data is transferred to the payment lot using the electronic bank statement. Not all payments can be assigned directly to the open items using the clearing control, for example, because there is insufficient information in the note to payee. The unclear payments are transferred to the clarification worklist automatically or manually. When you process the clarification worklist, you find the corresponding open items for childcare contributions and you notice that the customer has transferred too much. You clear the open items and you transfer the surplus amount back to your business partner.

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mu

Cash Receipt (113109) la) 300

(1)300

1. Payment Lot

Clarif. Account (a) Bank

Statement

l

(b) Payment

Program

(1134##) (2) 30 (3) 270

300 (1)

D

2. Acct Maintenance

Contract Account

30 (2) Reimbursemt Acct (b) 270

| 270(3)

3. Reimbursement

Figure 165: Account Maintenance/Clarification Processing

Task 1 Enter the payments that have been made. To do this, use the payment lot that you PAYMENT LOT. can find under PAYMENTS • • •

• • • • • • • •

•

gzr 218

Enter the lot name “YYMMDDGR##PL” and choose Create. Enter your group as a search term and choose bank clearing account 113109, company code 0001 and screen variant PAY Choose “New items”. In the first line, enter the payment amount 300 EUR, the selection type (T) “O” for account object and add 01 to your account object number for the childcare contributions (for example, your contract object number is 125, therefore the input value is 12501. This information is normally transferred by the electronic bank statement. Double-click the line to go to the line items. On the “Payment Data” tab page, select the field “Clarify” and enter clarification account “1134##” for group ##. Return to the overview. Save your entries and choose the green arrow twice (or F3) to return to the initial screen. Choose “Close” and confirm the next dialog box. As of this point, you can no longer enter any more payments in this payment lot. To post the payments that you have entered, choose “Post”. Choose “Start online” and then choose “OK”. As soon as the posting is closed, the system should issue a message telling you that that posting is closed and that the payments need to be postprocessed. Leave the transaction.


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Task 2 In your nonnal process flow, you begin by processing the unassignable payment entries. Go to PAYMENTS CLARIFICATION ACTIVITIES PAYMENT ASSIGNMENT. Enter your clarification account 1134## and choose Execute (F8) to go to the clarification list. Select the payment that you posted previously and choose “Clarify”. Do not change the settings for the clarification processing in the dialog box that appears and go to the detail screen. -ÿ

Task 3 You notice that the number entered in the selection value for the contract has been interpreted incorrectly and that the number without the 01 at the end is the correct number (for example, 125 — > 12501 is the incorrect entry) for your contract. To find the corresponding contract and to assign the payment to the open items, you now have two options: 1. 2.

You know the correct number, therefore, change the corresponding entry for the account in the selection proposal and choose “ Enter ”, You can use the clarification list to search for possible open items. To do this, choose the “magnifying glass” icon (error-tolerant search). In the search screen, select “Contract” and enter the first two numbers of your contract in the “search for similar numbers”. Choose “Enter” and select the line (field “Transfer”) with your contract and choose “Transfer selected”.

Task 4 Your business partner informs you that he has mistakenly transferred an amount that is too high and asks you to return the surplus amount. • •

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Choose “Partial clarification” and enter 30 EUR in the Clarification amount field. Choose “Post with default” and then chose Save on the “Process open items” screen. After you save, you return to the clarification screen.


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Task 5 Transfer the surplus amount back to your business partner. You can do this directly from the clarification list. • • • •

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To do this, go to the “Payment Data” tab page. Enter the bank number 1 0020030, bank country DE, an account number and your name in the sold-to party field. Select the field “Repayment” and enter the refund method 5 for the transfer. In the posting text, enter a text for your business partner and then choose the “ Clarification ” tab page to go back to the clarification list. Choose “Save" and “Post”.


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Lesson Summary You should now be able to: • Transfer unclear incoming payments from the payment lot to the clarification worklist • Clarify the unclear incoming payments in the clarification worklist and assign them to the correct items.

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Lesson: Cash Desk/Cash Journal Lesson Overview This lesson gives you an overview of: •

The structure of the cash desk and the roll-based authorization concept (optional)

•

The cash journal and its integrated functions for posting and evaluation postings in the cash desk Correspondence: Receipts and cash desk withdrawals The bar code function

• •

mn


Process payments at the cash desk and know the principles of the cash journal.

Business Example

mn

Basics

Role Concept

CD Structure

Special Functions Open/close cash desks in local branches

Cash desk closing

Environment Historical data

display

Functions Call cash desk

Current cash balance

Cash desk deposit

Compare cash desks

Partial or full withdrawal

Figure 166: Cash Journal - Function

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The cash desk functionality includes the mapping of a cash desk structure and a role-based authorization concept. Cash deposits, withdrawals and differences can be posted posting documents can be created along with a detail display of the document. In contrast to the original cash desk functionality and its evaluation options (only via the payment lot), evaluations can now be made in the cash journal based on payment type and currency, cash desk and current or historical documents.

When the cash desk is closed, the system compares the actual and the target balances in the cash desks of the cash journal and highlights any differences. A currency unit sheet makes it easier to enter the actual cash desk balances. You can enter the coin and note units in the currency unit sheet. Once you have saved this information, you can print cash desk closing. It can also be printed at a later date. You can open and close cash desks, regardless of whether a cash desk closing is to be executed for a cash desk. Cash desk closing does not have to be executed for opening and closing cash desks. However, if cash desk closing is executed for a a cash desk, this cash desk is automatically closed. If you want to make further postings to this cash desk, you must open the cash desk again.

m

Double-level cash desk hierarchy Branch/local office

Cash desk 1

Default values:

Cash desk 2

Cash desk ...

1

Cash desk n

Bank clearing

Default values: Company code Bank clearing

Default values: Company code Bank clearing

Company code Bank clearing

account

account

account

account

Lot/payment cat.

Lot/payment cat.

Lot/payment cat.

Lot/payment cat.

Company code

Default values:

Figure 167: Cash Desk Structure

The cash journal can map the cash desk structure of a company. The cash desk structure includes the cash desks in the individual branch offices of a company. The cash desks in the branch offices form the master data of the cash desk structure and are, therefore, a prerequisite for the cash journal. The company code and the bank clearing account, as well as lots that have already been created according to the payment category, are proposed depending on the cash desk. If an open lot is not available, the system automatically creates a corresponding payment lot. The branch and the cash desk are the first 5 figures of the name.

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Role-specific activities

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NO

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Figure 168: Role Concept

Role concept (optional - can be activated/deactivated in Customizing) • • •

Branch office manager: Standard role 22000001 Cashier with special tasks: Standard role 22000003 Normal cashier: Standard role 22000005 can be allocated different activities. Users are allocated to roles using the transaction PFACINS or in the Customizing settings for responsibilities. Activities can also be individually allocated to the roles in Customizing, or configured according to the standard system. The overview displayed above represents a standard allocation.

Activity per role •

Branch office manager

All activities for all cash desks in the branch office. For example, entering incoming and outgoing payments, posting deposits, transferring responsibilities, posting differences, posting withdrawals, the historical evaluation of all cash desks in his or her area of responsibility and opening/closing cash desks. •

Cashier with special tasks

All branch office manager activities except for closing cash desks in the branch office. •

Cashier

Entry of incoming and outgoing payments in his or her cash desk and posting deposits.

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ID


Events ■ Event 6120: ■ Call additional menu functions Historical cash balance Cash movement Check withdrawal Postal order Total of cash movements

■ Bar code reader

- . . ...\

■■ ■

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:

■

-ÿ

I

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■ Replace standard function, for example, cash balance

■ Event 6130: ■ Account determination different to posting area 0150 and 0160 ■ Event 6140: ■ Checks before an action, such as closing the cash desk and additional functions

Figure 169: Individual Enhancements to Cash Journal

Bar code reader For example, the customer data and the amount to be paid for each bar code are stored on the bill. A customer pays their bill and takes it to the cash desk. The cashier scans the bar code. The data for the business partner, contract account, amount and so on is already entered in the corresponding fields in the cash desk. There are 5 additional customer functions that can be activated and used for event 6120.

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mu

\ \

Business Partner

1 !

Document Number Net Due Date Payment Form No.

Check deposit list

Post directly

Contract Account Contract

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!

/

r Contract Acct.

Post online Payt on acct. Posting

Receipt You paid USD1 23.45 on 05/15/2003

Figure 170: Cash Desk

The cash desk has been integrated into the cash journal. This means that all incoming and outgoing payments are posted using the cash desk. You can navigate directly to the cash desk from the cash journal and back. The system transfers the cash desk allocated to an agent and other allocations (made the system or the user) to the cash desk. When the Cash Journal transaction is activated, you cannot directly call up the Cash Desk transaction.

Note: If you activate the cash journal at a later stage, you cannot evaluate the postings that were made in the cash desk before the activation. You should therefore avoid changing settings (cash journal active/not active) during operation.

Within the cash desk function, payments can be directly allocated to open items for a business partner. You can use a payment proposal from clearing control or allocate the payment manually. Payment at cash desk includes cash, check or credit card payments. You can print a receipt subsequent to posting. You can select the application form for printing the receipt in the activity Define Application Forms for Correspondence (under Basic Functions for Contract Accounts Receivable and Payable).

If an overpayment is made in cash, the remaining amount is used to decide whether a posting on account is to be made or whether this amount is to be paid to the customer.

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Post Online

Post

Lot Mgmt

Select Items

Receipt

1 1 Cash Journal |

Header Data Document Date

Company Code Business Area Business Place

Simple Selection

Reconll. Key. Currency Exchange Rate

Posting Date Value Date

|GIL Account Posting

Barcode B Business partner

C Contract Acct D Document No. Post on account Text for paym. on acct

Br?iSaii5

Check Payment i Credit Card Payment

Amount

Cash desk clrg acct Incoming cash payment Outgoing payment

6

Note to Payee Payer Additional Info.

Selection value 3

E

Cash Payment

O

Cash Desk Branch

I

Postal Order

I [Summary I

Payment amount Amount received Change 0 Z

Amt Received

Currency

o Check Number1

Figure 171: Manual Cash Desk Payments with Business Partner

The cash desk allows a user to enter payments manually or automatically. Automatic assignment takes place the same way it does for payment/check lots (specifications for posting and selection criteria are also based on payment lots). Cash, card, and check payments are all permitted within the cash desk.

If posting a payment/check lot - regardless of type - with the cash desk transaction, you can only create, post, and close the payment/check lots (within this transaction); a payment/check lot created here can only be displayed in the payment/check lot transaction.

Default settings for the transaction illustrated above are set in Customizing in the payment processing section of the IMG. Expense and revenue accounts for posting of differences are also defined in Customizing (in the automatic G/L account determination section). As of release ERP 2005 you can process payments with several payment categories in the cash desk. This means that a customer can make a payment with a combination of cash, check payment(s), payment card(s), and postal orders.

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Post

Post Online

Select Items

Document date Posting date Value date

Company code Business area

| Business place

Lot Mgmnt

Receipt

§

Reconll. Key. Currency Exchange rate

|

s

Cash Journal

E3

Cash desk

Branch

Simple selection GIL account posting

G/LacxountpOTtingÿ Short acct ' Amount Posting text

Cash payment

Allocation

Check payment

Credit card payment

Cash clearing acct.

Amount

Company code Business area Profit center

Incoming cash payment Outgoing payment

Note to payee text

Cost center

Postal order

I Summary Pay ment r amount Amo•unt received Change

0 Z Amount Received

Currency

Check Number

Payer Additional Info

Figure 172: Manual Cash Desk Payments Without Business Partner

As of release ERP 2005, the initial screen is divided into three parts: •

Header data The header area contains the static data of a payment, such as the payment date and the company code. You can display or hide this screen area using a pushbutton.

•

Simple selection /general ledger account posting The middle area contains two tab pages one for entering selection criteria for the payment and one for entering the data for general ledger account postings.

In both cases the cash desk supports multiple entries. •

Details of payment category In the area for payment categories, there is a separate tab page for each payment category: Cash, Check , Payment Card, Postal Order. With the exception of cash payments, multiple entries are possible. The system displays the payment categories and amounts entered in a totals table.

You can create individual documents in the general ledger (FI-GL) and payments on account by setting the corresponding indicator.

Payment lots are still supported.

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mn


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Cash nalance

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Diffnrpnnns

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Deposit amount Amount

Figure 173: Cash Journal - Post Deposits

As of release ERP 2005, the dialog for posting deposits has been revised. The screen is divided into two areas. You can hide the header data. The fields required for posting a deposit cannot be hidden.

The cash desk clearing account is hidden in the cash journal dialog. If the system can automatically determine a unique cash desk clearing account, no cash desk clearing account is displayed. If the system cannot determine a unique cash desk clearing account, you can specify one.

You can reverse a deposit with the “reversal of special posting documents” function, provided this has not already been fully or partially withdrawn.

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Header data Company cwJ# Ouiintu area

Busmetn place

C.nh Inhnu

Deposit

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Document dale

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Posting dale

Withdrawal

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Recoin; Illation leey Line item

Value date

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Fosl remaining amounts

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ns deposits

Figure 174: Cash Journal - Post Withdrawals

As of release ERP 2005, the dialog for posting withdrawals has been revised. As when posting deposits, the interface has been divided into two areas. You can hide the header data. The area that is permanently visible shows the balance for each payment category. You can select and activate the balances for withdrawals.

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You can also post a partial withdrawal. Regardless of the settings for the cash journal, the balances are now displayed for each payment card and are provided for withdrawal. If you select and activate a cash balance and enter a partial withdrawal amount, you can only post the remaining amount as a new deposit. This does not change the cash desk balance. However, the performance is greatly improved when determining the current cash desk balance.

It is advisable to post the remaining amount of a cash withdrawal as a new deposit at regular intervals or, for example, before or after closing at the end of the day. The system posts a withdrawal document and, if necessary, a deposit for each item activated.

The cash desk clearing account is hidden in the cash journal dialog. If the system can automatically determine a unique cash desk clearing account, no cash desk clearing account is displayed. If the system cannot determine a unique cash desk clearing account, you can specify one. You can reverse a withdrawal with the “reversal of special posting documents” function.

PD

To cash desk

Cash balance

Deposit

Differences

Withdrawal

Cash desk closing

Header Jala Companv code

Businass am Business place

Document dale Posting dale ■-■.ii i 6 date

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Text

Cash balance

tmr Elalue Cash desk Balance type.] Cun,,

Balance . Actual amount Cash clearing acct Paj.-n cardlype

Figure 175: Cash Journal - Post Differences

As of release ERP 2005, the dialog for posting differences has been revised. As when posting deposits, the interface has been divided into two areas. You can also hide the header data. The area that is permanently visible shows the balance for each payment category, provided you can post difference for all payment categories. If a difference occurs in one or more balances, you can select and activate these and enter the respective actual balance. For each activated item, the system posts one document for differences.

The cash desk clearing account is hidden in the cash journal dialog. If the system can automatically detennine a unique cash desk clearing account, no cash desk clearing account is displayed. If the system cannot determine a unique cash desk clearing account, you can specify one.

You can reverse a difference with the “reversal of special posting documents” function, provided this has not already been fully or partially withdrawn.

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r

ID

Installment plan #0815 j

50.00

Source Receivable No. Due Amount #4711 08.30.2002 250.50 #6789 09.25.2002 149.50

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id

50.oo

No. 1

2

1. Clearing proposal

a

| Post item In dialog

2. Expand installment plan

Due Install. Amount 100 00 09/04 09/05 100.00

4

09/06

100.00

09/07

100.00

HI Clearing Proposal *#4711

01/30

250.50

#6789

02/25

149.50

50.00

Figure 176: Payment on Installment Plan

If, during the clearing proposal, the allocated open item turns out to be an installment plan item, you can display the installment plan and, if necessary, change it during the online processing of the clearing proposal for clearing the source receivables.

mn

Open Cash Desk'

I

Postings in Ceeti Desk’

I T

Close Cash

Desk"

Cash Desk Closing '

Exishng PSCD lupttion

Figure 177: Cash Journal: Day End Closing

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You can execute day-end closing. When the cash desk is closed, the system compares the actual and the target balances in the cash desks of the cash journal and highlights any differences. A currency unit sheet makes it easier to enter the actual cash desk balances. You can enter the coin and note units in the currency unit sheet. Once you have saved, you can print the day-end closing.

Irrespective of whether you carry out day-end closing for a cash desk, you can still open and close it. Cash desk closing does not have to be executed for opening and closing cash desks. However, if cash desk closing is executed for a a cash desk, this cash desk is automatically closed. If you want to make further postings to this cash desk, you have to reopen it.

—

You can use the overview (menu: Payments > Cash Desk) to display the closing carried out in the cash journal across all cash desks and all branches. In the cash journal you can only display cash desk closing for the current cash desk and branch. The transaction enables you to display the cash desk closing dependent on the following selection criteria: • • • • •

PD

Cash desk Branch Date of cash desk closing Closing carried out by Status of closing


5

Business Transactions ~

pjOU

fPayments

L-fiSÿi Incoming/Outgoing Payment Processing L]~\ Cash Desk / Cash Journal

La*

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I

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Define Specifications for Cash Desk/Cash Journal Define Cash Desk Clearing Accounts Define Document Type for Payment Category Define Short Acct Assignments for Transfer Posting to Cash Desk

Define Master Data for Cash Journal Cash Journal: Define Accts for ExpJRev. Diffs from Cash Payments Cash Journal: Specifications for Posting Cash Oesk Deposits and Withdrawals

Maintain Role-Specific Activities for Cash Journal Cash Journal: Define Currency Units of Currency Sheet

Figure 178: Cash Desk / Cash Journal: Customizing

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If you want to use the cash journal in your company, you must carry out the following in the Customizing menu for contract accounts receivable and payable under Business Transactions » Payments —> Incoming/Outgoing Payment Processing — > Cash Desk / Cash Journal.

—

•

•

Prevent the cash desk from being called up directly by flagging the Cash Journ. Act. indicator in the activity: Maintain Specifications for Cash Journal. Make the basic settings and master data in the activities: Maintain Specifications for Cash Journal and Define Master Data for Cash Journal.

When defining Default Values for Posting Cash Desk Deposits and Withdrawals, make sure that you maintain different bank clearing accounts for deposits and withdrawals. However, you can enter the same G/L account for deposits and withdrawals. You can use user roles to control the authorizations for postings and evaluations in the cash desk. In order to do this, you must activate the role concept by setting the Use Roles indicator in the Maintain Specifications for Cash Journal activity and by allocating roles to the individual users (cashiers).

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Lesson Summary You should now be able to: • Process payments at the cash desk and know the principles of the cash journal.

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Lesson: Exercise on the Cash Journal Lesson Overview

m


Use the cash desk function to clear open items Execute cash desk closing in the cash journal

Business Example Your administration allows the citizens to pay the charges at a cash desk. Your business partner wants to use this service to pay parking fees. Accept the money into your cash journal. At the end of the posting day, you can close the cash desk and you can check the posted documents.

Task 1: Use the cash journal function to clear the open parking fees of your business partner by choosing the following menu path: PAYMENTS > CASH JOURNAL CASH JOURNAL.

—

Choose the cash journal for your group in the branch “CD”. • •

Choose “Post deposit” and enter 0001 as the company code, EUR as the currency and the amount 100.00 EUR in the screen that is now displayed. Leave all the default values unchanged and choose “ Post”.

Task 2: You want to post 100.00 EUR as a deposit so that you have enough float in the cash desk. Choose “Post deposit” and enter 0001 as the company code, EUR as the currency and the amount 100.00 EUR in the screen that is now displayed. Leave all the default values unchanged and choose “Post”.

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Task 3: Your business partner wants to pay the open parking fees at the cash desk. • • •

• • • •

Go to the cash journal for your branch CD and cash desk ## (group ##_ by choosing ‘To cash desk You are now on the entry screen for the cash desk. Enter the company code 0001 and the currency EUR and your business partner. Enter 50.00 EUR in the amount field and enter your contract object for parking fees in the relevant field. Double-click the payment amount field, the amount is transferred. Leave all the default values unchanged and double-click “Post Online”. Confirm the dialog box if the system informs you that a payment lot should be created. Activate the request that you want to clear. Choose “Save” and make a note of the document number.

Task 4: At the end of the posting day, you want to execute cash desk closing. •

• •

• • • •

Return to the cash desk and choose the following menu path: SPECIAL FUNCTIONS -» DAY-END CLOSING -ÿ CARRY OUT CASH DESK CLOSING You want to pay your cash desk balance. To do this, select the line “Cash payment” and chose “Enter Actual Balance”. There is a difference between the target balance and the actual balance. When you pay the coins and notes, you notice that you have 151,00 EUR in your cash desk. Enter this balance in the payment template. After you confirm the payment template, choose "Post Difference". In the dialog box, choose the payment type “CS Cash Payment” and confirm your entry. Choose “Activate". An amount of 150.00 EUR should now appear in the “ Cash Amount” field. Enter the amount of 151.00 EUR in the “ Actual Amount ” field and choose “Post".

Task 5: Start cash desk closing. • •

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To do this, choose “ Close Confirm you activities by choosing “ Yes " in the dialog box that then appears.


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Lesson Summary You should now be able to: • Use the cash desk function to clear open items • Execute cash desk closing in the cash journal

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Unit Summary

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Unit Summary You should now be able to: Name the different payment types in contract accounts receivable and • payable. • Explain the object of the lot in contract accounts receivable and payable, and explain the procedure for the manual and automatic generation and processing of lots. • Clear open items using a check lot and a payment lot • Use the account balance to check your activities. • Explain the processing options offered by clarification processing. • Transfer unclear incoming payments from the payment lot to the clarification worklist • Clarify the unclear incoming payments in the clarification worklist and assign them to the correct items. • Process payments at the cash desk and know the principles of the cash journal. Use the cash desk function to clear open items • • Execute cash desk closing in the cash journal


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Unit 5 Payment Run Unit Overview This unit gives you an overview of the functions of the payment program and the role of FSCM Biller Direct in Contract Accounts Receivable and Payable.

M


Explain the prerequisites for the payment program and the posting logic. Carry out postings and repayments using the payment run. Maintain the parameters for the payment program Execute the payment program Make payments with credit cards. Identify the options for creating and processing outgoing checks. Explain the Internet self-services for displays, and the options for paying bills in the Biller Direct component. Define the concept of revenue distribution to final recipients in Contract Accounts Receivable and Payable. Distribute revenues for certain receivables

Unit Contents Lesson: Lesson: Lesson: Lesson: Lesson: Lesson: Lesson: Lesson:

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Prerequisites for Making Payments .240 .246 Payment Program Scheduling Program Executing ...258 Exercise on Payment and .261 Payment Cards .266 Check Management FSCM Biller Direct .270 Revenue Distribution 274 280 Exercise on Revenue Distribution


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Unit 5: Payment Run

IPS510

Lesson: Prerequisites for Making Payments Lesson Overview This lesson gives you an overview of: • • •

PD

The types of payment methods that are generally used in an organization. How to set up payment methods in Customizing How to derive payment methods from master data or documents


Explain the prerequisites for the payment program and the posting logic.

Business Example

mn

■

Outgoing Payments

■

Debit Memo Procedure

■

Direct Debit

* Transfer Posting (Internal Clearing)

■

Payment Cards

Payment Program Figure 179: Internally-Initiated Incoming Payments

There are several types of internally-initiated payment methods in PSCD. These payment methods are used primarily with the payment program (see the next lesson for further details). The difference between a direct debit mandate and a debit memo (automatic debit) is that in a direct debit mandate the customer issues the approval to debit his/her account, and then has six weeks in which he/she can reject the posting.

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Lesson: Prerequisites for Making Payments

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In the case of a debit memo, the customer informs the bank that it can debit the account. The bank must then confirm that the customer has given consent and is no longer able to reverse or reject the transaction once it has been started (this is relevant for German law). Hint: If an incoming payment method is valid (not locked), then it is the company's responsibility to collect the money. For this reason dunnings do not include open items of this kind.

Before executing a payment run, consider the following: What is to be paid?

Grouping of due items

When?

To or from whom?

What payment method is to be used? Check, direct debit, credit card

Through which bank?

/

Figure 180: Payment Processing: Use

IMG

The configuration is executed in the following two steps:

1. Definition of the payment method: •

Classification of payment method

•

Processing type (bank account, payment card, internal clearing) Required master data specifications Payment medium format Company code area (document type, clearing reason and note to payee category)

• • »

2. Specifications for company code

= Assignment to a company code Figure 181: Payment Method Configuration

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Unit 5: Payment Run

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Through the use of the payment method it is possible to ensure that items with a payment method and items without a payment method are processed. The payment method of the document is not compared with the payment method of the contract account. By entering a payment method in an item it is possible to ensure that any minimum/maximum amount limits valid for this item are ignored (so that, for example, after the cancellation of a contract, minimal amounts that would not usually lead to a transfer or a collection can nevertheless still be paid automatically).

Payment method classification specifies whether a check is to be created, if the payment is from a post office bank account, or if the payment method is to be used for incoming payments.

_

mu

Payment Program Control Data: Master Data Address

Company code

Public sector IvilVrnÿr l mPllKTm tl.'nl MIV.1

Posting and payment locks

C

n»M

Clearing restriction

Tolerance group Clearing category (A 0)

Planning group

£

oo

Payment program control Figure 182: Control Data for the Payment Program - Master Data

The responsible company code has the same function as the paying company code in Financial Accounting (posting the bank line responsible for house banks, sender of payment orders, etc.). Other entries relating to payment are determined separately for outgoing and incoming payments within a contract account master record. In both cases (incoming and outgoing): • •

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A business partner bank (or that of an alternative business partner) can be specified for one or both cases Payment methods specified can be overridden by entries in the document.


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A contract account can be blocked for outgoing or incoming payments. Furthermore, bank collection can be prevented after failed debit memos until a processing block date is reached.

If a contract account is specified for offsetting, the contract account items are all paid to a business partner together. Payment methods, banks and blocks are determined via this offsetting contract account.

i

CD

Payment Method Payment Locks Alternative Payer (Bank Details)

3 O

Due Date for Net Payment Deferral Date Due Date for Cash Discount

c

£

O

Q
o

Overrides data in contract

account and contract object

Grouping Can Only Be Cleared

Payment and Clearing Locks'

□L

Figure 183: Payment Control Data: Line Items

A due date is determined by three date entries: the cash discount date, the specified due date for net payment, and the deferral date.

Grouping ensures that items with the same grouping term will be paid together (the grouping criteria must correspond). For example, it is used if you have sent your customer a bill with several items, but these items are to be collected with

one amount. Using the indicator “can only be cleared'' when posting an item ensures that items cannot be disbursed (or collected). Rather, the amount to be collected or disbursed can only be cleared with other debit entries. In event 0652, you can override the automatic selection of partner banks created by the payment program. In the standard system, the partner bank is selected as a result of the bank details defined either in the contract account or the contract (differentiated by incoming payment and outgoing payment). You can override this by explicitly specifying bank details in the line item. However, it is not possible, for example, to select a partner bank dependent on the currency of the items paid if these bank details are not entered in the items to be paid.

Using event 0652, you can set a different bank details ID dependent on the items to be paid, or prevent payment.

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ID

IPS510

[1]

Contract account 300.00 300.00

[2]

Sales revenue account

Receivables account [1]

300.00 300.00

261.00

[2]

[1]

Bank clearing

Bank

12]

300.00

VAT account

39.00

[1]

Figure 184: Incoming Payments - Postings (1)

[1] Debit position of a receivable

[2] Payment in PSCD by the payment run.

ID

11]

[1]

Contract account 300.00 300.00

[2]


Receivables account 300.00 300.00 [2]

Bank

PJ

300.00

[2]

261.00

[1]

Bank clearing 300.00 300 00

pJ

VAT account

39.00

[1]

Figure 185: Incoming Payments - Postings (2)

[3] Incoming payments in General Ledger Accounting (posting the account statement).

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Lesson Summary You should now be able to: • Explain the prerequisites for the payment program and the posting logic.

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Unit 5: Payment Run

IPS510

Lesson: Payment Program Lesson Overview This lesson gives you an overview of the payment program Contract Accounts Receivable and Payable. It describes the process of payment postings and repayments using the payment run and the relevant technical prerequisites.

PD


Carry out postings and repayments using the payment run.

Business Example

S3

PD Contract Object

Contract Account

Customizing

Payment Run Parameter

Documents Business

Partner

1

f Test Run *

Payment Run *

Payment Documend

View Payment List Clarification List for Payment Exceptions

Generate Payment Method

♦ Accompanying Sheet

md rj ui

* Parallel Processing

Figure 186: Payment Program Processing

The process flow of the payment program is as follows: open items are selected; open items are grouped for payment; items requiring special processing are determined; payment methods and bank details are determined; the value date and account determination takes place; payments are posted and payment media created.

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If desired, you can execute a test run of the payment program prior to the actual payment run. The test run creates a payment list but it does not create payment documents. The results of the test/payment run are stored in payment tables (DPAYH, DPAYP). These tables include payments as well as payment exceptions. Payment data and payment exceptions can be viewed in the payment list, but they cannot be changed.

From the payment data payment media are created. Payment media can be created in electronic form or in hard copy. The payment run program uses the technique of parallel processing.

You can define per item indicator for exceptions (in payment program) whether an item should be placed in the clarification list. The data that controls the payment ran exists in the master data, the document, Customizing and the current payment run parameters.

S3 0

Reserve intervals

0

Read items for partner Group items Read contract account Check payment blocks Read business partner Determine payment method/bank Post payment document Update payment data

0

0 Dispatcher for

payment program

Confirm interval

Figure 187: Payment Program: Program Flow

Parallel processing distributes the load across several systems in order to achieve improved performance. By choosing suitable sizes of the selected blocks, more rapid access is possible and less memory is required to process the data. Parallel processing is achieved by apportioning the dataset to be processed. The business partner or the combination of business partner and contract account are suitable interval objects for parallel processing.

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The dispatcher for the payment program calls up the payment program every time entries are made to the technical settings. Every process obtains a free interval which is not yet in operation. The work list defined by this interval is processed in blocks. After this interval has been processed, the next interval is processed. This process continues until all intervals are confirmed as completed. After an interval has been reserved for processing, the information in the worklist is transferred to the mass selection module so that the items for a business partner (or a contract account) can be read efficiently.

a

PD

I

Reserve Intervals

0

II II

Read items lor partner Group Items c account Read contract Check |payment blocks Read b•U6iness part Determine paymicnt method/bank Post1 payment document Upd ate payment data Confirm Interval

r> Figure 188: Events in the Payment Program

0

Through the use of specified events, it is possible to influence the flow of the payment program. The exact specification of the program interfaces and detailed documentation and notes on implementation can be found in the system. For more information see the documentation for the associated sample function modules FKK_SAMPLE_06xx (that is, the function modules specific to the payment program are in 600).

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The following events are available within the payment program: • • • • • • • • •

0600 Payment: Enter grouping criteria for items 0601 Payment: Deactivate items after grouping 0610 Block items or initiate partial payments 0615 Choose line-items to be cleared 0620 Create clearing document lines (when clearing) 0630 Additional data for payment (PAYH) 0640 Additional data on paid items (PAYP) 0650 Select house bank and account 0690 Delete payment data

Run Parameters Company codes

Business partner

- Contract accounts

- Payment method

Priority list - Payment card type Posting parameters Due date interval Selection of banks - Dynamic selections -Technical settings

Posting date

Reconciliation key

-

- Simulation run Figure 189: Run-Time Parameters in the Payment Program

Payment runs can be protected by freely definable authorization groups. An accounting clerk may only process a payment run (change parameters, start a payment run, etc.) if he is authorized for this activity and he is in the appropriate authorization group. Selection criteria according to business partner, contract account and dynamic selections are available for use in the test-run phase.

Selection according to company code is mandatory. The defined payment method is country-specific. For this reason it is only possible to select company codes within a country that has the same currency in each payment run.

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The posting date of the payment ran is applied as the baseline date for determining the due date, unless: • •

•

If a deferral date has been entered in an item, it is used in every case to determine the due date. If the cash discount date is prior to the posting date, then the cash discount due date is used when determining the due date and the item will be paid minus cash discount where applicable. If the cash discount period has expired then the due date for net payment is used.

P

Hint: The due date for an item that is determined in this manner must fall within the due date interval entered in the “general selections” section of the payment ran parameters for the item to be paid.

You can restrict the payment ran to one payment card type. You can then ran separate payment runs for each payment card type, event though the payment method from the “card payment” category is always the same.

Grouping of Open Items

PQ

• • • • • • • • •

Business partner Alternative payer Payer's bank details Responsible company code payment lock Contract account by which payment transactions are made / offset Payment method Currency key Grouping term for open item Free grouping of application area

A business partner’s items are grouped together into payable groups. Items can only be grouped together if a business partner’s items are not selected by contract account. The responsible company code and the account being offset are determined via the assigned contract account in the document.

The application area can enter data in its own grouping field in the designated Event 0600. This data could, for example, include reference details from the contract. This event can also be used to block items while the payment program is running.

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HI

lllllll Validation of payment methods defined in the contract account,

contract object or document Copy husinesE partner bank from contract account, contract object, or document {if the payment method requires bank details) Select house bank per payment method {if necessary, taking into account payment optimization)

Figure 190: Define Payment Method and Banks

Several payment methods can be specified for outgoing payments in a contract account’s or contracts object’s master data. In this case the checks outlined in steps within the graphic above are carried out for each payment method until a valid payment method is found. If payment optimization is not required, the house bank with the highest priority is always selected (see bank selection in parameter maintenance).

M

Respons co. code Payment method Currency House bank Account ID Ranking order 0001

S

USD

DRE

GIRO

1

0001

S

USD

DB

GIRO

2

0001

U

DB

GIRO

1

0001

U

DRE

GIRO

2

Figure 191: Run Parameters: Selection of Banks

The payment program has been realized as a mass activity.

Once open items have been grouped the system determines the appropriate payment method and selects a bank from the bank parameters entered in the payment run. Currently it is only possible to prioritize banks for bank selection optimization. It is not yet possible to enter available amounts for each of the respective bank accounts.

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You can maintain bank selection for all company codes simultaneously. For cross-company code postings, the company code belonging to the contract account must also be the responsible company code for the company codes in the line items.

If other company codes are billed using the contract account, incoming payments on receivables in these company codes are always posted to a company code settlement account in the responsible company code first. This procedure is the same for outgoing payments. Payment:

ID Partner 100000

■mmw 1000000 125

Aect: 1000000

/

200

Account cat.: 01 Payment method: 01

ZT

Contract 1 Receivable: 125 + 4

PSCD

FI Clearing account (bank)

Contract 2 Receivable: 200

113104

Figure 192: Example: Item Grouping (1 of 2) Payment:

mn

Contract account Partner 100001

1000001 125-129 4 200 -200

Acct.: 1000001

PSCD

Account cat,: 01 Payment method: 01

/

\

Contract 1

Contract 2

Receivable: 125 + 4

Payment method: 02 Receivable: 200

FI Clearing account (bank)

113104 129

200

Figure 193: Example: Item Grouping (2 of 2)

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M

Payment

Data List

of Paym.Rec.

Bus Part. CI.Acct.

Payment Exceptions

Ctry.Ras.

Sort Code AccLNo. of Poym.AocCain DHe. OOC.NO. ccod* P House Acet Doc NO. Main PartTran. Doc .Data Duo Date Discount % 0000000407 Lilt Name Field

*iiiil PH

Ctirr.

Uid. PBfc Coontrai I

Cur.

Ujj

Item indicator

IXSSSSSS ’ST ’ttSSS CiWnunS- contains key for the reason for

00000200133

►

0000000407

Last Name Field

001003509» Exception

u

►

the exception

voot

00000200133 ►

11/12/1008 11/12/1908 0,00 11/12/1908 11/12/1990 0.00

200133 ►

0000000407 Last Name FMd

US*-

70,00

500.00

75.00 USO

500.00 USO

8

11-58001000

0

11-5*001000

18

15.71001000

House Number on Sta

000003509000 Exception

V001

00000300017 ►

11/12/1098 11/12/1998 0.00

500,00-

500.00 USD

Figure 194: Payment List

Extended checks for creating outgoing payments: You can set processing locks on an account or contract object and payment locks on an account or document. You can also use the payment program in PSCD to exclude items from payments. In Customizing you can define the necessary payment block reasons to exclude certain items from automatic payment. This type of payment block always refers to both incoming and outgoing payments.

Items that cannot be paid automatically on the basis of their item and contract account categories are excluded from further processing by the payment program and appear in the exception list of the payment program. Payment list and exception list: You can use the list viewer function to adjust the structure of the payment list to your individual requirements. This means that the display layout of the payment list report can be structured and defined by an individual user.

■

Application log ■ Records all activities executed

Additional log Activated in the payment run parameters ■ In the productive systems you can restrict the log to

■

individual business partners/contract accounts (in order to analyze user errors)

Q

Copy template (defined in Customizing)

0

Delete payment run

Figure 195: Additional Features of Payment Program

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The activity log gives information on the executed activities (changing parameters, scheduling, deleting data) and by whom and when the activities were executed.

The additional log clarifies the working method of the payment program. In particular, information is provided on how the items have been grouped and why it was not possible to make a payment. The user can define what is to be logged. The copy template contains pre-defined parameters and may be used to create a payment run. However, the template itself cannot be executed as a payment run. A copy template will not be deleted if a payment run that was created by using that copy template is itself deleted. Payment mns can be deleted.

mu

i Modular structure of payment media ■ Objective: Faster implementation of new formats, such as

EBPP Grouping of payments to payment media ■ Objective: Parallel processing ■ Payments are grouped according to the format of the payment medium ■ Possible grouping fields: Payment medium format, company code, house bank and account, debit/credit memo Flexible structuring of note to payee ■ With symbols (SAPscript Syntax) ■ With application-specific and customer-specific function modules

Figure 196: Creation of Payment Medium

You must initiate a process for each payment medium, and must take into account the country-specific requirements such as the currency and the note to payee.

You can change the structure of the note to payee in Customizing. The use of symbols such as “&TABLE-FIELD&” is supported, as used in SAPscript. In addition, it is possible to edit or structure the note to payee (free text field) in the technical programming of the application area. If you use the payment media formats EDIFACT and S. W.I.F.T. ( MT 100,101, 103, 104, 200, and 202), (customer development), you can define correspondence banks. This means that you can specify a bank chain with up to three intermediary banks (correspondence banks) in Customizing for the transfer from one bank to another. You can define general and recipient-specific bank chains. You then specify recipient-specific bank chains in the transactions for creating and changing

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business partner data (FPP1, FPP2) on the tab page Payment Transactions, in the Bank Chains area. The function module FI_PAYMENT_BANK_CHAIN_SET detennines the bank chains during the payment media creation and places them in the corresponding structures.

■

■

■

Number of information lines Number of item text lines Function module

Customizing for note to payee: Contents

Language Notification type Line number Note to payee

E

1

E

E

01

Contract &PAYP-VTREF&

1

02

Amount &PAYH-WAERS(C)& &PAYP-AUGBW(C)&

1

03

Your account &PAYH-ACC1 R&

Figure 197: Note to Payee Content Hint

You can set that payment media are to be created in the language of the business partner. If this flag is not set, then the system will look into the content table (blank) and use the parameters depicted above and look for language key associated with this table entry. Therefore it is important to place an entry in the content table for language key for each note to payee category. To determine whether or not this flag has been set, go transaction “SE38”, enter program ID “SAPFKPY3”, execute, then search for the “Text in recipient’s language” flag.

In the user-defined specifications, you can specify the number of items to be prepared only once per payment. This avoids the contents of PAYH and PAYHX being output per item, even though these are the same for all items. In the definition of the line content ( FQP5 ► Note to Payee: Content), the sequence (line number) decides whether the content is prepared for each payment or for each item. If, for example, you have specified 2 information items per payment and 1 information line per item, you have to provide a total of 3 lines with content. The first two apply per payment, which means that here only the fields from the structures PAYH and PAYHX are useful. The third line is then repeated for each item. The fields from the structure PAYP are useful here.

—

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mn


B

—


]

| Payments

(_ [~ÿ

Incoming/Outgoing Payment Creation

LHt, Qfr

La

Laÿ

Laÿ

Laÿ

B

i■~|

'% Q

Maintain Note to Payee Type for Payment Medium Define Own Bank Details and User Numbers

_

Define Parameters for Foreign Payment Transactions Define Payment Methods

Define Specifications for Paying Company Code

Define Bank Nodes for Payment Program Maintain Bank Selection Define Payment Lock Reasons Select Item Indicator for Clarification Worklist

L[3

I.Q (Jÿ

Define Scope of Exception List Check Number Ranges for Payment Orders

Figure 198: Direct Debit/Repayment: Customizing

Customizing of payments includes: • • •

• •

•

ET 256

Definition of house banks and bank clearing accounts (FI) Definition of payment block reasons, note to payee type Country-specific payment methods: classification of payment method, document type, allocation, payment medium format, allocation of note to payee type Parameters (company code specific): minimum amounts for incoming and outgoing payments, Parameters (company code and payment method specific): minimum and maximum amounts, processing of foreign payments, payment optimization, definition of value dates You must define the application form for creating payment advice notes in the correspondence for correspondence type 0006 (basic functions for contract accounts receivable and payable).


2011


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Lesson Summary You should now be able to: • Carry out postings and repayments using the payment run.

2011


257 ET

Unit 5: Payment Run

IPS510

Lesson: Exercise on Payment Program - Scheduling and Executing Lesson Overview PQ


Maintain the parameters for the payment program Execute the payment program

Business Example Your administration uses the payment program to collect the property tax by automatic debit. A data medium (DME) must be created and transferred to the house bank that you use to make your payments.

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Task 1: Execute the payment program to carrry out the bank collection: PERIODIC PROCESSING -> FOR CONTRACT ACCOUNTS PAYMENT RUN. -*ÿ

Execute the payment run for the current date and as the identification, choose PP##. In the first step, maintain the general selections; here enter criteria according to which you want the open items to be selected (select the selection criterion 'Open Items'): company code 0001, your business partner, your contract account for property tax, and enter today's date as the “Due Date to” and the payment method “3” for bank collection. Set the simulation run indicator. Leave the other values unchanged and go to the “Bank Selection” tab page. Enter “0001“ as the selection ID: company code “ 0001”, payment method “5”, house bank “DB“, account ID “ GIRO” and rank order“l” are derived. To check the results from the payment run, you can choose the problem class “Additional Information” on the “Logs” tab page. Select the “Payment method selection every time“ indicator and the “Pmnt method selection if not successful” indicator and save your specifications. Choose “Schedule program run”, leave the default values unchanged and confirm the dialog box that then appears by choosing "OK”. To display the results of the test run, select “ Application log“ and then double-click the success message in the application log. After you have checked the results of the payment run, return to the selection parameters for the payment run and deactivate the simulation run. Schedule the payment run again, as described above. When the payment run has finished, follow the menu path ENVIRONMENT — > PAYMENT LIST and then choose “Execute”. Make a note of the number of the payment document (third line on the left-hand side in the pink area in the report). Use the account balance function to check the postings for your business partner and the contract account for property tax in company code 0001.

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Unit 5: Payment Run

mn

IPS510

Lesson Summary You should now be able to: • Maintain the parameters for the payment program • Execute the payment program

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Lesson: Payment Cards

IPS510

Lesson: Payment Cards Lesson Overview This lesson gives a overview of how payment cards are handled in Contract Accounts Receivable and Payable.

M


Make payments with credit cards.

Business Example

Best Bank Visa

v\

r

2435 $4537 5532 John Quint Exp 3/01

Figure 199: Direct Debits Using Payment Cards

When processing open items to be paid by payment cards, card data instead of bank details with direct debiting in business partner master record is used. The card number as well as locks, and validity intervals are checked. The card ID is saved in the contract account and possibly in the contract object. A separate card ID may be stored for outgoing payments. The payment method uses the “payment card” processing type.

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mu

IPS510

Payment Cards Contract account

Pymt run Pymt meth K

u

Receivables 50 70

Card account 50 70

(

1120

]

Business partner with payment cards

Payment card ID Pymt method

K

Contract acc. document

50

Pymt doc

-50

~n

1

Items to be billed

vV

ard

sccour

*

1120

Items to be billed

Figure 200: Payment Cards

When processing open items to be paid by payment cards, data from the card with the debit memo, which exist in the business partner master record, is used rather than the bank data. • •

Card number checked Locks, validity periods

If the customer uses a payment card to pay for goods and services, then open receivables have to be reported to the payment card institution. The payment program clears the customer’s open items and creates new open items on the payment company’s clearing account (reporting account). The open items to be reported to the payment card company (those open items of customers cleared by the payment program) are then determined. When credit card payments are processed in the payment run, no entries have to be made in the bank selection. You must define a card account in posting area 1120. The amounts reported to a credit card institute are posted here, as are the receivables that are sent to the credit card institute when the notification is created (transfer posting). The final step is to carry out billing. Billing can be repeated.

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Issues authorization

it.

ES

Issues payment cards to customers Customer requests for goods/services

Receives request for payment through billing Makes payments to the company's bank

Receives payments from customers

nil nTTI Figure 201: Payment Cards: Issuing Bank / Card Institution

mn

Standard processing using returns lot ■ separate returns reasons, such as 'invalid payment card' ■ Original items open again (for dunning and collection)

No new collection attempt with card

RL Figure 202: Payment Cards: Returns

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263 ET

Unit 5: Payment Run

IPS510

H

mn There is no payment medium print format because:

■

Cardstcard formats are not standarizcd tike bank formats/country

■ Processing for online clearing and the payment program ran parallel (payment medium formats are only valid for one payment run)

A file is created, to which customers can add data, and which customers can then send File: SFKKOPKH Event 1410 ■ Data for payment: BFKKQRKC, event 1411

■ Data for item paid: BFKKQPKD, event 1412 ■

Summary data: BFKKOPKS, BFKKOPKSI

Figure 203: Formats

mn


a -a

Business Transactions Payments

_

Incoming/Outgoing Payment Creation

L

aLQ,

Payment Cards

Define Accounts for Payment Card Institute

| Define Accounts for Posting Settlement Document

Figure 204: Payment Cards: Customizing

You can make the basic settings for the payment card configuration in the IMG menu under: Cross Application Components -> Payment Cards -> Basic Settings.

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Lesson Summary You should now be able to: • Make payments with credit cards.

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265 ET

Unit 5: Payment Run

IPS510

Lesson: Check Management Lesson Overview This lesson gives a overview of how checks are handled in Contract Accounts Receivable and Payable.

mu


Identify the options for creating and processing outgoing checks.

•

Business Example

mu

PI

,

‘ torn*

I

/
*0 ‘OCQtU

ty House Bank Check Encashment

Replacement ,

&

Accounting

Created and/or Void Checks

I

o

haiitu B»>ÿ

Credit

fA

Check Creation

3E

Field Service

/rSj ++ ffl Check Deposit

w

Figure 205: Introduction: Process Overview

A check can have the following status: • • • •

Open Cashed Invalid Locked (new as of release 4.72)

As of release 4.72 you can lock a check and report the lock to the bank, without having to reverse the related payment or issue a replacement check. The check is locked in check management and reported to the bank using transaction FPCHX.

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Lesson: Check Management

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After a specified period (usually 24 hours), the bank guarantees that this check will no longer be able to be cashed. You reverse the related payment document after this deadline by regularly scheduling transaction FPCHS so that the cleared items are open again. By running the payment run again you can create a new check if required. If checks are cashed within the deadline, you can define, in the settings for the voiding reason, whether the checks are to be deemed “cashed” automatically or whether clarification cases are to be created. This procedure is interesting for US customers and is known by the name “Stop Payment”. It is an alternative to the previous way of issuing a replacement check. Invalid checks that have not yet left the company premises should be voided and reissued as previously. A check lock is not necessary in these cases.

Checks can be printed online Check processing/management ■ Checks

with external number assignment (the check number is printed on the check)

■ Checks

with internal number assignment (without any gaps) ■ Checks with automatic number assignment (check number is the same as the document number)

Figure 206: Maintaining Outgoing Check Processing

The bank clearing account used in the payment document must be defined in Customizing to enable the system to determine bank data, and the valid for online printing indicator must be set. When you set the flag, the applicable clearing account must be used in online check printing.

Application form FI_CA_DME_CHECK_SAMPLE serves as a template for a check form with an accompanying letter. The check is printed. The checks for the document are managed in the check repository together with the check numbers used.

If you try to print a check again for the same payment document, a replacement check is created in the check repository with a new check number.

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The program makes the following available: • • • •

•

A chronological log of any special event (when a check is invalidated, for example). You can display the log for the check or for the payment document. The status of checks can be changed. This allows you to record in check management which checks have been cashed. You can invalidate checks separately, but you must define a reason for it. If you use pre-numbered checks, you can use a check issue file to record which checks have actually been issued. This allows you to keep tabs on existing pre-numbered checks that have not yet been issued. If you need to state the name of more than one recipient on a check (two-party checks), you can enter additional recipient information separately and save this.


ID Hi

Basic Functions

[\

Check Management

[~\ [~\ |~\

Specify Component for Reconciling Check Deposits Define Document Type for Check Encashment

Define Bank Clearing Account for Encashment of Outgoing Checks

Expense and Revenue Accounts for Posting Cashed Outgoing Checks

(fy

f~\ 'ÿ>

Settings for Check Creation Define Number Range Intervals for Outgoing Checks Define Void Reasons for Checks

[~\ Q Qfr Hi, |~\

Assign Bank Accounts for Online Check Printing

f~\

Define Specifications for the Clarification of Cashed Checks

Define Details for Lots for Manual Outgoing Checks Define Line Layout Variants for Lots for Manual Outgoing Checks

Define Check Clearing Account for Outgoing Checks

Figure 207: Direct Debit/Repayments: Customizing

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Lesson: Check Management

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mn

Lesson Summary You should now be able to: • Identify the options for creating and processing outgoing checks.

2011


269 ET

Unit 5: Payment Run

IPS510

Lesson: FSCM Biller Direct Lesson Overview FSCM Biller Direct: Can be found in the component FSCM Supply Chain Management Supports the creation/payment of electronic invoices over the Internet Contains the following functions, among others:

Payment of incoming invoices over the Internet and the creation of direct requests and complaints Maintains the data for the address, credit card and bank details/bank account Generates balance confirmations, payment directives and the monthly display of balances and individual items.

-

-

mu


Explain the Internet self-services for displays, and the options for paying bills in the Biller Direct component.

Business Example

mu

FSCM Biller Direct provides -

Electronic notification when an invoice is created Web access

*

Display of all items for a citizen account (open/ paid/ payment arranged) Payment of open items (credit card, direct debit)

’ Recall of payments Payment authorization (via interface, with/without amount) 1

Bill display Contact history (complaints, queries, and so on)

Figure 208: PSCD & Biller Direct: The Internet Customer Account

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“With SAP Biller Direct I have glance, easy to see, JJ 6CC6 om a Lin Smith, Pays her bills through Biller Direct

"Automated, electronic billing and assignment of payments, results in fev, Iu icati C3S6 and overall savings.

M U

Frank Miller, Optimizes his company's processes

Figure 209: SAP's Concept of the Customer Account

1i

mn

Customer Company

Contract Account 1

-a

■

Jl f J

Business Partner

r

Contract Account 2

~3

FI-CA

Figure 210: One Customer Account - Different Receivable Types

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l If

IT -

E-mail

. r ZT

t

Customer

Account

IPIÿS

3 n

Bill

l‘,

i

/

Figure 211: SAP FSCM: Biller Direct

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Lesson Summary You should now be able to: • Explain the Internet self-services for displays, and the options for paying bills in the Biller Direct component.

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Lesson: Revenue Distribution Lesson Overview This lesson gives you an overview of revenue distributions to final recipients (department, public organization or insurance) or third parties in Contract Accounts Receivable and Payable.

PD


Define the concept of revenue distribution to final recipients in Contract Accounts Receivable and Payable.

Business Example Revenue Distribution: Definition

PD

•

Definition of "revenue distribution”:

Distribution of revenues (i.e. sales, motor fuels and trade taxes, exchange of information function, the use of value-added services, or the deregulated telephone market) to final recipients based on established distribution rules. •

Definition of “final recipient”:

Entity (natural or legal person) that is the receiver of the distributed revenue.

In addition to managing your own receivables, you can use the FI-CA component Revenue Distribution to manage receivables for third parties. Incoming payments for third parties that you receive for example, as part of the exchange of infonnation function, the use of value-added services, or the deregulated telephone market are automatically paid over to the final recipient.

The payments to be distributed to the final recipient are created in the form of totals postings. The payment program uses these to create a transfer. However, in this transfer for the final recipient, it is not visible which business partners have paid which open items. For the final recipient to see which paid items make up the payment amount transferred, in data medium creation you can create a payment advice note, in which you explain which payments make up the totals posting to the final recipient. SAP delivers the following example forms of form class FI_CA_PAYMENT : FICAPAYMENTREVDISTSF (SmartForm) and FICAPAYMENTREVDISTPDF (PDF). There has been no manual or automatic clearing in the account of the final recipient, which means that you can use the payment program for payment.

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To prevent clearing, when you post the distribution documents, set the clearing restriction Z. This has the effect that only the payment program can perform clearing. To set the clearing restriction, make the corresponding setting in the Implementation Guide for Contract Accounts Receivable and Payable, under Business Transactions * Distribution of Revenues * Define Specifications for Distribution of Revenues.

—

—

In theory, in a distribution run, it may be the case that the revenues to be distributed and the adjustment postings that, for example, arise from a clearing reset or reversal of payments, balance to zero. If this is the case, no documents have yet been created on the final recipient's account. In release 6.00, the posting logic was changed for this special case. In the future, two distribution documents with opposite +/- signs are posted. This enables you to create a payment advice note for the final recipient.

M Automatic gener-alior of payment* to linal recipient from cleared item*

Cojrttatl

BtU 1

100

Contract Account 2

BUM

Ball 3

BO

Agency X

Account 1

Payment

164)

I

FPWM Payment

Outgoing Payment

Payment

ppeop

FP6QR/

FPS0R2

ItislMy [BfKKRDt)

Figure 212: Revenue Distribution: Overview

FP60M Distribution of revenues, mass activity 0094 reads cleared open items and writes detailed information to table DFKKRDI FP60P Update to final recipient, reads the detailed information and generates the posting to the final recipient

FP60R or FP60R2 or reports RFKKRD01 and RFKKRD02 reporting of the detailed information

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The final recipient can: •

Be automatically derived Customizing (posting area 1380): The derivation of the final recipient is based on company code/main transaction and subtransaction/account determination ID/division/period key Event 0045 Must be entered in the document manually -

•

Depending on the original main and sub transaction for the distribution posting, you can derive the same or an alternative main and sub transaction. Separate output process for mass activity 0094 •

Takes into account all payments that have been distributed Updates DFKKRDI Contains data about the output run and the updated payments Defines which incoming payments are updated with which outgoing payment postings Generates summary postings for the final recipient. -

•

In event 5415 you can exclude individual documents or line items from the revenue distribution. For example, you can allow a period of four weeks before you forward a payment received to the final recipient. Distribution Information in Posting lines

PD PD

Distribution status in posting lines:

-

“1” To distribute “2” Incoming payment distributed “3” Clearing reset/reversal distributed

The payments are identified using the clearing reason. Both the current and the previous distribution statuses are saved. Each distribution sets the last distribution status as the current status. The distribution program only takes into account items with the current status “1”.

To prevent the distribution history having an incorrect status after a distribution document has been canceled, you are not able to cancel revenue distribution documents.

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In revenue distribution, several revenues are usually transferred to the final recipient as a total. From Release 6.00, for individual cases, you can forward a document to the final recipient separately (without summarizing it with other documents). You can use this posting of individual documents, for example, in the Public Sector for administrative purposes.

mn

Ev*fo*lfon Polled for dislributinn to final recipient

6.000 00

Distributed for final recipnt,

Posted to final recipient

Doc. No.

Main Trans.

WiLllftn- Tot,! Ofi*n Oft 400 00 300 00 6.000 00 5.600 00

Q.W

0,00

0,00

000 DO

0,00

500 00

0.00

0.00

000 M

500.00

Subtrans.

Amount

4711

60O6

0106

300 00

4790

6000

01 00

300.00

Figure 213: Evaluation of Revenue Distribution (FP60P)

You can use transaction FP60R2 to evaluate the revenue distribution for a final recipient account or for all final recipient accounts of a business partner.

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In the report, for each final recipient account and currency, totals items are displayed for the following evaluation categories: •

Posted for distribution to final recipient These totals contain all posted documents that are forwarded to the final recipient for an incoming payment. In these documents the final recipient account is filled with the final recipient selected.

•

Distributed for final recipient In this evaluation category, for the final recipients selected, the total of all entries written in the distribution table DFKKRDI by the Distribute Revenues transaction is displayed. The total is displayed in the Total field. The other totals fields have no meaning for this evaluation.

•

Posted to final recipient These totals contain all documents posted to the contract account of the final recipient. They can be the distribution documents that are posted to the contact account of the final recipient using the distribution transaction (SAP menu: Periodic Processing ► For Contract Accounts > Revenue Distribution). Documents that were posted to the account manually are also included in the totals. The different totals (for example, posted and reversed totals) are calculated as for the evaluation Posted for Distribution to Final Recipient.

—

mn

—

IMG Contract Accounts Receivable and Payable Business Transactions

,

_ l~\ Revenue Distribution Define Specifications for Deriving Final Recipient Ll~\ LQ, Define Specifications for Revenue Distribution LRl, Define Main and Subtransactions for Distribution Posting Figure 214: Revenue Distribution: Customizing

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Lesson Summary You should now be able to: • Define the concept of revenue distribution to final recipients in Contract Accounts Receivable and Payable.

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Lesson: Exercise on Revenue Distribution Lesson Overview

mn


Distribute revenues for certain receivables

Business Example Your administration manages the waste charges for the local public utility. You want to distribute these revenues to the site.

Task 1 : Post 100.00 EUR waste charges to your business partner with the period key “YYYY”.

1.1 You can use the acceptance assignment or the document posting transaction from chapter 2 to do this. • • •

Leave the values proposed by the system. Enter “DR” as the document type and choose “ Enter '. For your business partner, enter the contract object for waste charges, the amount 100.00 EUR, the current date as the due date for net payment and the main transaction and subtransaction “4010/0300”. Note the PSCD document number.

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BUKRS Business partner

0001

Contract ac¬ count

Con¬ tract object

Amour tDue date for net pay¬ ment

Main trans¬ action

4010 Waste 100,00 DD/ MM/YYYY charges

Your business part¬ ner

Pe¬ Sub¬ trans¬ riod action key

0300

YYYY

Task 2: Call the document in display mode and check the status of the item and whether a final recipient has been derived.

• •

Go to POSTING -> DOCUMENT -> DISPLAY and enter the document number that you made a note of above and choose Enter. After you have selected the business partner row, you can go to the Additional Data tab page. Make a note of the current status and the final recipient. Current status:

Final Recipient:

Task 3: Your business partner pays the receivables. Go to the cash journal (branch: CD; cash desk ##) and pay the open items of 100.00 EUR.

3.1 PSCD document number:

Task 4: Use the revenue distribution to go to the incoming payment.

• •

2011

Go to PERIODIC PROCESSING ->ÿ FOR CONTRACT ACCOUNTS -*ÿ REVENUE DISTRIBUTION -> DISTRIBUTE REVENUES. Execute the program for the current date with the identification EV##. First maintain the general criteria for the distribution run by entering the business partner, the contract account for services and company code 0001.


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Execute a simulation ran. To understand problems better, set problem class “4 Additional information” on the “Logs” tab page to obtain additional information. Then save your settings. Choose “ Schedule Program Run". Leave the default values unchanged, choose “ OK ’ and then "Continue" . To see the results of the test ran, choose "Refresh". You can check the results in the application log. If the results are correct, you can execute the update run.

Task 5: Display your document number again and check the current status of the item. • • •

—

Go to ACCOUNT ► ACCOUNT BALANCE, enter your business partner and the contract object for waste charges on the selection screen. Go to the receivable that you posted previously, select the business partner row and go to the “ Additional Data" tab page. Make a note of the current status. Current status:

Task 6: You want to make summarized postings of the distributed revenues to your administration-managed supply site.

•

• •

Go to PERIODIC PROCESSING -> FOR CONTRACT ACCOUNTS -» POST DISTRIBUTION. REVENUE DISTRIBUTION Use the program to create and post the documents to distribute the revenues to the final recipient. When you do so, the entries from revenue distribution table DLKKRDI are processed. The system uses the revenues that you want to be distributed based on the selection specifications to create the summary postings for the last recipient and currency. The system creates a PSCD document for each of these summary rows. In the table for the revenue distributions (DLKKRDI), the system defines which incoming payments with which documents should be distributed to the last recipient. The program is started with the ran parameters for the distribution ran. Lirs execute a test ran. If the log is satisfactory, you can start the update ran.

Task 7: You can check the revenue distribution under ACCOUNT —> FURTHER INFORMATION EVALUATION OF REVENUE DISTRIBUTION.

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7.1 Enter the last recipient as the selection criterion.

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Lesson Summary You should now be able to: • Distribute revenues for certain receivables

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Unit Summary

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Unit Summary You should now be able to: • Explain the prerequisites for the payment program and the posting logic. • Carry out postings and repayments using the payment run. • Maintain the parameters for the payment program • Execute the payment program Make payments with credit cards. • • Identify the options for creating and processing outgoing checks. • Explain the Internet self-services for displays, and the options for paying bills in the Biller Direct component. • Define the concept of revenue distribution to final recipients in Contract Accounts Receivable and Payable. • Distribute revenues for certain receivables


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Unit 6 Returns Processing Unit Overview The aim of this unit is to: Create returns, and learn about returns categories, returns reasons and returns activities Learn about forwarding returns charges to customers Learn about returns lots and the returns history Leam about writing returns as one of many returns activities

Unit Objectives After completing this unit, you will be able to: • • •

Configure return reasons, activities, and changes. Process returns in Contract Accounts Receivable and Payable. Edit returns that occur due to a check that was not cashed or the automatic debit being recalled by the recipient bank.

Unit Contents Lesson: Configuration of Returns Lesson: Processing Returns Lesson: Exercise on the Returns Process (Editing Returns)

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Lesson: Configuration of Returns Lesson Overview This lesson gives you an overview of: • The definition of returns • The origin of returns • The types of returns postings (net/gross/including tax/excluding tax) • The returns posting steps in Contract Accounts Receivable and Payable including/excluding the posting of returns charges • Customizing settings for returns

PQ


Configure return reasons, activities, and changes.

Business Example Your organization has been notified by its bank that it has been unable to collect a payment from the business partner’s bank (insufficient funds, expired account, invalid account, and so on).

PQ

Returns occur: ■

If the financial institution is unable to complete a payment order

■

If a customer queries a transaction

A returns lot is a group of documents that: ■ ■

Were sent back by a house bank Were settled with the same bank clearing account

Figure 215: Returns and Returns Lot: Definition

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The returns component enables you to process bank returns which may occur as part of a debit memo or collection procedure, or with check deposits or outgoing payments. Returns are combined in return lots. The returns lots can be created cither manually (using return slips), or automatically by copying return data from the electronic bank account statement file.

Returns can occur in connection with the following payment methods: • • •

Checks Debit memos Credit card collections

Returns typically result from expired or closed accounts, insufficient funds in an account, false accounts, stop-payment on a check, and so on. After a return has been included in a return lot, an additional document is posted. This document is different from a reversal posting because it is always posted to a clearing account for returns. You can enter the data automatically or manually in a lot.

IM 1. Cancel clearing

C f)

c 3 2. Post charges Bank charges

such as:

o

Return document

Change contract

account

5

Letter

SI

Information for

u}

agent

<1)

a:

3. Execute further activities,

Set locks

cr

Charge

4. Returns history

Figure 216: Returns Processing: Structure

First the system determines the receivables or payables that were cleared by incoming or outgoing payments. This payment clearing can then be (normal case) canceled so that the original receivables or payables are open again. The system then generates a return document containing the offsetting items for the items in the payment document.

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Bank charges are posted in the general ledger. You can charge any bank fees to your business partners. You may choose to make your business partner liable for other charges as well. The return charges for the business partner can be posted cither statistically or to the general ledger. Possible follow-up activities are: Changes in the item, setting a deferral date, setting a dunning block and/or a payment block, setting an outgoing payment block and/or changing the incoming payment method (from direct debiting to payment on demand, for example). Other activities such as workflow connection, creation of information for the clerk, or the creation of correspondence for the business partner are also possible. The industry solutions offer these activities, but customers can adapt them to suit own needs.

The system records all relevant data in a returns history. This history is referred to when determining creditworthiness. The returns history is used, for example, to detennine the number of returns for a business partner. CAcctl FI-CA

PD

[1] 10.00 100.00 I t

Bank clearing

Receivables

[1] 100.00

Revenues 100.00 [1]

Figure 217: Posting: With Bank Charges 1

1. 2.

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Debit entry from invoicing (tax not shown) Payment settlement by bank collection


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Contract account [1] 100.00 100.00 [2]

Bank clearing

Bank

(2] 100,00

Receivables

Revenues

[11 10000 100 00 [2]

100.00 [11


1. 2. 3.

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Debit entry from invoicing (tax not shown) Payment settlement by bank collection Incoming payment (account statement)


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Contract account [1] 100.00 100.00 [2]

Bank clearing

[2] 100.00

Bank

10.00 [3]

[3] 100.00

Returns clearing acct

Receivables [1] 100.00 100,00 [2]

Revenues

100.00[1J


1. 2. 3.

4.

Debit entry from invoicing (tax not shown) Payment settlement by bank collection Incoming payment (account statement) Incoming payment (account statement)

Returns are processed automatically in the following steps: First the system determines the receivables and payables that are cleared through incoming and outgoing payments. This payment clearing is then canceled so that the original receivables or payables are open again. The system then generates a return document containing the offsetting items for the items in the payment document. Additional postings, which are required for taxes or charges, are then generated and the follow-up activities are triggered. There are different types of returns postings: • • • •

Net returns (returns document does not contain charges) Gross returns (returns document does contain charges) Charges including taxes (gross charges) Charges without taxes (net charges)

The allocation takes place using the source document number (note to payee).

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Contract account [1] 100 00 100.00 [2] IOC

Bank clearing

[2] 100.00

Bank [3] 100 00 110 00 [4]

100.00 [3]

Returns clearing

account

[4] 110.00

Revenues

Receivables

(1] 100 00 100 00(2]

uu

100.00 [1 1


1. 2. 3.

4. 5.

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Debit entry from invoicing (tax not shown) Payment settlement by bank collection Incoming payment (account statement) Incoming payment (account statement) Reverse clearing (return in subledger account)


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Contract account [1] 100.00 100.00 [2] [5] 100.00

Bank clearing

Bank

[2] 100.00 100.00 [3]

[3)100 00 110 00 [4]

Returns

Expense

clearing account

[4)110.00 100.00 [5]

Receivables [1) 100.00 100 00(2]

Revenues 100.00 [1 1

[5] 100.00


1. 2. 3. 4. 5. 6.

294

Debit entry from invoicing (tax not shown) Payment settlement by bank collection Incoming payment (account statement) Incoming payment (account statement) Reverse clearing (return in subledger account) Post expense from bank charges


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IPS510

Contract account 11] 100.00 100.00 [2] [5] 100.00

M

Receivables returns

Bank clearing [2] 100.00 100.00 [3]

Expense

Bank [3)100.00

Revenue from returns

[6] 10.00

110.00 [4]

Returns clearing account

[4)110.00 100.00 [5]

10.00 [6] Receivables

Revenues

[1] 10000 100.00 [2] [5] 100 00

100.00(1]


1. 2. 3. 4. 5. 6. 7. 8.

Debit entry from invoicing (tax not shown) Payment settlement by bank collection Incoming payment (account statement) Incoming payment (account statement) Reverse clearing (return in subledger account) Post expense from bank charges Pass on bank charges to business partner Raise and debit charges

Step [7] does not take place if bank charges cannot be passed on to the business partner.

Step [8] does not take place if you choose not to levy your own charges on the business partner. Levying your own charges for processing returns is optional.

In the R/3 System, postings [5] to [8] are made in the course of one processing activity.

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IMG

Return Reasons Business Partner Contract Account Bank

Bank

Bank

Determination of Automatic Charges

Figure 223: Return Reasons

Using activity keys in Customizing, you can define multiple activities to be performed in the event of a return. In Customizing you must assign the returns reasons given by banks to your own organization-specific returns reasons. This allows you to treat different returns reasons as defined by individual banks in a uniform way.

P

Hint: You can only assign a returns reason to a house bank when you define the reason for the first time. Afterwards only changes are possible but not a reassignment to a house bank.

The activity key is made up of the Company Code, No. of Returns, Creditworthiness, and Tolerance Group fields.

The returns reason triggers a number of activities. The return reason is used to automatically determine the general ledger accounts that will be posted to for returns charges (and its offsetting revenue account). It is also used for the bank clearing. Two charges revenue accounts and expense accounts (each) are possible for the clearing of charges. History days define the maximum number of days in the past in which a posting may lie so as to be considered in the return history evaluation. If you set the value 0 then all postings will be considered when viewing the returns history. The number of returns is determined from the returns history and always refers to a business partner and a contract account. (= F 1 help)

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M Return Type

Return Reason

Clearing Account

History

Creditworth. Weight.

J Deferral

Set Dunning LocK/Payment Lock

Business

Number of Returns

Partner

Creditworthiness

Contract Account

Tolerance Group

Delete/Change Payment Methods Charges

Company Code House Bank

Change Master Data

Information for Agent

Correspondence

Figure 224: Returns Reasons and Activities: Structure

Number of returns:

P

Hint: When defining activities to take place based on the number of returns, the system takes the first return that takes place on an account to

be return number 0, NOT return number 1.

Account or item dunning block: In case of a return, the dunning block reason entered here is stored in the contract account master record (or in the item if using an item dunning block) of the business partner in question.

The system determines the new due date for the receivable by taking the document date of the return and adding the number of deferral days (if an entry is made in the "deferral days” field).

NOTE: Dunning cannot be performed on an item or account with an incoming payment method of direct debit or bank collection. Using “further activities” allows you to use additional events (function modules) to be used. Event 295 (Returns: Process contract account) is the function module that is used in conjunction with these settings. For example, correspondence could be triggered.

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IMG

Return Activities

Pass charges on Calculate graduated charge

Post charge statistically

Determination of Automatic Charges

Maximum difference

Figure 225: Returns Activity: Charging

You can configure charges handling to have all returns fees that are charged by the bank(s) passed on to the business partner (“pass charges on”). If desired, you can charge the customer an extra fee for the processing of returns (“calculate graduated charge” flag). Charges can be posted statistically or non-statistically (with update to the general ledger). Default main and sub transactions for these receivables (for both debit and credit postings) are assigned in Customizing (posting area 0111).

The amount limit (total of the return items) must be reached for the currency in question in order for lot charges to be calculated and debited to a customer’s account. This makes it possible to scale charges. The maximum difference between the return amount of the house bank and the original payment amount that is tolerated for automatic posting of charges. As long as the difference amount falls short of the maximum difference, it will always be interpreted by the system as a charge and posted. If you do not specify an amount, no difference will be tolerated and posting will only take place automatically when the return amount is the same as the original payment amount. Technical note: The standard function module “FKK SAMPLE 0270” is for determining differences in charges.

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Lesson Summary You should now be able to: • Configure return reasons, activities, and changes.

2011


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IPS510

Lesson: Processing Returns Lesson Overview This lesson gives you an overview of how to manually enter returns lots in Contract Accounts Receivable and Payable.

mu


Process returns in Contract Accounts Receivable and Payable.

Business Example

mu

New Lot

Create

Close

Enter Items

Post

Lot Completed

Post¬ process

Figure 226: Returns Lot: Processing Steps

Processing steps: 1. 2. 3.

4. 5.

gzr 300

Create: A lot can be created interactively or by a program (for example a returns lot for account statement returns). Change: If a lot is not closed, items can be deleted or added. You can correct any data for items that have already been entered. Close: When a lot is closed, the header data and individual items can no longer be changed. However, a lot can be opened again for processing. Once a lot has been closed, postings can be initiated. Post: Once the lot has been closed, returns posting is carried out with the processing step Posting. Postprocessing: Postprocessing is necessary if the returns postings could not be performed.


2011

Lesson: Processing Returns

IPS510

You can use reports to process returns lots. These reports transfer data directly from either an application server, the bank data storage for electronic account statements, or from a MultiCash file. They use this information to create one or more returns lots and enable users to process errors. The application server file must have the format specified by SAP - that is, it may not contain any country-specific formats of electronic account statements. Specifications for Posting Documents

Debit Specified Credit Specified Enter Company Code Document Type Reconil. Key. Currency Posting Type

Business Area Document Date Posting Date Value Date

Processing

Selection Category

Amounts Include Bank Charges

Bank Charges Include Taxÿ'''

If this field is set. the system uses the charges that were defined in Customizing

Srrwn Variant I isi

—

--

Enhanced Return Processing ■ uliita rhargnir Accept Increased Bank Charge

--

If this field is set, the agent can override charges as they are defined in Customizing (manual posting only)

_

Figure 227: Manual Return Lot Creation 1

If the “Amount includes charges” indicator is set, all return amounts belonging to this return lot are evaluated by the system as gross amounts. The net amount is then calculated as follows: Net amount = Return amount - charge amount. If the indicator is not set, the return amounts are evaluated as net amounts (net amount = return amount). If you set the indicator “Charge includes tax”, then all charges relating to this returns lot, such as bank charges or charges passed on, are evaluated by the system as gross charges. The net charge is then calculated as follows: Net charge = Charge amount - tax amount; otherwise Net charge = Charge amount. The selection categories available here are the same ones that are available when posting a payment lot. You can also specify your own selection criteria and code the function module that is behind it to your own specifications.

It is possible to define a field status definition for the fields in the header of a return lot.

Delivered selection categories include document and check number. You can define your own selection categories using event 0255.

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Previously returns could not be posted to payments that contained down payments or postings on account where these items had been cleared again. Using the indicator “enhanced return processing” you can now reverse the clearing in these situations.

mn

Clearing Account and Management Clearing Account

R*tn r n : Clu ring Account Line Item in General Ledger

House Bank ALCUUIII ID

£lalu& Information

Figure 228: Manual Return Lot Creation 2

Within configuration, defaults can be set for document type, clearing reason, company code, screen variant, and selection category that will be used when posting a return lot. If you do not enter a bank clearing account number in the returns lot item, the system will automatically use the bank clearing account defined in Customizing for the given return type (for example, bank return, check return, and payment card return) when the return lot is posted. If you do not know the actual bank clearing account number, but you do know the house bank and account ID, you can enter both and the system will determine the appropriate clearing account. If you set the “Line item” indicator, then a separate line item is created in the general ledger transfer document for this line item. This item is not summarized with other line items (as is the case when creating summary records), even if there is identical account assignment. This is most often used in conjunction with a return lot for an outgoing checks account.

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Determination of payment document;

and cleared Items

H Defined in Customizing for

return reasons

i

Determination of difference for bank charge posting -270

TFK045A Return Reason

Generation of return line Item Generation of bank charges line

ML

Determination of charges

to be debited to contract -260

of TFK045d * Conversion return reasons Conversion

Lot Charges

/

DFKKRK

TFK045B

Generation of contract charges line Items

TFK045C Max. Differences

Initiation of further activities f

before posting

-290

TFK045E

Return Header

0

Return Activities

Mass postings

DFKKRP Returns Lot

Log and error Information Creation ot hlstoty

DFKKRPE

DFKKRP

Error Log Return Lot

□FKKRH

History

Posting Process

Figure 229: Return Processing: Technical Flow

The conversion or allocation of (external to ERP) organization-specific return reasons to each house-bank return reason is defined in Customizing for table TFK045D.

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IPS510

General returns process: Create return header; create return items; close the return; write history or write error log (if necessary).

P

Hint: Technical notes: The following events occur when processing returns (table TFKFBM): •

• •

• •

260: Determination of charges to be debited on a contract account. Passes on bank return charges & additional graduated charges, if applicable. 270: Determination of the difference in return amount and original payment amount. Maximum difference allowed is checked. 280/1: Determination of the contract account for the first/second bank charge, if charges were debited before the actual charges are determined. 285/6: Enhanced account determination after charges were determined (optional) 290: Releases complete return document after it is generated but prior to it being checked and updated (prior to call-up of posting module)

• •

mn

29 1: Submitting of individual document line items after set up 295: Changing of contract accounts after posting and implementation of further activities (workflow, correspondence)


a -a[—


i

Returns

Configure Returns Reasons

LA

[_A j— [~A

bao-

haa &

i ,Lao> i.

|~A (£>

L[~A

Assign Return Reasons to House Banks Define Bank Clearing Account for Returns Define Clarification Accounts for Returns Define Charges Accounts for Returns

Define Account Assignments for New Items with Returns

Determine Document Type and Clearing Reasons for Returns Define Field Selection Define Field Selection for Returns

_ _________

Define Transactions for Electronic Account Statement Transfer Define Time-Dependent Creditworthiness Ratings Define Correspondence Form

Figure 230: Returns: Customizing

Classification of returns according to bank and check returns.

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Definition and assignment of own return reasons to the house bank(s) reasons. Customize returns and processing activities: • • • • • • • •

2011

Charges/debiting of charges Deferral days Define locks and forms Define information for accounting clerk Amount limits, creditworthiness. Clearing accounts, revenue and expense accounts, receivables account and clarification account. Configuration of entry lines for the dialog processing returns lots Define account assignments for new items with returns: When posting returns, you can define a mode that generates new open items. You can define the main and subtransactions for these new items.


305


mn

IPS510

Lesson Summary You should now be able to: • Process returns in Contract Accounts Receivable and Payable.

306


2011

Lesson: Exercise on the Returns Process (Editing Returns)

IPS510

Lesson: Exercise on the Returns Process (Editing Returns) Lesson Overview

M


Edit returns that occur due to a check that was not cashed or the automatic debit being recalled by the recipient bank.

Business Example Your house bank cannot collect the previously booked automatic debit/check from the business partner bank because there are insufficient funds in the business partner account. When returns are posted, the payment is reversed and the items that have already been cleared are activated again.

Task 1 You house bank informs you that the automatic debit payment for the property taxes and fees could not be made due to insufficient funds in your business partner's account. The payment (by automatic debit) for the invoice for property taxes and fees that you created in the exercise “Payment program - Scheduling and Executing” is returned from your house bank as returns. Else the account balance display to find the number of the payment document.

Payment document number:

Task 2 Go to the returns entry to enter the returned payment manually. •

2011

Go to PAYMENTS -*ÿ RETURNS -» RETURNS LOT. Enter a name for the returns lot (for example, IPS510XX01) and choose “Create” (F5).


307


IPS510

Field Name

Data

Initial screen

Lot ID

IPS510XX01

Search term

IPS510XX01

Tab page: Specs for docs and processing Subscreen: Specifications for Posting Documents Company Code

0001

Document type

RL

Currency

EUR

Return Reason

000 “Automatic debit- insufficient funds”

Type of posting

New receivables if payment cannot be reversed

Enhanced Returns Processing

Select the Enhanced Returns Processing field (Choose FI to read the field documentation)

Subscreen: Editing

Selection Category

Document number

Amounts contain bank charges

“Select”

Calculate charges

“Select” Choose “New items”

Now you can enter the relevant returns data in the list or in a separate detail screen. (We recommend that you use the detail screen). To do this, choose “Details” (F2).

Tab page: Charges

308

Sel.type

D

Selection Value

The number of your payment document

Returns amount

Payment amount +5,- bank charges as an amount (gross) (try to enter bank charges >10 EURO)

Currency

EUR

Bank/Int.Rtns Rsn

000


2011

IPS510

Lesson: Exercise on the Returns Process (Editing Returns)

Choose “Enter” and you can see that the bank charges and the own charges automatically appear in the “Returns Charge 1” field. In Customizing for the returns reason 000 (Insufficient funds), it has been defined that the bank charges and own returns will no longer be debited to the business partner.

Use returns reason 000 Choose “Save” and return (green arrow) to the initial screen. Choose “Close”. Now the lot is closed. Choose “Post”.

Mark radio button start online and press OK. Use the account balance display to check the postings for your business partner. Choose “Chronology” or ENVIRONMENT —> ACCOUNT »ÿ RETURNS to trace the returns postings.

—

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309


mn

IPS510

Lesson Summary You should now be able to: • Edit returns that occur due to a check that was not cashed or the automatic debit being recalled by the recipient bank.

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2011

Unit Summary

IPS510

mn

2011

Unit Summary You should now be able to: • Configure return reasons, activities, and changes. • Process returns in Contract Accounts Receivable and Payable. • Edit returns that occur due to a check that was not cashed or the automatic debit being recalled by the recipient bank.


311 ET

Unit Summary

312

IPS510


2011

Unit 7 Clearing Control Unit Overview This unit will provide you with an overview of: • • • • •

m

The definition and aim of clearing control The modelling of clearing strategies and rules for the automatic clearing of items The necessary tools such as the clearing variant, clearing category and clearing type The grouping and sorting of open items for clearing The definition of individual clearing steps for specific cases

Unit Objectives After completing this unit, you will be able to: • • •

Explain the tenns and principles of the clearing control. Name the tools for defining a clearing strategy in Contract Accounts Receivable and Payable. Handle special cases in clearing control

Unit Contents Lesson: Terminology and Definitions Lesson: Configuration of the Clearing Strategy. Lesson: Special Cases:

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.314 .319 .334

313

IPS510

Unit 7: Clearing Control

Lesson: Terminology and Definitions Lesson Overview This lesson gives you an overview of the definition and purpose of clearing control in Contract Accounts Receivable and Payable.

mn


Explain the terms and principles of the clearing control.

Business Example PQ

Every open item, that is every open receivable or payable, must be cleared at some point. There are different procedures that enable you to clear an item. The most frequent are:

■ Externally initiated payment: The customer clears their receivable by paying

■ Clearing: Receivables and credit for a contract account or business partner are cleared against each other in account maintenance

Since these clearing processes are normally mass processes, the system must be able to automatically determine the payment usage or automatically create the clearing proposal based on predefined rules. Figure 231: Clearing Control: Orientation

Clearing Control: Definition

PQ

gzr 314

The PSCD clearing control is a tool for configuring a company's clearing strategy. It contains rules for an automatic clearing proposal or automatic payment assignment. By splitting up the clearing algorithm into several work steps and combining a few basic rules, clearing control allows you to configure clearing scenarios flexibly and based on tables.


2011

Lesson: Terminology and Definitions

IPS510

U

DFKKOP

DFKKOP

\

Open items

▼

Selection

%

Incoming Payment

r Clearing type

Business transaction 05

Clearing category

Contract Allocation

account

Clearing Entry

Figure 232: Clearing Control - Overview

Clearing variants are determined depending on the clearing type of the underlying business processes and, optionally, on the clearing category of the contract account in which the clearing is to take place. The clearing type represents the business transaction in which items are allocated or grouped for clearing postings.

For example, payment lot (05), cash desk (19), manual account maintenance (03).

With the exception of a few examples, it corresponds to the source used in the underlying process (HERKF_KK).

Clearing types are hard-coded in the system. Clearing types are structured according to their areas of use (for example, incoming payment, account maintenance). Clearing categories are defined in the contract account. As a result, you can use the clearing category to allocate individual clearing rules to different customer groups, such as household, commercial, and industrial customers.

If no clearing category is assigned, the clearing variant defined for the clearing type will be taken.

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ID

IPS510

J

Overview of clearing types used in me standard processes (FI-CA) □escflptlon

Clear

Ur.e

Type

01

lna_pymt X

Manual piHlIny

1

03

Manual

2

04

Autenwlle ««urrt matotinniM

2

03

Payment L
1

W

Payment run

4

1B

Caith desk Piiymrnl

1

X

30

€rah EH**; Payment by Cam

1

x

21>

Ca*h CW»V: Payment by Check

1

X

Acccjnl Maintenance

<§*ÿ ■ FI-CA> 1. Incoming piyme m

2 Ae«vh1 malhfitnwM 3i DIEII'1 SLfle c tearing amount arnongit dtpentitem hems

*

22

Cwh pnP: Poirtal Order

1

X

23

Check L
1

X

4B

Payment Order Lot

1

x

JT

FIPKI IHPIII: Hill Prcÿcnlmenl and Pifjimpi:!

l

X

09

Crcdtt Card Lot

1

X

JM

ni-v.lt ibufer P.iymrnl to Irreliillrnrril Plan

3

X

30S

Distribute Payment to tonerttve EP'I

4

X

300

HltlrlbuEfc Paynwni to Hummaii ration

3

X

4 PuiymirH rur*

■4ne_P*ym.> Assign mam ol sviTTatila ;aifrevm. Bir-sh» payment

Figure 233: Clearing Control: Clearing Types

Clearing type 06 (Payment Run) is used in the configuration of the enhanced payment grouping. Normally the payment run does not consider the clearing control.

ID

Contract account

/

•oc 500 •PC 600

Payment 600

•<* 1000

Clearing type

01.01. 02.01. 03.01.

Hi Clearing cat. Clearing by due date

Grouping

Clearing exact amounts

Contract acct QOC

01.01.

COO

02.01. 03.01. 03.14.

500 600 •PC 1000

Figure 234: Example 1 - Payment

One of your business partners makes a payment to his/her contract account without specifying the payment use in more detail.

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Lesson: Terminology and Definitions

IPS510

Payment must be assigned automatically according to a strategy set up in the system. The system checks the due date of an item or an item group. It also has to check whether the paid amount corresponds exactly to a receivable. Only then can the payment be assigned. Contract account •oc 500 01.01. 01 00« 600 02.01. 01 ooo 1000 03.01. 03 ooc-300 03.14. 01

Clearing type

II! Clearing cat.

Clearing by due date

Grouping

Clearing

exact amounts

Contract acct oeo 300 01.01. 01 oee 200 01.01. 01 600 02.01. 01 1000 03.01. 03 OOO -300 03.14.01

•0« •0«

-

Figure 235: Example 2 Account Maintenance

A contract account contains open receivables and credit that were posted with reference to a certain division. In account maintenance, the system has to clear items with the same contract object type against each other, taking into consideration the due date. The item amounting to 500.00 with the due date 01/01 and contract object type 01 qualifies as the item that is to be cleared first against the credit of 300.00 and contract object type 01. In order to do this, the item is split into a subitem of 300.00, which is cleared by the credit, and a sub item of 200.00, which remains open.

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317


mn

IPS510

Lesson Summary You should now be able to: • Explain the terms and principles of the clearing control.

318


2011

Lesson: Configuration of the Clearing Strategy

IPS510

Lesson: Configuration of the Clearing Strategy Lesson Overview This lesson gives you an overview of the tools for setting up clearing control in Contract Accounts Receivable and Payable.

mn


Name the tools for defining a clearing strategy in Contract Accounts Receivable and Payable.

Business Example

mn

The clearing control is responsible for creating a clearing proposal for the items transferred to it. However, the underlying clearing process is responsible for selecting the open items and posting the clearing document. Clearing process. For example, Payment Lot CLEARING_PROPOSAL_GEN

CREATE_SELTAB OPENJTEM_SELECT

Event 0110

Event

CREATE_DOC_

0120

ANDCLEAR

DB

Event 0120 is only processed when a clearing amount occurs for an installment plan or collective bill item. The clearing can then be initiated from any other clearing process instead of event 0110 (for example, dialog or payment run).

Figure 236: Clearing Control: Integration

In order to be able to react to differing clearing scenarios, the standard solution for the clearing control should not be supported by rigidly programmed scenarios.

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Clearing control is used: •

•

•

To generate a clearing proposal during payment allocation or account main¬ tenance. (Function module FKK_CLEARING_PROPOSAL_GEN_0110, processed in event 0110). When splitting a clearing amount arising from an installment plan/collective bill back into the original items of this installment plan/collectivc bill (function module FKK_CLEAR1NG_PROPOSAL_GEN_0120, processed in event 0120). When distributing the clearing amount of a summarization group to the original receivables that can be displayed as groups for the manual clearing process. (Function module FKK_CLEARING_PROPOSAL_GEN_0130, processed in event 0130).

Clearing proposals are determined automatically when payment lots are posted or during automatic clearing. They can also be requested manually (for example, for manual account maintenance, for the cash desk, or for the clarification of payments).

PD

Form Ol groups (from specifications for grouping string) Group processing

Including: ■ Sort sequence ■ Amount-dependent grouping rule • Splitting algorithm for partial clearing ■ Customer-specific assignment rules

a

I s

O)

2

1-n clearing steps

\

Spec, for subsequent processing Tolerance handling for partial clearing

■ ■

Specifications for next clearing step

• Specifications for completion of allocation Figure 237: Clearing Variant

A clearing variant contains several steps. The individual steps control the selection, grouping, sorting, and amount-dependent assignment of the open items for clearing. The steps are executed in the sorting sequence of their numbers, you can, however, call them up directly according to each clearing rule. The individual clearing steps inherit the clearing proposal and the remaining open amount from the previous steps.

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Items that are completely cleared in a clearing step are not included in subsequent steps.

ID

Characteristics can be defined:

■ ■

With reference to the original attributes of the item (fields of structure FKKOP)

With the value derivation through a function module (sample FKK_SAMPLE_TFK116) using the open item information, selection entries (T_SELTAB), and so on. The module can also decide whether the item should be excluded from the clearing consideration Original Characteristic

Clearing: Definition of Grouping and Sorting Characteristics A Char.

Text

Field Name

001

Company Code

BUKRS

004

Main Transaction

MTORG

005

Subtransaction

STORG

009

Contract

VTREF

010

Due date

FAEDN

Only Due Items

P_FASD

015

Contract Account

VKONT

018

Grouping Key

GRKEY

ion FM for Charact.Derivatio

The characteristic 001 refers

to the original field BUKRS of structure FKKOP. This means that its value corresponds to the company code of the open item.

Derived Characteristic IS* SAMPLE TFK11

The value of characteristic 011 is derived in function module IS'_SAMPLE_TFK116 *: Industry-specific

Figure 238: Clearing Control: Characteristics

Characteristics usually describe a specific feature of an item (for example, item is a payment on account or item is due) or the occurrence of a certain event (for example, a document number is specified on payment). Characteristics are used in:

The grouping of open items. Open items that have identical values for the grouping characteristics in a clearing step are considered as one unit in this clearing step (for example, all items that belong to the same company code). The specification (Filter) of which items should be processed in the clearing step (for example, only those due, or only those in company code 0001). The definition (switch) of the condition of whether a clearing step should be executed at all (for example, only carry out step if a document number is specified on payment) The sorting of open items. Through sorting, both the order of processing the groups is defined and the order of clearing within the group.

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IPS510


mu

Rules for the selection, grouping, sorting, and amount-dependent allocation of items

are defined in the individual clearing steps. Application Area Clearing Variant Clearing Step

TFK115

014 Incoming Payment 40 Doc. Number and Due Date

Grouping :

The rules are processed in the following order:

Sorting Sri

tan Characteristic

Rule

010 Due Date

Document Number

Ra

7

2. 010 Due Date

Grouping of Items

2.

Sorting of groups and items within groups

3.

Use of amount rule for group balance Use of clearing rule for

3

3.

5

Grouping

Sorting

5.

4. End of Clearing step

Group.

7

Rule ’

1.

001

Clearing Rule

Customer Module

y/ Writeoff'

Cl Vac /

Paymt- Rem Var

End of Assignment

I

clearing items within the group (provided this item has qualified for the clearing according to 3 above)

Group Rule The grouping and sorting are based on predefined characteristics. Grouping and sorting strings can consist of up to 5 characteristics that are linked to each other with a logical AND.

Figure 239: Clearing Control: Clearing Step

Up to 5 grouping characteristics can be defined in a grouping string. The characteristics are connected with a logical AND. You can also define a rule for different grouping for each grouping characteristic. Depending on each rule, you can define an alternative characteristic value for the individual values of a grouping characteristic. Examples: Combine two attributes of a characteristic into one group (company code 0001 = company code 0002); exclude certain characteristic values (from the clearing analysis in the current clearing step or generally); restrict the clearing analysis to certain values (such as company code 0001 only). The sorting string controls the processing sequence of individual open item groups, as well as the sequence in which the open items are cleared within a group.

From a technical point of view, the groups are sorted according to the smallest value in their sorting string. For example, if items are grouped according to company code and sorted according to due date, the group (company code) that contains the item with the oldest due date has the first place in the sequence.

If no partial clearing proposal has been made, you may wish to stop the clearing program (enter value “1” in field for end of assignment).

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ID

Example: Characteristic 001 'Company Code'. The characteristic refers to the original field FKKOP-BUKRS. As a result, the value for this characteristic is transferred directly from the open item field BUKRS. TFK116 Clearing: Definition of Grouping and Sorting Charactenstics

ifl)

A

Char

Text

Field Name

001

Company Code

BUKRS

004

Main Transaction

MTORG

005

Subtransaction

STORG

For example, Ols grouped by characteristic 001

Characteristic 001

T_FKKCL BUKRS

FAEDN

1

0002

2

0001

3 4

OPBEL

FM for Charact Derivation

BETRW

VALUE

12.10.

40

0002

10.10.

50

0001

0002

11.10.

30

0002

0003

01.31.

60

0003

GROUP

£

GROUP 1

OPBEL

1 2

GROUP 2

3

GROUP 3

4

Copiedfiirectly

Figure 240: Clearing Control: Grouping Characteristics

Grouping characteristics can be attributes in table “FKKOP”, or can be specifically derived in a function module (use customer name space).

ID

Example: Characteristic 010 'due date*. The characteristic refers to the original field FKKOP- FAEDN. As a result, the value for this characteristic is transferred directly from the open item field FAEDN. TFK116

Clearing: Definition of Grouping and Sorting Characteristics Field Name FM for Charact.Derivation ft A Char. Text

-sis 016

Due

FAEDN

Item is due

E_FAED

Contract Account

VKONT

IS*_SAMPLE_TFK116

For example. Ols sorted according to

Characteristic 010

T_FKKCL

characteristic 010

OPBEL

FAEDN

1

12.10.2006

40

2000 12 10

2

10.10.2006

50

2006 10 10

8

3

11.10.2006

30

2006 11 10

4

01.31.2007

60

2007 01 31

t

BETRW

VALUE

SORT

K

OPBEL

20061010

2

20061110

3

20061210

1

20070131

4

CopledlUrectly

Figure 241: Clearing Control: Sorting Characteristics

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IPS510

Sorting is generally used when a company is not sure how a sold-to-party will group his payments, and the company has its own self-defined priority for items. For example, the company may wish to clear any open items on a certain revenue type before any additional charges and interest. Example: Characteristic 024, ‘due date taking into account deferral'. As long as an open Item is deferred, for the sorting or grouping of the item, the due date of the item's deferral date should be taken into account instead of the due date.

TFK116

Clearing: Definition of Grouping and Sorting Characteristics

■

A

Char. 010

3

Text

IF NOT T_FKKCL-STUDT IS

FM for Charact. Derivation INITIAL.

Field Name

Due

FAEDN

Item is due

E_FAED

IS* SAMPLE TFK116

Due date taking Into account deferral

E_STUDT

IS*_SAMPLE_T

WERT

WERT =T_FKKCL-FAEDN. ENOIF

For example. Ols sorted according to characteristic 024

Characteristic 024

T FKKCL BETRW

OPBEL

FAEDN

STUDT

1

09.10.2006

10.12.2006

2

= T_FKKCL*STUDT.

ELSE

OPBEL

VALUE

SORT

40

2006 12 10

2

10.10.2006

50

2006 10 10

s

20061010

8

20061110

3

3

11.10.2006

30

2006 11 10

1

01.31.2007

60

2007 01 31

t

20061210

4

20070131

4

T

IS*_SAMPLE_TFK116

P

Figure 242: Clearing Control: Sorting According to Characteristic Derivation

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IPS510

Clearing Control: Grouping by Derived Characteristics Example: Characteristic 011 'item is due' (filter) Only the due items are to be included (in the current clearing step). The function module IS'_SAMPLE_TFK116 indicates the items that are not due with ZREG = 2. (for details, see the documentation for the FKK_SAMPLE_TFK116 function module) TFK116 Clearing: Definition of Grouping and Sorting Characteristics Field name FM for Charact. Derivation | A Char. Text IF T.PKKCL-FAEDN > SY-OATLO. Due

FAEDN

Item Is due

E.FAED

IS*_SAMPLE_TFK116

Due date taking Into account deferral

E_STUDT

IS*_SAMPLE_TFK116

ZREG *2.

For example. Ols sorted according to

Characteristic 011

T FKKCL

ENDtF.

characteristic 011 FAEDN

OPBEL

STUDT

VALU E

BETRW

GROUP

ZREG

OPGEL

1

1

09.10.2006

40

2

10.10.2006

50

2

3

11.10.2006

30

3

4

01.31.2007

60

2

For example, SV-OATUM = 11/12/2006 IS*„SAMPLE_TFK116

f

Figure 243: Clearing Control: Characteristic Derivation Example: Clearing of due items within the company code VC TFK115 Grouping String Characteristic 1- 001 Company Code

Grouping Rule

due iti

2. 011 Hem Is due 3.

4. 5. According to characteristic definition 001

T CL OPBEL

BUKRS

Grouping String

BETRW

FAEON

GROU

GROU P2

1

0002

09.15.2006

40

P1 0002

2

0001

02.15.2006

50

0001

3

0002

11.15.2006

-30

0002

4

0003

01.05.2007

60

0003

Open Item Groups

GROUP

OPBEL

1 GROUP 1

3

GROUP 2

2

For example. SY-DATUM = 12/11/2006 According to characteristic definition 011

Group formation

Figure 244: Clearing Control: Grouping String

2011


325 ET

IPS510


mu

Example: Clearing of items within the company code, but company codes 0001 and 0003 can be cleared with each other

TFK

GrRU Short description By Charactertetic Value

Grouping string Grou

Characteristic

.

1 001 Company Code 2.

1

Grouping by Alt Grouping . Otherwise by Character. Value

2

Grouping by Alt Grouping Otherwise Character. Value

3

Grouping by Alt .Grouping. Otherwise no Grouping In Curr.Step

_

= SPACE

_

Alternative Grouplna of Characteristic Values

I BURRS

BETRW

0002

40

0002

2

0001

50

0001

0002

-30

0002

0003

60

0003

3

0003

Grouping String GROU

GROU

1

| TFK116 |

AIR!

Group

Z031 2031

Grouping String

TCL OPBEL

Value 0001

0002 ►

2031

►

2031

0002

AIL Grouping

Open Item Groups

GROUP

OPBEL

1

GROUP 1

3

GROUP 2

2 4

Group formation

Figure 245: Clearing Control: Alternative Grouping

You can use the rules to influence the grouping string, and thus the grouping. The following grouping rules are available: •

•

•

- group according to the characteristic value “1” - group definition (use if you want to combine several groups to a single group). Any values for the characteristic that cannot be grouped will be its own group based upon the characteristic value. For example, you are grouping by product group and there are three possible values. Product groups 1 and 2 are grouped using an alternative grouping, and form one group. Product group 3 forms a second grouping. ‘“2” - group definition like “1”, except that any non-specified values for the characteristic all contain the value SPACE and are therefore grouped into one additional group. Used to exclude certain groups. “3” - group definition where any values for the characteristic not specified in the grouping rule will not be considered for payment.

To enter an alternative grouping (not available with rule ‘ ') click the Alternative Grouping button that appears immediately to the right of the grouping rule. You may have to hit Enter first.

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ID

Example: Only company code 0003 is to be cleared in the current clearing step GrRii Short desenptioo

C 7F Grouping String Characteristic

By Characteristic Value

t

001 Company Code

Grouping Rule 3

Grouping by Alt Grouping. Otherwise by Character Value Grouping by Alt. Grouping. Otherwise Character. Value * SPACE

2

Grouping by Alt Grouping. Otherwise no Grouping in CurT.Step

2.

Alternative Grouping of Characteristic Values

XM. Value

Grouo

AIRI

0003

Grouping

T_CL OPBEL

Grouping

String BETRW

BUKRS

0002

40

0002

2

0001

so

0001

3

0002

-30

0002

4

0003

60

0003

GROUP

OPBEL

Group 1

4

GROU p1

P1

1

Open Item Groups

String

GROU

TFK116 Alt. Grouping

Group formation

Figure 246: Clearing Control: Alternative Grouping

ID

Example: Clearing for each company code sorted according to due date. Each company code can contain items with different due dates. The sorting ensures that the company code to which the item with the oldest due date belongs is cleared first. Within the company code, clearing is sorted by due date. Grouping String

Sorting String

I- 001 Company Code

1- 010 Due Date

2

2.

Characteristic 001

TCL OPBEL

Sort Characteristic

Grouping Rule

Characteristic

BUKRS

FAEDN

I

Grouping

String

GROU

Sort

Ranking

Sorting String

Open Item Groups Sorted OPBEL GROU

SORT1

P1

1

0002

09.10.2002

0002

20020910

I

2

0001

09.15.2002

0001

20020915

E

3

0001

10.15.2002

0001

20021015

4

0002

01.05.2003

0002

20030105

Characteristic 010

I

_e_ 0002

i 4

0001

2 3

Grouping ♦ Sorting

Figure 247: Clearing Control: Sorting Within Groups

It may make sense in certain cases to use both grouping and sorting at the same time. For example, it could be possible that two or more different groups could have the same amount due, but one group should have priority over the others. In this case you sort the groups and not the items.

2011


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IPS510

Example: Clearing sorted according to due date. The items of company code 0002 should always be cleared first for each specific due date.

mn

VC TTK11& C)

Sonina Strlna Son Characteristic

1- 010

Ranking

Ranking Short description

Order corresponds to characteristic value

Son

Due Date

001 Company code 3

►•L

1

Order corresponds to rank order otherwise character val

2

Order corresponds to rank order, otherwise rank *000'

3

Order corresponds to rank order, otherwise rank '999"

4

(') Grouping string is empty

Order corresponds to rank order, otherwise rank '500-

Alternative Sorting

R 1

LI Value 0002

Sorted open items

Sorting String

Sorting String

T_CL

.i.l in.|

s OPBEL

BUKRS

FAEDN

SORT1

SORT2

SORT1

1

0003

09.10.2006

20060910

0003

20060910

999

2

0001

01.01.2007

20070101

0001

20070101

999

3

0002

01.01.2007

20070101

0002

20070101

1

4

0003

01.01.2007

20070101

0003

20070101

999

TFK11B

]

Characteristic 001

Alt. Sorting

OPBEL

SORT2

I

1

g

I

3

2 4

Sorting

Figure 248: Clearing Control: Sorting String

For most characteristics, sorting them according to their values does not lead to the desired results. If, for example, you want to clear charges first (STAKZ = G), sorting the items according the statistical indicators does not normally achieve this. In order to get the result you want, you can define a ranking order rule for each characteristic. Depending on the rule, you can, for example, specify whether a certain characteristic value is sorted at the start or the end of the item table. The following four values are delivered:

- sort by the value of the characteristic (for example, due date). “1” - sort by value ranking first and then by the value of the characteristic.

mi

•

• •

Not all values must be specified explicitly. For example, there are 4 items with values 1, 2, 3, 4. In ranking, value 4 is given a priority of 1st, and no ranking is given to the other values. Sorted results will be items 1 and 4 (same ranking), 2, then 3. “2” - unranked items have top priority (1st), others then handled in ranked order (1, 2, 3, 4). “3” - unranked items have lowest priority (come after all ranked items) (4, 1,2,3).

To enter an alternative sorting (not available with rule l”) click the Alternative Sorting button that appears immediately to the right of the grouping rule. You may have to hit Enter first.

SST

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--

The amount rules specify the conditions under which an amount can be assigned to an item group (defined by grouping string) Examples:

■

Partial clearing not permitted

■

Clearing only with identical amounts

■

Clearing only with 5% difference

■

Clearing if within tolerance limits

/

„L

\

N

\

-

The clearing rules define how items in a group are cleared (presuming the amount rule for this group has been fulfilled) Examples:

•■

During partial clearing, proportional distr. of amount available

■

Assignment using customer module

■

Assignment using alternative clearing variant/step

Assignment based on sort sequence

x

.4d

&

- S4 IS

Figure 249: Clearing Control: Group Rules

Group rules are allocated in the grouping string. Amount rules ‘

- no amount restriction (only use when not using a ‘grouping’).

• • • • • •

•

0, 1, 2, 3, and 4 are used most often:

- clear only when amounts are equal. “1” - no partial clearing allowed, but overpayment permitted “2” - no overpayment allowed, but partial clearing permitted “3” - maximum amount difference according to tolerance group. Post “0”

tolerance. “4” - maximum amount difference according to amount check group. Partial clearing takes place (difference is not written off when using a tolerance group). If the difference between the payment amount and open item amount is greater than this amount, then the payment will be posted on account. Amounts specified here are not “added” to tolerance group amounts. See online documentation for infonnation on the other rules.

With clearing rule “1”, the system makes proportional payments. For example, a payment of 90 is made to two open items with 100 and 50: (100/150)*90. This means that a payment of 60 is made to the item with 100, and a payment of 30 is made to the item with 50.

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mu Group for joint clearing Credit or incoming payment

Amount check group Currency

From/to amount

T

Absolute limits

Bra

Clearing:

Credit/payment receivable

Percentage limit

Figure 250: Amount Check Groups

Amount check groups are used in a clearing step to define amount-dependent clearing conditions. The check groups are used within a group of open items in the following way: •

•

In the case of incoming payments, the difference between the available payment amount and the total balance of open items in a group that have already been posted undergoes an amount check. For all other business transactions, the difference between the total credit items and the total receivable items undergoes a standard check.

Amount check groups allow you to specify differentiated amount variances within which a clearing is permitted. You must make sure that the amount group does not have the same functionality as the tolerance group defined in the contract account. It only has to specify whether a clearing takes place or not. The amount differences from the payment and posting assignment that were determined according to the default values in the amount check group are not implicitly written off. Depending on the specifications in the clearing step, they can be written off, cleared or posted on account.

The amount check group is defined according to currency.

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Clearing Type R41 Cl Faring natiwjory Main Mansaetron SJbtransaction No clearing

STD STD

now

STD

0020

T Clearing open items

interval

14 51 0010

No clearing

Figure 251: Defaults and Selection Restrictions

In the selection criteria, you can specify for every clearing type which item is to be included in the clearing analysis based on transaction and due date. You can use the clearing category, main and subtransactions to specify whether an item is to be included and, if so, within which due date interval.

You can determine the selection criteria at the following levels: 1. 2. 3. 4.

Clearing category, main transaction, subtransaction Clearing category, main transaction, not specified Clearing category, not specified, not specified Not specified

The restrictions are interpreted in up to 4 steps, starting with the specified clearing category, main transaction and subtransaction and finishing with an unspecified entry. Normally, the level found first is used. If the system cannot determine any selection restrictions for an open, it is included 'unfiltered' in the clearing analysis. The selection criteria can be used to exclude items with specific main and sub transactions or to define how many days into the future the system should look for open items for possible clearing (Grace Days column). By marking the box NC this will exclude items with the associated main and subtransactions. You can also exclude items from clearing in the corresponding clearing step. Statistical items can be written off automatically in several ways when posting a payment to an account with statistical postings on it. Control data payment on account allows rules to be set for when posting ‘on account’. For example, it could be set that any amount over X amount will be posted directly to the clarification (interim) account and not posted on account (payment lot status would be not posted).

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Program enhancements allow for the use of two function modules, one for the selection of open-items, and the other for how statistical items should be written off.

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r>,

Basic Functions

-C*? Open item management l— [~<8y Clearing control

_

_

Clearing Variants

—

}

Define Grouping and Sorting Features

M

Define Amount Check Group Define Clearing Variants

—

Q> (Jj>

_

Define Clearing Categories Define Clearing Types

Define Specifications for Clearing Types

fig

Define Defaults for Incoming Payments Define Defaults for Account Maintenance Define Defaults for Collective Invoice/lnstallment Plan/Summarization Gr oup Define Specifications for Invoicing

Figure 252: Clearing Control: Customizing

With the exception of the clearing category table, the clearing control settings are industry-specific. Since the clearing types are allocate to the standard processes and supplied by SAP, every application area is responsible for maintaining and supplying their standard settings.

In the specifications for clearing types, you can configure the determination of clearing variants, selection restrictions, information on payments on account, as well as the control for writing off statistical items.

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Lesson Summary You should now be able to: • Name the tools for defining a clearing strategy in Contract Accounts Receivable and Payable.

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Lesson: Special Cases: Lesson Overview This lesson gives you an overview of how to handle special cases in clearing control in Contract Accounts Receivable and Payable.

mu


Handle special cases in clearing control

•

Business Example

mu

Example scenario 1: Clearing all items according

V01

Clearing Variant Cleanng Step

to due date

VC_TFKt15 Ail items by due date

Clearing variant V01 Grouping String Characteristic d

If no characteristics are entered in the grouping string, all items are processed in one group

Sortffig Slnng

Grouping Rule

: is.

Sort Characteristic 1. 010 Due Date

Ranking

Sort

Z 3.

Example 1

V01

Ooc.

MainTr

SubTr

Due Date

4710

Bill

Rec.

15.09.

10.00

10.00

4711

Bill

Credit

15.11.

30.00

30.00

0.00

4712

Bill

Rec.

05.12.

60.00

20.00

40.00

Amount

Clearing

Open

0.00

Figure 253: Clearing Control: Account Maintenance (1)

Example: Since a characteristic has not been entered, the open items from documents 4710, 4711 and 4712 fonn a group.

Within the group, the items are sorted according their due dates. The invoice credit (30 USD) is calculated step-by-step in the following way: • •

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The invoice request from 15th September for 10 USD is cleared first. The remaining credit of 20 USD is used to clear the invoice request from 5th December. The invoice request remains open with an amount of 40 USD.


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Example: Since a characteristic has not been entered, the open items from documents 4709, 4710, 4711 and 4712 form a group.

Within the group, the items are sorted according their due dates. The clearing algorithm produces the following processing steps: • • • •

m

The payment on account of 20 USD is used to clear the invoice request dated 15th September. This is cleared completely using the invoice credit from 15th November. The remaining credit of 25 USD can be used to partially clear the invoice request from the gas division dated 15th November. The credit (10 USD) is then used to clear the rest of the invoice request from the gas division dated 15th November. The outstanding receivable from invoice 4711 is still 65 USD. Example sceanrio 3: Clearing in two clearing steps V02 1 Within document ♦ due date

Cleanng Variant

Clearing Step

VC_TFK116

Clearing step 1 Grouping String Characteristic

Grp Rule

V02

Clearing Variant Clearing Step

2

An terns by due date

Clearing step 2 Sorting String Sort Char.

1- 018 Document number

V

2- 010 Due Date

Z

010 Due Date

Grouping String Characteristic 1.

Sorting String i Rule Grp

Sort Char.

-• 010 Due Date z

2.

Step 2

Step 1

Doc. 4709

Olvlslon Electricity

4710 4711 4711

4712

Electricity

Gas Electricity

Open

Bill

Rec.

15.09.

25,

0,-

25,-

On ale

Paym.

22.10.

20,

0,-

20,-

Bill

Credit

15.11.

30,

30,-

0,-

Bill

Rec.

15.11.

100,

30,-

Bill

Rec.

05.12. 06.12.

60,

10,-

90,

0,-

05.12. 05.01.

10, 60,

Gas

Bill

Rec.

4712

Gas

Bill

Credit

Bill

Rec.

Electricity

Clear.

Amount

SubTr

4712

4712

Due

MainTr

s

c

Clear.

Open

5,

20,-

0,- |

20,-

0,-

0,

70,-

0,-

70,

50,-

0,-

50,-

90,-

0,-

90,-

10,-

0,-

0,-

0,-

0,-

60,-

0,-

60,-

1


Example: Clearing step 1 leads to the following processing steps: Document number and due date are specified as characteristics with the result that the following groups are created: • • • • •

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Groupl: Group3: Group2: Group4: Group5:

Open item document 4709 Open item document 4711 Open item document 4710 Open item document 4712 with due date 5th December. Open item document 4712 with due date 5th January.


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The following clearing steps take place:

In group 1, group 2, and group 5 no clearing takes place. In group 3, the credit of 30 USD from the division electricity is cleared against the gas receivable of 100 USD so that a receivable of 70 USD is left. In group 4, the invoice requests from 5th December are balanced so that a budget billing amount of 140 USD is due on 5th December.

• • •

The second clearing step leads to the following results: No further characteristics have been specified. As a result, all items that are still open are grouped together. The payment on account of 20 USD can still be used for clearing and is used for clearing the invoice that has been open for the longest amount of time. There is still a receivable of 5 USD.

• •

A PD

Caution: Grouping by due date is necessary because the due dates of the installment plan have the same document number; however, clearing analysis should usually take place at the level of the individual due dates.

Clearing strategy for account maintenance

FKKKOP Clearing

In account maintenance, the following strategy normally applies: From the detailed view to the general view. That Is, the clearing variant starts with a detailed grouping in the first step then simplifies this with each subsequent step.

All items sorted according to due date

Contract object

Contract object

Step 3

Contract object

Doc. n Due date

H

Step 2

Step 1

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ID

Example scenario: The payment should only clear a document/document combination if it corresponds to the balance of this document/document combination. Sort tag.String

Grouping String Grouping Rule

Characteristic

1 018 Document number

Sort Characteristic 1

2, 010 Due Date

2.

3.

3.

4.

S

5.

4

Group Rule.

©

Amount Rule Cleanng Rule

VC TFK115

Ranking

credit of 20 USD (doc. 4710).

Item

The additional grouping according to due date is usually required because a document may have items with different due dates (for example, an installment plan)

End of Cleanng Step

Write OffTolerance

Paymt. Rem Var

(*) When the amount check group = SPACE the amount Is checked

Doc.

The customer wants to pay the invoice 4709. They can pay the full amount of 25 USD or the remaining amount of 5 USD after withotding the

Sort

010 Due Date

MalnTr

SubTr

4709

1

Bill

Rec.

4710

1

On ale

Paym.

4711

1

Bill

Credlt

Due

/

7 = Combination of Ol Groups Group

15.09

25,-

1

25,-

22.10

-20-

2

-20,-

determine the payment for any

15.11

-30,-

3

80,-

combination of 4 groups

4

150,-

4711

2

Bill

Rec.

15.11

100,-

4712

1

Bill

Rec.

05.12

60,-

4712

2

Bill

Rec.

05.12

90,-

Balance

In this example, the amount rule 7 can

Amount

Figure 256: Clearing Control: Incoming Payment

The additional grouping according to due date is required because a document may have items with different due dates (for example, installment plan or budget billing plan).

Example: The customer wants to pay the invoice 4709. They can either pay the full amount of 25 USD or the remaining amount of 5 USD after taking account of the credit of 20 USD (document 4710).

ID

When installment plan items/collective bills are cleared, the clearing amount for the installment plan/collective bill is distributed among the source items. The clearing control for clearing type 20R is used for distribution in the installment plan and clearing type 20S is used for the collective bill. The workflow for amount assignment may be as follows:

• • | • |

Clearing amounts are assigned to the open items of the installment plan. For example, manually or in the payment lot using clearing category 05.

For the installment plan, the clearing amounts are distributed again among the source items. This is done using the clearing control for clearing type 20R.

In rare cases when one of the original items of the installment plan is a collective bill, the clearing amount for this collective bill is distributed further among the individual items of the collective bill. This is done with clearing type 20S.

If the installment plans or collective bills are cleared in a payment lot/account maintenance, the system processes clearing control for two (in rare cases, three) different clearing types.

Figure 257: Clearing Control: Special Features

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Clearing Control: Creating Payments on Account

mn

If an automatic clearing proposal cannot be detennined for a payment or a partial amount, or if you do not want one to be created, clearing control can create a payment on account for this amount.

mn

-

-

-

-

An agent can initiate a payment on account (for example, in clarification processing or the cash desk) If the clearing variant can propose clearing for part of the amount, the remaining amount is paid on account If the system cannot determine a clearing proposal for any part of the amount, for example, if an open item was not selected, the amount is either posted on account or to a clarification account, depending on the specifications for the clearing type. The clarification control can depend on the clearing category and the amount. A posting on account is not created when you request a clearing proposal online for manual clearing (post) processing.

Control data payment on account allows rules to be set for when posting ‘on account’. For example, you can specify that when postings are over the amount of X, an entry is made in the clarification worklist and no payment on account is generated (payment lot status is “not posted"). If you want to waive certain statistical receivables or payables (such as unpaid dunning charges), you can write these off in payment processing or account maintenance. When you do this the items are marked as cleared, but subsequent processing is not initiated (for example, down payments, actual requests for charges an so on).

■ Down payment requests or charges, for example, can be written off. ■ Control can be dependent on statistical indicators, transactions and amounts. Scenarios that are supported include: ■ Write off if no actual open receivables)*) exist ■ Write off up to the due date of the next actual open receivablef*) ■ (*) The decision is based on the Ols selected for clearing and not on the overall account situation ■ In the program enhancements for the clearing type, users can use their own rules to control the write-off decision

!£

Due to technical reasons, you can only write off statistical items that are not flagged for (partial) clearing within the framework of the clearing proposal.

Figure 258: Clearing Control: Writing Off Statistical Items

Write-off statistical items allows for one of three options when posting a payment to an account with statistical postings on it:

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- always write off

69?

“1” - write off statistical items if no "real" open receivables exist: open items 100 and 15 (15 is statistical). When payment of 100 is received, the 15 will be written off. “2” - write off up to the next "real" open receivable: statistical items with a due date before the due date of the next open "reaf'receivable are written off.

PD

Special features for payment assignment:

■

The payment assignment strategy results from the assumption that every payment entered is connected to a certain note to payee known to the payer. The payer's note to payee can differ in terms of detail. The aim of the strategy is to determine the note to payee of the payment (item to be cleared) as precisely as possible. To this end, the open items can be grouped into 'logical' units (bill, whole item currently due etc.) in clearing control. These units reflect the payer's view of the account. The payment goes to the item group or combination of item groups that corresponds exactly, or within predefined limits, to the payment amount.

Normally, for payment assignment a clearing variant is used that attempts to assign the exact amount in the first clearing steps, and then uses broader limits for each subsequent step. This enables the user to flexibly influence the clarification worklist for incoming payments.

Figure 259: Clearing Control: Clearing Strategies (1)

PQ

Special features for account maintenance:

■

In contrast to payment assignment, clearing processing in account maintenance is only done within a contract account's previously entered open items.In account maintenance, it is, therefore, not normally a good idea to assign items according to exact amounts. Here, strategy concepts such as clearing sequence and clearing within certain groups (such as company code- or division-based) with permitted partial clearance play a more important role.

In account maintenance, the following strategy normally applies: From the detailed to the general view. This means, the clearing variant starts with a detailed grouping in the first step, which becomes increasingly general with every subsequent step.

I J

A clearing variant designed for payment assignment is not suitable for account maintenance.


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Special features during the distribution to dependent items: ■

■

■

The aim of this assignment algorithm is to distribute a (partial) clearing initiated for a collective bill, installment plan or summarization group among the dependent items (subordinate items, source receivables from the installment plan, summarization group items).

The installed algorithm must be able to distribute all of the clearing amount without there being anything left over. The corresponding clearing variant should allow the items to be partially cleared (at least in the last clearing step). The clearing variant cannot use any rules for the automatic write-off of tolerance differences. An assignment of an exact amount is only a good idea when a collective bill is cleared (the collector only pays certain bills from a collective document). If the system cannot assign an exact amount, the variant must permit partial clearing.


ID

You can request clearing proposals online in manual clearing processing. When you do this, the process that is defined for each clearing variant is executed. You can check the determined clearing proposal online. A clearing document cannot be posted unless it is confirmed explicitly and manually. This means that you can test clearing variants quickly and easily.

■

The clearing proposal for account maintenance can be requested in manual account maintenance (FP06) if you activate the Create Proposal field in the initial

screen. The clearing proposal for the payment assignment can be requested at the cash desk or during the clarification processing of a payment lot.

■

In automatic clearing processing, you can request that the clearing amount that is assigned to the collective bill, installment plan item or summarization item is distributed among the dependent items. You can do this by selecting the appropriate icon at item level.

[1 £]

In the collective bill item In the installment plan item 1° the summarization item

Figure 262: Clearing Control: How Can I Test It?

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Lesson Summary You should now be able to: • Handle special cases in clearing control

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Unit Summary

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Unit Summary You should now be able to: • Explain the terms and principles of the clearing control. Name the tools for defining a clearing strategy in Contract Accounts • Receivable and Payable. Handle special cases in clearing control •


2011

Unit 8 Dunning and Collections Unit Overview This unit gives the participants an overview of dunning in Contract Accounts Receivable and Payable Main topics: • • • • •

M

Using dunning to collect overdue receivables The two steps of the dunning process: dunning proposal and dunning run You can execute different dunning activities The submission to collection agencies The meaning of inbound correspondence

Unit Objectives After completing this unit, you will be able to: Define the dunning terms used in Contract Accounts Receivable and Payable. Maintain the parameters for the dunning program and evaluate the application log Execute a dunning run Print a dunning letter Configure appropriate dunning procedures and know how to execute a dunning run in Contract Accounts Receivable and Payable. Submit receivables to external collection agencies and know how to update further infonnation about submitted items. Process inbound correspondence

Unit Contents Lesson: Dunning - Terminology Lesson: Exercise on carrying out dunning activities Lesson: Configuration and Execution of the Dunning Program Lesson: Collection Processing Lesson: Inbound Correspondence Public Sector Exercise 4: Using Inbound Correspondence

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.344 .348 .351 .367 .376 .381

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Lesson: Dunning - Terminology Lesson Overview This lesson gives you an overview of the terms for the dunning process and the Customizing settings in Contract Accounts Receivable and Payable.

PQ


Define the dunning terms used in Contract Accounts Receivable and Payable.

Business Example

PQ

A business partner is dunned for:

■

Overdue receivables

■ Additional receivables

Consumption billing, budget bills, real property tat, trade tat. parking lees

Dunning charges, dunning interest

The dunning procedure determines: ■ The conditions, under which a business partner is to be dunned. ■ What has to be done in this case

Figure 263: Dunning Procedure: Definition

HI

An additional receivables is a receivable, which is caused by another receivable, e.g. dunning charges or interest. In many cases these additional receivables shall not be dunned and/or calculated interest without at least on main receivable. An item not marked as additional receivable in its transaction attributes (a main receivable) can be subject to interest calculation or trigger dunning if no blocks are set.

SET

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When determining your dunning procedure, you must take the following into consideration: What are the different steps if you must perform dunning more than once? mining levels How do you perform dunning? Do you send a reminder letter, charge interest or fee or hand the receivables over to a nnlng activities collection agency?

=

What are your dunning conditions?

■ Prerequisites

Minimum amount number of days in arrears

■ Action ■ Dunning charge

Dunning notice, cancellation of agreements Fixed, staggered, or scaled charge

Figure 264: Dunning Procedure: Function

A dunning procedure is made up of individual dunning levels. You make a number of specifications for each dunning level, including the minimum amount of an overdue item and the number of days in arrears to be reached in order for the item to reach the next dunning level. One of the most frequently used dunning activities is the creation of a dunning notice. Other examples of dunning activities are posting interest and charges, processing a note for an agent, or starting a work-flow. Dunning procedure:

Dunning Level 1 (14 days after net due date, dunning letter) Dunning Level 2 (30 days after net due date, dunning letter with changes) Dunning Level 3 (40 days after net due date, dunning letter with legal actions)

Contract Account 1

Run Jan 15

1I

Due Jan 01

21

Due Feb 01

3I

Due Mar 01

4|

Due Apr 01

Run Feb 15

Run Mar 15

WT 5T r*~ÿi

[•T*]

[•>> i

[•••]

[•••)

Figure 265: Dunning - Example

The dunning level indicates how often this item has already been included in a dunning run. The highest dunning level reached by any of the items recorded determines the dunning activities.

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The dunning level of an item can also be decreased by the dunning program if, on the basis of the amount limits, the item would no longer reach this dunning level (for example, after a partial payment).

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Lesson: Dunning - Terminology

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Lesson Summary You should now be able to: • Define the dunning terms used in Contract Accounts Receivable and Payable.

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Lesson: Exercise on carrying out dunning activities Lesson Overview

mn

Lesson Objectives After completing this lesson, you will be able to: • • •

Maintain the parameters for the dunning program and evaluate the application log Execute a dunning run Print a dunning letter

Business Example Your citizen has not payed his tax receivable on time. You maintain the parameters for the dunning proposal run and you execute the dunning activity run to remind the citizen of his overdue tax receivables.

Task 1 Your business partner has overdue waste water fees.

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Caution: For the exercise, the posting must be back dated so that it is overdue. Otherwise, you cannot complete the exercise. Check the account balance again.


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Lesson: Exercise on carrying out dunning activities

IPS510

Execute a dunning run for the overdue tax receivables of your citizen. •

• •

• • • • • • •

Dunning notices are usually a periodic activity which is why you can find the functions under the following menu path: PERIODIC PROCESSING -> FOR CONTRACT ACCOUNTS -> DUNNING NOTICE -> DUNNING PROPOSAL RUN. For the run identification, choose the current date as the date ID and MAHN## as identification. After you choose Enter, you can enter criteria according to which the open items for the dunning notice can be selected. Enter your business partner and the company code (0001) on the “General Selections” tab page. On the Dunning Parameters tab page, maintain the net due date from 01/01/YYYY to the current date. Set the Start Current Run indicator. Go to the “Logs” tab page and enter problem class '4' (additional infonnation). Save your settings and choose “Schedule Program Run” with the selection options “Background” and “Immediately”. Choose “Enter” when the run has finished. Display the application log by choosing the relevant pushbutton on the “Logs” tab page. You can display the dunning history by using the following menu path from the dunning program. ENVIRONMENT -*ÿ DUNNING HISTORY. Alternatively, you can display the dunning history using the following menu path ACCOUNT -ÿ FURTHER INFORMATION > DUNNING HISTORY.

—

Task 2 To print the dunning notice, you must start the correspondence printing. Go to PERIODIC PROCESSING -» FOR CONTRACT ACCOUNTS CORRESPONDENCE PRINT. General Selections: Business partner number; Correspondence Selection: Correspondence type"0003”. Print Parameters: Output Device“LOCL”. Save the parameters and execute the print ran. -ÿ

• • •

•

Task 3 To view the dunning notices, choose SYSTEM — > OWN SPOOL REQUESTS.

Select the relevant row. Then choose the glasses icon (display).

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Lesson Summary You should now be able to: • Maintain the parameters for the dunning program and evaluate the application log • Execute a dunning run • Print a dunning letter

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Lesson: Configuration and Execution of the Dunning Program

IPS510

Lesson: Configuration and Execution of the Dunning Program Lesson Overview This lesson gives you an overview of the main factors that influence the dunning process in Contract Accounts Receivable and Payable, for example, the dunning level, dunning activity and dunning condition.

M


Configure appropriate dunning procedures and know how to execute a dunning run in Contract Accounts Receivable and Payable.

Business Example

IMG Dunning procedure category Dunning procedure

1:n

Dunning level

category Dunning level(s)

I Dunning prerequisites

1:n

Dunning activities

Charge schedule Dunning charge

Figure 266: Dunning procedure: Configuration

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The “dunning procedure” is the driver for dunning. You can define different dunning levels for each dunning procedure. These “dunning levels” determine the dunning frequency, the calculation method by which the dunning charges are determined, and how interest is calculated and posted. For each dunning level you can also define currency-specific minimum amounts and “dunning activities”.

You should select “Always dunn. notice?” for the last dunning level so that items at this level are not skipped. You can allocate a dunning procedure to contract accounts or for each individual line item in a document.

The dunning data is saved in the dunning history. In Customizing for the dunning procedure you can set an indicator (“do not reduce dunning levels”), which prevents the system from reducing dunning levels. This indicator is processed by the dunning proposal run. Furthermore, for the interest calculation integrated into the dunning run for each dunning level, you can define how high the interest amount must be to be posted.

mn

IMG View “FICA Dunning: Dunning Levels Details"

Dunning procedure

30

Dunning level 3 Dunning level Dunning level category 04 Minimum number oi days that must have passed since due date tor net

payment

Can dunning

_

Legal action to follow

—-

Selection parameter 35 Days in arrears 14 Dunning frequency Always perf. dunning Optional dunning level

Alternative days/arrears Alt. dunning frequency Set dunning level Only already dunned

level be

skipped?

Interest

Charges

02

01 Processing charge 02 Postage costs

Charges schedule

Determ,

interest

x

Interest key

02

Update key

1

X Interest before charges

Payment period Dunning recipient

14

.

Print all items Creditworthiness number

\

Interest calculation (Y/N) according to:

Interest keys (as - configured) or non- statistical statistical posting

X

Target paymient date printed

on the dunnl ng notice (added to date of du nnlng run).

Figure 267: Dunning Level - Customizing Example

Dunning frequency - Minimum number of days that must have passed since the issue date of the last dunning notice.

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Print all items - If you set this indicator, all items that fulfill the same criteria for dunning grouping are listed in the dunning notice, regardless of whether they are due.

Always dun - Causes a dumiing notice to be initiated at this dunning level as soon as the dunning frequency is reached in the the dunning program, regardless of whether the days in arrears or minimum amounts have been reached. Charge schedule - Key for defining a schedule that determines the charges which are usually levied in connection with the creation of dunning notices and other correspondence.

You can use the indicator “Interest before Charges” in Customizing for the dunning level, in order to make the calculation of dunning charges dependent on whether interest has been calculated for items due for dunning. SAP provides the FKKSPECIALCHARGE 0360 function module as an example of a calculation of this type. As standard procedure the interest in the dunning activity run are calculated and posted according to charges. Additionally, you can restrict the amount of dunning charges, if dunning interest (penalty charges) is charged as well as dunning charges. SAP provides the FKK SPECIALCHARGE 0360 module as a template. Print Generate Telephone List

v>

Dunning

Log

Dunning Charges Dunning

Set ■

Dunning Block

Interest

Run

Disc. Document

Start a

Release for Collectioi Agency

Installment Plan

n

Request Cash Security Deposit

Print Dunning or Notice (Container)

Dunning Notice (Directly)

k

Workflow

Reset

Figure 268: Dunning activities

All activities that were carried out are recorded in an application log.

Application forms from the print workbench form the basis of the dunning notice. Printout can be controlled immediately in the spool, or in correspondence management of the print container.

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In the dunning procedure (for installments), you can specify an activity that deactivates the installment plan. After the installment plan has been deactivated, the source receivables are dunned again. A workflow can be used, for example, to trigger an agent notification.

In the dunning procedure, you can release a receivable for submission to an external collection agency. In the dunning run, you can automatically set a dunning lock for the dunned contract account. You can use the example function module FKK_SAMPLE_0350_LOCK_VKONT to do this. The module writes a dunning lock reason in the master data.

PQ CRM or Non-SAP call center system

Dunning run with activity: Telephone list Process telephone list FPDUTL

Figure 269: Dunning: Telephone Lists

Telephone dunning: Function module FKK_SAMPLE_0350_TEL_ITEM allows you to implement a new dunning activity in which the dunned business partner is included in a telephone list. A clerk then calls this business partner and works through the list. A list like this that has been generated by the dunning activity run can be forwarded to an external system (for example, a call center in mySAP CRM) automatically at event 1799, using function module FKK TRANSFER CALL LIST l 799, or manually using report RFKKMADUTLTRANF. The call center then processes the list. The events 9010, 9012 and 9013 have to be defined in order to forward the entries. SAP provides function module F KK_C ALLLIST _CRM_9010 as an example.

Alternatively, the new transaction Telephone List can be used if a telephone list is being processed by several agents. You can find this transaction in the menu under Periodic Processing — > For Contract Accounts — > Dunning Notice. In this transaction, an agent can flag an item as completed after a successful telephone call with the business partner. In order to record communication with the business

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partner, the clerk can create customer contacts manually or automatically. In the Customizing settings for customer contacts, you must define the contact configuration for the program context SAPLFKKDUTL.

To provide the business partner with information, the administrator can branch from the detailed information of an entry in the telephone list to, for example, the account balance, objects connected to the dunning notice and customer-specific or industry-specific functions that can be implemented at event 9011.

m

IMG

Define Dunning Activities Activity Description of Activity C

0005 0006

Deact. Installment Plan Print Dunning Form

01 01

0007 Dunning Event 0008 Set Dunning Lock

Function Module

Form for Corresp.

ISUJJUNNING.DEACTJNSTPLJHSO FMCA_OUNNING_DEACTJNSTPL_l

ISU DUNNING PS CORR CONT 0350 FMCA_OUNNING_PR_CORR_CONT_035Q

IS U DUNNING

FMCA.DUNNING

FKK_SAMPI.E_0360_SBHINVVEIS

01

FKK_SAMPLE_0350_LOCK_VKONT

You can define your own function module.

Figure 270: Customizing Dunning Activities

Dunning activities consist of a function module (such as FKK SAMPLE 0350 CCC) and a correspondence form (optional). It is a key representing an activity that is carried out in connection with the execution of a dunning run.

Fonn for correspondence - If this is an activity for creating paper records as part of correspondence, you need to define the application form for the printout.

You can assign any number of dunning activities to various dunning levels. Examples: • • • •

Print dunning form with different recipients (legal department and so on) Start workflow Send note to agent using SAP Office Deact. Installment Plan

You can define your own function modules for standard activities. Example: You can trigger an activity in a dunning procedure which informs the contract system (via RFC) that it should trigger a contract due to non-payment.

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mn

IMG

Rules for Additional Receivables

Comp.Code Grp

P001 0003 0004 0005 P004

Interest

□ □ □

□ □

Dunning Trig. Interest Key

m □ □ □ □

Dunning Balan. Dunning Lvl

s

□ □ □ □

□ □ □ □ □

I Can an 'additional receivable' alone trigger a dunning activity?

Should an 'additional receivable' be included when determining the dunning balance?

Consideration with dunning level of dunning notice

Figure 271: Dunning Additional Receivables

Each combination of main and sub transaction can be assigned an additional receivables rule.

The maintenance takes place in the Customizing for the additional receivables. You can set the exact properties of the additional receivables, depending on the operational company code: • • •

Subject to interest calculation (for additional receivables) Triggers dunning Take into account when calculating dunning balance

An indicator can be set to ensure that dunning charges and dunning interest are considered with the dunning level in which they were posted. This is necessary if grouping is executed by dunning level, and the additional receivables are to be dunned with their main receivables in the next dunning. Note that a dunning charge can reach a high dunning level in this way, which would not have been reached due to the days in arrears up to this point.

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M

Charge Schedule Defines how to calculate charges for: ■ Dunning ■

■

Certain correspondences, such as account information Disconnection / reconnection

Figure 272: Charge Schedule: Definition

■

Charge category Dunning charge

2

cu 3

Charge category Dunning charge

.

2

V

■§ 0?

05

j3

6

Charge

category 1

|pW

■ What is the individual charge? ■ Which main transaction and subtransaction are used to post the dunning charges?

Figure 273: Dunning Terminology - Charges

A charges schedule can manage the charges data for a maximum of three charges categories. These charge categories can be dunning charges, disconnection and reconnection charges, processing charges, payment document charges, postage charges, or customer defined charges.

For the charge category, the main transaction and subtransaction are determined, with which the charge is to be posted (actual or statistical posting). For each combination of a charge schedule and a charge category, you can set up how charges are to be calculated depending on the currency, the dunning balance and credit-worthiness.

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When you define a correspondence variant, you can assign a charge schedule to some correspondence types. When these correspondences are created, the system automatically posts the charges defined in the charge schedule. When defining processing variants for disconnection documents, you can also store a disconnection charges schedule in order to post a charge when entering a disconnection.

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A charge can be calculated in the following ways:

Fixed amount

Percentage of the dunning

balance

j-tj

Staggered amounts

Percentage with upper/lower limits

Figure 274: Charge Calculation

You can levy dunning charges as absolute charges, or as percentage charges. Percentage charges refer to the dunning balance.

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M

A dunning is executed in 1. Identify and group all due items al

2. Execute dunning activities

Figure 275: Using the Dunning Program

Before starting the dunning run, you should ensure that the posting situation is as up-to-date as is possible, which means that all existing payments should be posted and a clearing run executed. This means that you avoid dunning items which have already been paid.

You can schedule the dunning proposal run and the dunning activity run together or separately. If you schedule both runs together, you lose the option of deleting and recreating the dunning proposal. You can reverse dunning notices from the dunning proposal. If you would like to have a different dunning proposal, you can delete it, make the necessary changes in the master data, open items or Customizing and then start the dunning proposal run again. A dunning run results in the dunning history and, for example, correspondence, a note to an agent, a charge or interest postings.

m

General Selections

Logs

Technical Settings

Gate 01 Issue

Business Partner

to

Company Code Contract Account Net DLK- Dale

to

to

to

rn

n

Figure 276: Dunning Proposal: Maintain Parameters

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You need to enter parameters for a dunning proposal run whenever you want to create a dunning proposal. Alternatively, you can also define templates which can then be used to create a dunning proposal run. The system looks at the “date of issue” and compares this date to the due date within the document to determine which dunning level is appropriate (see “days in arrears” in Customizing of a dunning level) and to determine appropriate charges, if applicable.

Note 429810 - Dunning proposal run structure in PSCD - outlines the key points in the source code of the dunning proposal run. You get an overview of the dunning proposal run. This allows you, for example, to find out the correct events for a customer-specific request, or to modify the program.

mn

Determine items due for dunning Group items in dunning groupings

Determine dunning levels from dunning history

H3

Check minimum dunning

Dunning header

FKKMAKO Dunning items

FKKMAZE

amount for dunning levels Check requirements for dunning levels

Figure 277: Dunning Proposal Run

The dunning proposal run determines all items due for dunning and combines them in a dunning grouping.

P

Hint: Once a business partner is included in a dunning proposal he/she will not be included in another proposal run. Only the dunning activity run enters the system date as the execution date of the dunning (MDRKD) in the dunning header. The dunning proposal then becomes dunning history. This check prevents duplicate dunning letters in case you postpone the dunning activity run. You cannot run a second proposal run over the same items/accounts unless the first is deleted (go to Environment — » Delete Dunning Proposal Run).

You can use history modules, event modules and function modules to define new dunning levels.

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The dunning proposal run also takes into account the dunning reductions resulting from clarification cases in Dispute Management. (Function module FKKSAMPLE0335 DISPUTE). At event 0335 the dunning groups (I FKKMAGRP) and dunning lines (I FKKMAVS) are also transferred. The allocated dunning reduction amounts are also returned in the C_FKKMARED table. Alternative

Standard Criteria

Dunning Recipient

Business Partner Dunning Procedure

Dunning Group

Resp. Company Code

Currency

Contract

Grouping key: Additional criteria

Account 1

Contract Account 2

\ Dunning activity and dunning notice

Dunning activity and dunning notice

Figure 278: Dunning Grouping

If it is possible, all items of a business partner are grouped together on one dunning notice. However, there are criteria which dictate separate dunning notices for certain items. These items are then grouped together into dunning groups on the basis of these criteria.

The items are used for checking dunning relevance (i.e., amount limits and days in arrears) per dunning group. The grouping key enables you to use other desired criteria such as business area and division in addition to the standard criteria (dunning procedure, currency, main company code).

You then enter grouping key in the contract accounts for which the grouping is to be valid.

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Dunning

headers FKKMAKO

Correspondence

Dunning items

Note to agent

FKKMAZE

Release to collection agency

Calculate charges/interest

/

Post charges and interest

Check dunning activity requirements

Update dunning and activity history

Figure 279: Dunning Activity Run

You initiate a dunning activity run in much the same way as a dunning proposal run. First you enter the necessary parameters and then schedule the program run.

If you have made the correct settings in Customizing, the date you entered in the issue date field will appear on the dunning letter. It will also be displayed in the dunning history as the dunning execution date (MDRKD). The dunning levels and appropriate dunning activities are determined based on the dunning groupings and items for dunning.

A dunning activity run can result in a charge or interest posting, or updates in the dunning history and dunning activity history.

P

Hint: Unlike a proposal run you cannot delete a dunning activity run after its execution, even if the intended action was not executed. Instead you must reverse the dunning run (transaction FPVC) or cancel the dunning Overview for certain items. Choose Environment —> Dunning Histoiy * Cancel. .. (the button with the red arrow).

—

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mn

Q Event 0310: Before first interval Dunning group (Event 330: New FKKMAKO cntiyl

Read groups (FKKMAZE) Read Hems (FKKMAKT) Read further items (event 340: All data has been read)

TFK047B Dunning levels

TFK047EA/H Dunning charges

Post charge 1 (event 360: Determine charge 1) Post charge 2 (evont 361: Determine charge 2)

FKKMAKO Ourtulny

Post charge 3 (event 362: Determine charge 3)

Activities

Determine and post Interest (Event 370, 380)

II

ty

Dunning activities (Event 350)

Mass update: Update history FKKMAZE

TFK047L

(event 390)

TFKFBM/S/C Function module(s)

activities

Event 0320 after last Interval

Figure 280: Dunning Activity Run - Technical Information

P

Hint: Technical notes: The following events are used in conjunction with the printing of the dunning notice/dunning activity run: • • • • •

• •

2011

310 (Called within Event 1797) Before the first process interval in the dunning activity run (set application-specific data) 320 (Called within Event 1798) After the first process interval in the dunning activity run (reorganize or delete application-specific data) 330 Event before processing a new dunning header 340 Once all data on a dunning header has been read, you can modify it prior to final processing Any number of activities can be triggered by each dunning notice (correspondence, work-flows, and so on) 360/361/362 Calculation of charges and structuring of charges documents 370 Calculation of interest and structuring of interest document


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mu

Q

Dunning History Header (Groupings)

FKKMAKO

Dunning History of Individual Items

Activities That Have Been Triggered

FKWdAKT

/ Figure 281: Dunning History

You can call dunning history information using the account balance display (FPL9) or selecting “Dunning History” (FPM3) from the menu. In the dunning history you can see dunning activities (charge documents and interest documents). On the selection screen you can specify ( Selection by Print Date) whether you want to display dunning notices that have been executed or not executed. This allows you, for example, to specify that only dunnings without print date are to be selected.

In the dunning history, you can display a text for the business partner. To do this you must set the Read Business Partner Details indicator. In this case, the system runs event 0391. As standard, a text appears with the name and address of the business partner. With a customer-specific function module defined in event 4700, you can adjust this text to meet your requirements. For performance reasons you should not set the Read Business Partner Details indicator if you want an overview of a large number of dunnings.

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ID


a


— Qv,

Dunning Notices Define Charge Categories for Dunning Define Document Types for Dunning Charge Categories

Configure Charge Schedules for Dunning Procedure

L

Define Specifications for Interest on Arrears Configure Dunning Activities Configure Dunning Procedure

L

\m. L1!ÿ !>r

_

Define Dunning Grouping Categories

Define Dunning Lock Reasons

Define Time-Dependent Creditworthiness Ratings Define Execution Variants for Dunning Proposal Run Interaction with Other Business Transactions

LIP), Qj,

Specifications for Automatically Deactivating Installment Plans

Figure 282: Dunning: Customizing

The dunning proposal run evaluates the execution variants at event 300.

It only makes sense to specify an execution variant if you have defined an event.

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Lesson Summary You should now be able to: • Configure appropriate dunning procedures and know how to execute a dunning run in Contract Accounts Receivable and Payable.

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Lesson: Collection Processing

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Lesson: Collection Processing Lesson Overview This lesson gives you an overview of the ways that receivables can be submitted to collection agencies. It also gives you an overview of how further information regarding submitted items can be updated.

mn


Submit receivables to external collection agencies and know how to update further information about submitted items.

Business Example

mn

Mass run: Release

Collection agency XY

(FP03MJ

FP03

Dunning Activity (Event 0350)

Item 1 BP 1

Item 2 BP 2 Item 3 BP 3 Item 4 BP 4

(FKK_COLL_AGENCY_RELEASEJ>350)

Mass run: Write-off

Total:

(FPQ4M)

USD

205.48fi.00

I

FP03D / FP03DM (submission)

Write Off (FP04)

Manual release (FPQ3E)

I

Status: Released

I DFKKCOLL

DMI Submission File

Figure 283: Submission to External Collection Agencies

If a receivable is submitted to an external collection agency, this means that a customer has not paid a receivable and that the company is not able to collect it.

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Receivables submission is made up of two steps: 1.

Entry of database table DFKKCOLL. in which all

submitted receivables and receivables to be submitted {Release for Submission ) are managed. 2.

Selection of receivables to be submitted from the DFKKCOLL database table, and physical

submission of the receivables using report RFKKCOL2, which creates a file for each collection agency {Submission to Collection Agency). The dunning activity (FKK_COLL_AGENCY_RELEASE_0350) releases a receivable to an external collection agency. The submission of receivables to collection agencies is possible for the following items: • •

Receivables (also statistical items) Credit memos

The external collection agency is determined by derivation rules defined in Customizing (event 5060). Submission status 0 1: Release Receivable is set.

The periodic submission flow (transaction FP03D or FP03DM) selects the documents and creates a list and/or a submission file (the submission file can also be generated in XML format). The following data is updated: •

•

In the collection agency item (DFKKCOLL): Submission date, submission status (02: Receivable submitted), and possible submission amount, if not identical to the amount in the open item. In the document: Payment block, dunning block, or alternative payer (posting area 1054).

Logs, which are listed in the DFKKOPCOLL table by the mass run for submitting receivables to collection agencies (FP03DM), can be deleted using the FP03DML transaction.

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Submission Status •

0 1: Receivable released for submission

Release process (dunning, mass release) •

02: Receivable submitted

Submission run • • •

03: Receivable paid by collection agency (event 0020) 04: Receivable paid partially by collection agency (event 0020) 05: Submission of receivable reversed

Dunning run reversal • • • •

06: Submission of receivable failed (event 0020) 07: Receivable paid partially and submission of outstanding receivable reversed 08: Receivable paid partially and partially uncollectible (event 0020) 09: Receivable recalled Recall receivable

• • • •

10: 11: 12: 13:

Receivable paid directly by customer (event 0020) Receivable partially paid by customer directly (event 0020) Receivable cleared (event 0020) Receivable partially cleared (event 0020)

In addition to the statuses delivered by SAP for items released and submitted to collection agencies, you can also define your own, company-specific submission statuses. You can use the number range 20 to 99 for this. Numbers 01 to 19 are standard settings. Under no circumstances should you change them.

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Submission of Receivables to External Collection Agencies

Step

Description

Step 1

Derivation rule 1

Step 2

Derivation rule 2

Step 3

j Derivation rule 3

Condition

Source fields

Target fields

POST_CODE1

TMPR1 (temporary)

BETRH<= 1000

TMPR1 (temporary)

INKGP (collection agency)

BETRH > 1000

TMPR1 (temporary)

INKGP (collection agency)

(Amount)

Type: -Derivation rule •Table access

|Derivation rule 1 l| Source fields 68163

-Assignment -Initialization

| 68163 Derivation rule 2

Derivation rule 3

Target fields Mannheim

Walldorf

Source fields

Target fields

Mannheim

200000078

Source fields

Target fields

Mannheim

200000079

Figure 284: Submission of Receivables to External Collection Agencies

In the Define Derivation Rules for Responsible Collection Agency IMG activity, you can define which collection agency is to be used, depending on the data in the document. The derivation rules defined in Customizing are evaluated by the derivation tool. The derivation tool is always called in the FKK_COLL_AG_SAMPLE_5060 function module when items are released for submission individually in transaction FP03E or in mass release using transaction FP03M. The derivation tool determines the responsible collection agency in one or more derivation steps from a range of source fields of the enhanceable structure FKKCOLLAG. The number of derivation steps corresponds to the number of derivation rules you define in Customizing.

If you want to continue using the old IMG activity because, for example, you have not transferred the derivation to the new IMG activity, define the function module FMCA COLLAG SAMPLE 5060 for event 5060.

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Management of Submitted Receivables

mn

Receivables that were submitted to external collection agencies can be managed using transaction FP03. The following functions are available in transaction FP03:

mn

-

-

Change submission status (change document is generated) Indicator that the receivables were sold to the collection agency Submit receivables Recall receivables Create list of collection items

Inbound Collection Agency Information

mn

The collection agency file contains:

mn

-

Collected payments Uncollected payments Interest Charges

A RFKK60PM collection agency has completed a collection order and now forwards a file to the sold-to-party informing of the receivables that were collected, and those that were only partially collected or not at all.

mn

Doc.

NKPS

4711

001

58.00

4711

002

58.00

4712

001

116.00

Amount

Payment reference ►

Submission RFKKCOL2

i

Payment form Payment form

2345 2346

Payment form Z547 Doc.No. Item Amnt

Submission file

£

4711 4711

2

58 00 58.00

4712

1

116.00

1

Doc. 4711 58.00 Collection Clear, write off... Selection category for payment lot NRZAS

Collection agency file

BE TRW

OPBEL

INKPS

OPBEL

BETRW

GPART

VKONT

GPART

BETRW

VKONT

BETRW

BETRW

BETRW

Payment Lot RFKKCOPM

Figure 285: Collection Agency Payment: Incoming Payment

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When you submit an item, you can create a payment form that simplifies the assignment of payments to open items. If the file from the collection agency contains collected payments, these can be allocated to the appropriate open items using the payment form number confirmed by the collection agency If the collection file contains interest and charges, the system posts these as interest and credit receivables and they are passed on to the customer.

Receivables that have not been collected and are, therefore, irrecoverable can be automatically written off if you activate the Write-off Item Directly indicator in the write-off parameters of RFKKCOPM. Collection charges to be paid to the collection agency can be determined using a defined function module in event 5068 and posted as payables to the collection agency's contract account. To do this, you must activate Post Collection Charges indicator in the specifications of RFKKCOPM. If the collection agency provides the infonnation personally or in writing, the payments, interest and charges receivables must be posted manually. You can use transaction FPAVI (payment advice note from collection agency) to enter a payment advice note.

mn

Items In collection agency file

VKONT | BETR2 | NINBK | BETRI | BETRC | 50

VK1

3

2

Scenario: A business partner has paid 50 plus 3 interest and 2 charges

Contract Account 1 Receivable

Bank Clearing

50,00

(1) Interest receivable

3,00

(2) Charge receivable

2,00

<31 Payment *3.00

-too

3.00 9.00

Figure 286: Collection Agency Payments:Postings

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mn

Lin Smith, Receives a dunning letter

FI-CA

0

Dunning program

t -

Lin Smith Tax Debit Entry

/w

V

Payment

Michael Fox

Is informed about incoming payment

Bank

Figure 287: Administrator Information for Incoming Payment

If you want to ensure that the responsible processor is infonned about incoming payments to collection items, the system can send a message when a payment is posted. The sample function module FMCA_CLERK_COLL_AG_0020 and the rule FMCA COLL AC (02100019) are delivered for this.

As soon as a payment is made to a collections item, the processor receives an incoming document which is displayed in the SAP Business Workplace. Using this notification, the processor can decide whether an item has to be called back from the collections agency or whether other steps should be carried out.

mn

Collection agency XY

Partner switch Clearing

Ch —

Callback

Reversal

Information ►

for collection

agency FPCI

Info File

Resetting Clearing

Returns

CH

Figure 288: Collection: Information for Collection Agency

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The collection agency has to be informed when items are called back and must receive information on items that have already been submitted. In Customizing, you can specify which information is included in the hie for the collection agency. The Information for Collection Agency (FPCI) mass run enables you to create hies for the collection agency that contain the following information:

The master data of one or more business partners has changed. The business partner has directly paid part or all of the outstanding amount. The program writes items with the following submission status in the hie: • •

10 (receivable paid directly by customer) 11 (receivable partially paid by customer)

Items that the collection agency cannot recover within a certain period have to be called back. When this happens the program includes items that have the submission status 09 (call back receivable) in the hie. The direct customer payment for a previously submitted item was reversed, clearing reset or a return made.

In the case of a reversal, returns or the (partial) reset of a clearing, the items in question receive the status 02 (receivable submitted) again. You can use the information hie to inform the collection agency about the resubmission of items as long as the collection agency has already been infonned about the customer's direct payment.

PQ


mHS

Business Transactions Submission of Receivables to Collection Agencies

MW

i-aft \

I

Define Collection Agencies Define Derivation Rules for Collection Agencies Responsible

Define Submission Status Define Specs for Submission to External Collection Agencies

Qi Cy> | Define Specifications for Collection Agency Charges

H5 Of

Define Reasons for Receivables Callback

\mM

Define Default Value for Callback Reasons

Specifications for Forwarding Information to Collection Agencies

Figure 289: Collection: Customizing

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Lesson Summary You should now be able to: • Submit receivables to external collection agencies and know how to update further information about submitted items.

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Lesson: Inbound Correspondence Public Sector Lesson Overview This lesson will teach you about the special features of inbound correspondence in the PSCD solution

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Process inbound correspondence

Business Example Your business partner is obliged to provide certain documents regularly (for example, tax returns). You want to map the transaction in the system, to keep a record of inbound correspondence and to dun the business partner if necessary.

Inbound correspondence A business partner's obligation to file a written document.

•

For example, a letter, an application, a tax return or a confirmation. You use the rule that is defined in the contract object to create a correspondence request. You can view the obligation and its compliance in the inbound correspondence history and in the correspondence history.

-

• •

In PSCD, you are not restricted to managing payments and financial matters. You can also manage the obligation for sending documents.

You can compare managing inbound correspondences with posting documents and payments: If you create inbound correspondences, you generate open items for outstanding correspondences. You can save the incoming data of the correspondences in the correspondence history. If an obligation is overdue, you can dun the business partner.

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Hint: In the standard system, dunning notices and invoices for financial and non-financial obligations cannot be arranged together in one letter.


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Display/Processing ■ Date of Receipt ■ Deferral Date ■ Dunning Block

of 2 InboundCreation Correspondences

1

Contract Objects

I

Object 1

3 “I

Correspondence

'Vÿhjistory

Object 2

Object 3 Object 4

4

■ Correspondence

Dunning Run ■ Correspondence

Print

Figure 290: Inbound Correspondence: Procedure:

Create the actual obligation and write it to the correspondence history. • •

—

—

Mass run = Menu: Periodic Processing ► For Contract Objects * Inbound Correspondence — > Generate Inbound Correspondences For a contract object = from master data maintenance for the contract object: tab page “Inbound Correspondence”, pushbutton “Inbound Correspondence” and then choose “New”

Manage inbound correspondence • •

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—

—

Menu: Periodic Processing * For Contract Objects > Inbound Correspondence — > Inbound Correspondence History From master data maintenance for the contract object: tab page “Inbound Correspondence”, pushbutton “Inbound Correspondence” and then choose “Existing”


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Dun overdue correspondence and print a dunning notice Menu: Periodic Processing —* For Contract Objects Correspondence > Correspondence Dunning Run

•

—

P

—

>ÿ

Inbound

Hint: Configure the correspondence dunning run in Customizing under Contract Accounts Receivable and Payable > Basic Functions — > Correspondence — > Inbound Correspondence Dunning or under Business Transactions > Inbound Correspondence

—

—

Hint: Then you can call the dunning notices in the correspondence dunning history.

Do NOT confuse the correspondence dunning history with the dunning history that refers to open items.

—

—

Menu: Periodic Processing > For Contract Objects * Inbound Correspondence — > Correspondence Dunning History

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■ You must determine the following:

IMG

■ Status: Active or not?

■ How often is the business partner obliged to submit the correspondence?

■ If you require the correspondence only once, set the status to

"Immediately". ■

When is it due?

■

You can restrict the obligation to a certain period,

■ Is there an exception period? (for example, seasonal obligations) ■

Which correspondence dunning procedure should be used? IMG

Figure 291: Inbound Correspondence: Definition of the Obligation

Status: You can assign a status in master data maintenance for contract objects. The status of the contract object determines whether you can generate the inbound correspondence (select indicator) for this contract object when you execute the

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inbound correspondence program. You define a status in Customizing under Contract Accounts Receivable and Payable —* Business Transactions * Inbound Correspondence.

—

In Customizing, you can also define the tolerance days for calculating the due dates. You can specify tolerances in the form of months and days for each period that exists in the standard system. The last day of a period is used as the reference date for moving the due date. Enter the number of months and days that you want to move the due date for inbound correspondences by. Begin with the end of the period. Example: You want to specify that inbound correspondences that are created each quarter are due one month after the end date of the calculation period. Enter the following data: • • • •

Period: Quarterly Correspondence type P700 (inbound correspondence) Month: 1 Days: No entry

Define the obligation in the contract accounts receivable and payable page: Inbound Correspondence.

tab

If you only require a correspondence once, set the status to “Immediately”.

M

IMG Correspondence Dunning Procedure

1:n

Dunning Level(s)

■ Days in Arrears ■ Dunning Interval ■ Charge Schedule

1:n

Dunning Activities

Figure 292: Correspondence Dunning Procedure: Configuration

You can assign a correspondence dunning procedure to contract accounts at contract account/business partner level. If you execute the dunning program, the relevant correspondence is dunned due to the settings in the dunning procedure and the data is forwarded to the dunning history.

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Define dunning activities for the correspondence dunning procedure Activity Description of Activity

C. Function Module

Form

0210

Correspondence request

03

FKK_5AMPLE_0746_OUNNING_CCC

FI_CA_CORR_DUNNING_SAMPLE

0220

Employee info

SAP Office 03

FKK_SAMPLE_0746_CLERK_NOTE

0230

Entry in telephone list

via

03

FKK_SAMPl E_074fl_TEL.ITEM

You can define your own function module.

Figure 293: Correspondence Dunning Activities

A dunning activity consists of a function module and a correspondence form (optional). It is a key representing an activity that is carried out in connection with the execution of a dunning run.

Form for correspondence: If this is an activity for creating paper records as part of correspondence, you need to define the application form for the printout. You can assign any number of dunning activities to various dunning levels. Example: • • • •

Notification of different recipients (legal department and so on). Start workflows Other user-defined activities Use SAP Office to send a note to an agent

You can define your own function modules for standard activities. Example: You can trigger an activity in a dunning procedure, which informs the contract system (via RFC) that it should trigger a contract due to a payment not having been made.

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Exercise 4: Using Inbound Correspondence Exercise Objectives After completing this exercise, you will be able to: • Use inbound correspondence

Business Example Your business partner receives wages or revenue and therefore is obliged to submit a yearly tax return. Your business partner forgets to submit the tax return on time and therefore your organization sends out a dunning notice for the tax return.

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Hint: For this exercise the enhanced inbound correspondence must be inactive.

Please check in customizing under Contract Accounts Receivable and Payable — > Business Transactions — > Inbound Correspondence * Activate Enhanced Inbound Correspondence whether the flag “Enhancement Active” is blank “Not active”.

—

Task 1: Inbound correspondence You can use this function to monitor the requested correspondence receipt of your business partner for a certain event. To do this, specify the relevant data for the inbound correspondence in the contract object. The requested inbound correspondence is monitored until the correspondence has been received and the date of receipt has been entered. 1.

Check whether the relevant correspondence variant is assigned to your contract account for property taxes and fees.

- Go to “Master Data —> Contract Account —* Change ( CAA2)” - Go to your contract account for property taxes and fees and check that correspondence variant “01” is assigned to your contract account.

Task 2: Check whether the data for the contract object has been maintained correctly.

1.

Check whether the data for the contract object has been maintained correctly. Continued on next page

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- Go to “ Master Data —

>

Contract Object

— > Edit Contract Object

(PSOBWORKf

- Select your contract object Property - Choose “Change” (pencil icon) and double-click your business partner in the tree structure.

- Go to the “Inbound Correspondence” tab page and check that the following entries have been maintained.

Field Name

Value

Status

Automatic request

Periodicity

Annually

First period

YYYY-1 (last year)

Correspondence dumiing procedure


Task 3: Create the inbound correspondence request

1.

Create the inbound correspondence request

- Choose “Inbound correspondence” to create the inbound correspondence request.

- You can specify the time period for which you want to create the correspondence request. (The system proposes the first day of the time period defined in the first period for the reference period by default. If you have not entered a last period, the system uses the current date as the to-date).

- In the “Report for New Inbound Correspondence” area, choose “Execute”.

- Save the correspondence request that you have created and leave the transaction.

Task 4: Your business partner has not submitted his tax return for property taxes and fees on time.

1.

Your administration executes the periodic dunning run for the inbound correspondence.


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- Choose Periodic Processing — > For Contract Objects — > Inbound Correspondence

—

>

Correspondence Dunning Run (FPCODU)

- To create the dunning notices, enter the current date in the Date ID field and enter your group number “GR##K” in the Identification field.

- On the “General Selections” tab page, choose correspondence type “P700”.

- To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class.

- Save your entries. - Execute the program directly (see above). - Choose Environment — > Dunning History and look at the results of the dunning run.

Task 5: You also have the option of printing out the dunning notice for the correspondence request in the next step. 1.

You also have the option of printing out the dunning notice for the correspondence request in the next step.

- Periodic Processing — * For Contract Accounts — > Correspondence — > Print (FPCOPARA)

- Print the dunning notice as described above. - To create the dunning notices, enter the current date in the Date ID field and enter your group number “GR##D” in the Identification field.

- On the “General Selections” tab page, enter your business partner and the company code “0001”.

- On the “Correspondence selection” tab page, choose correspondence type “0020” and on the “Print Parameters” tab page choose output device “LOCL” and “sample printout”.


- Execute the program directly (see above). - Go to the “Logs” tab page and when you see that the correspondence print has finished, go to your spool entry by choosing System Spool Requests

—*ÿ

Own

- Choose “Display contents” (glasses icon) to display the printout. Continued on next page

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Task 6: Your business partner sends the tax return that you created a reminder about. 1.

Now you have to enter the receipt of the tax return.

- To do this, go to Periodic Processing — > For Contract Objects

—

*• Inbound Correspondence (FMCAINCOH)

—

>

Inbound Correspondence History’

- Enter your business partner and the contract object. - Choose “Enter” and select the relevant rows and choose “Set Date of Receipt” on the top left-hand side.

- Copy the default date, save your entries and exit from the transaction.

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Solution 4: Using Inbound Correspondence Task 1 : Inbound correspondence You can use this function to monitor the requested correspondence receipt of your business partner for a certain event. To do this, specify the relevant data for the inbound correspondence in the contract object. The requested inbound correspondence is monitored until the correspondence has been received and the date of receipt has been entered. 1.

Check whether the relevant correspondence variant is assigned to your contract account for property taxes and fees.

- Go to “Master Data — Contract Account — * Change ( CAA2)” - Go to your contract account for property taxes and fees and check that ►

correspondence variant “01” is assigned to your contract account.


a)

Task 2: Check whether the data for the contract object has been maintained correctly.

1.

Check whether the data for the contract object has been maintained correctly.

- Go to “ Master Data — > Contract Object — * Edit Contract Object (PSOBWORK)”

- Select your contract object Property - Choose “Change” (pencil icon) and double-click your business partner in the tree structure.

- Go to the “Inbound Correspondence” tab page and check that the following entries have been maintained.


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Field Name

Value

Status

Automatic request

Periodicity

Annually

First period

YYYY-1 (last year)




a)

Task 3: Create the inbound correspondence request

1.

Create the inbound correspondence request

- Choose “Inbound correspondence” to create the inbound correspondence request.

- You can specify the time period for which you want to create the correspondence request. (The system proposes the first day of the time period defined in the first period for the reference period by default. If you have not entered a last period, the system uses the current date as the to-date).

- In the “Report for New Inbound Correspondence” area, choose “Execute”.

- Save the correspondence request that you have created and leave the transaction.


a)

Task 4: Your business partner has not submitted his tax return for property taxes and fees on time. 1.

Your administration executes the periodic dunning run for the inbound correspondence.

- Choose Periodic Processing —* For Contract Objects —* Inbound Correspondence

— > Correspondence Dunning Run (FPCODU)

- To create the dumiing notices, enter the current date in the Date ID field and enter your group number “GR##K” in the Identification field.

- On the “General Selections” tab page, choose correspondence type “P700”.


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- Save your entries. - Execute the program directly (see above). - Choose Environment — > Dunning History and look at the results of the dunning run.


a)

Task 5: You also have the option of printing out the dunning notice for the correspondence request in the next step. 1.

You also have the option of printing out the dunning notice for the correspondence request in the next step.

- Periodic Processing — > For Contract Accounts — » Correspondence — > Print (FPCOPARA)

- Print the dunning notice as described above. - To create the dunning notices, enter the current date in the Date ID field and enter your group number “GR##D” in the Identification field.

- On the “General Selections” tab page, enter your business partner and the company code “0001”.

- On the “Correspondence selection” tab page, choose correspondence

type “0020” and on the “Print Parameters” tab page choose output device “LOCL” and “sample printout”.


- Execute the program directly (see above). - Go to the “Logs” tab page and when you see that the correspondence print has finished, go to your spool entry by choosing System Spool Requests

— > Own

- Choose "Display contents” (glasses icon) to display the printout. a)



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Task 6: Your business partner sends the tax return that you created a reminder about. 1.

Now you have to enter the receipt of the tax return.

- To do this, go to Periodic Processing — > For Contract Objects

—

*• Inbound Correspondence (FMCAINCOH)

—

>

Inbound Correspondence History’

- Enter your business partner and the contract object. - Choose “Enter” and select the relevant rows and choose “Set Date of Receipt” on the top left-hand side.

- Copy the default date, save your entries and exit from the transaction. a)

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Lesson Summary You should now be able to: • Process inbound correspondence

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Unit Summary

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Unit Summary You should now be able to: Define the dunning terms used in Contract Accounts Receivable and Payable. • • Maintain the parameters for the dunning program and evaluate the application log Execute a dunning run • • Print a dunning letter • Configure appropriate dunning procedures and know how to execute a dunning run in Contract Accounts Receivable and Payable. • Submit receivables to external collection agencies and know how to update further information about submitted items. • Process inbound correspondence


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Unit 9 Interest Calculation Unit Overview This unit gives you an overview of interest calculation in Contract Accounts Receivable and Payable

M


Know the principles and transactions for interest calculation in Contract Accounts Receivable and Payable. Configure interest keys and calculation rules for interest on items. Execute interest calculation

Unit Contents Lesson: Calculation of Interest on Items Lesson: Interest Keys and Calculation Rules Lesson: Processing of Interest Calculation...

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Unit 9: Interest Calculation

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Lesson: Calculation of Interest on Items Lesson Overview This lesson gives you an overview of the main task of interest calculation in Contract Accounts Receivable and Payable.

mn


Know the principles and transactions for interest calculation in Contract Accounts Receivable and Payable.

Business Example

mn

If you want to calculate interest you have to consider the following: ■ On what occasions do we calculate interest? ■ Are there minimum amount limits for source items, that would exclude the calculation and posting? ■ How is interest calculated? How is the sum of source items rounded? ■ How are the open items selected? ■ Are there any exceptions, for example, when is interest NOT calculated? ■ Is there an amount limit under which interest is not calculated? ■ Or do is a minimum amount posted instead of the calculation result?

■ How is interest posted and processed further?

Figure 294: Interest Calculation: Considerations

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Lesson: Calculation of Interest on Items

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Customer information Interest simulation

U

Calculation and posting of interest

Post interest document Mass interest run

C

.2

ft-

Debit interest

Cash sec. dep. interest

tt

Create installment plan

£ Credit interest

Dunning Run

Interest notification

Figure 295: Business Transactions for Posting Interest

Debit interest: Interest on open debit items is calculated for the period from the due date to the interest calculation date (this is usually the current date). Cleared debit items:

Interest on debit items that were cleared late is calculated for the period from the due date to the date of clearing, provided the clearing falls before the interest calculation date. Do not calculate interest:

If an item is not cleared by a payment, then usually no interest calculation is to take place (for example, interest must not be calculated for items having the clearing reason “Reversal”). Credit interest:

Credit interest for calculating interest for credit always has to be posted as relevant for the general ledger.

Interest is not calculated for allocated incoming payments. Interest simulation:

Interest is calculated for infoimation only; it is not posted.

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Lesson Summary You should now be able to: • Know the principles and transactions for interest calculation in Contract Accounts Receivable and Payable.

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Lesson: Interest Keys and Calculation Rules

IPS510

Lesson: Interest Keys and Calculation Rules Lesson Overview This lesson gives you an overview of how interest calculation is carried out in Contract Accounts Receivable and Payable.


Configure interest keys and calculation rules for interest on items.

Business Example

mn

Transaction

Contract

Dunning level

account

Items

)

a

Selection of the items for which interest is

Interest key Interest key determination

calculatedÿ

3

Functions for calculating and posting interest

Interest calc, rule interest rates.

£ exp. J

Figure 296: Interest parameters

The interest key contains all control parameters for calculating interest, for example, the parameters for selecting items and the reference to the calculation rule.

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Priority of interest key determination •

• •

An interest key entered in the item has the highest priority. You can enter the interest key manually, or it can be determined from the transactions and entered in the item by the system at the time of posting. If interest is calculated for an item within the framework of the dunning procedure, an interest key can be stored in the dunning level. The interest key can also be entered in the contract account.

If an interest key cannot be determined, interest calculation is not possible. The valid interest rates are found using the interest calculation rule. Additional conditions can also be stored in the interest calculation rule.

The interest rates depend on: •

The reference interest rates (optional)

•

The analysis period

Item interest calculation is controlled via the ‘interest key’ parameter. An interest key is determined for each item for which interest should be calculated. An interest key consists of all control parameters for interest calculation and interest posting. •

Parameters for item selection

PQ

su Interest lock

Interest key

HJ

Amount limit

Open items

Statistical

Statistics ID

100

100

Figure 297: Posting Interest

The interest key controls interest calculation and can be assigned to contract accounts, a security deposit, individual line items or dunning levels.

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To avoid charging your business partners very small amounts, you can carry out amount checks per customer or industry. Interest locks enable you to prevent interest from being calculated on certain items. You can also exclude certain business transactions (such as reversal postings or additional receivables for interest calculation). Interest can be posted so that it is also posted to the general ledger. Debit interest can also be posted as a statistical item (in other words, not posted to the general ledger). An interest document is generated when interest is posted. Posting interest is integrated into some business transactions.

In addition to the usual document data, an interest document also contains information about the basis of interest posting. This information is contained in the interest supplement. The interest supplement contains the items for which interest was calculated, as well as the relevant amounts and intervals. The interest key is retained in the interest supplement. This allows you to find out which factors were valid for interest calculation and posting. When interest is posted (via manual posting, installment plan, dunning procedure, etc) the resulting document contains a ‘source key’ in its header. The source key identifies the business process that generated the interest calculation. For example, source key “28” identifies that the interest document resulted from a dunning procedure (you can see the possible source keys in the TFK001 table).

m

IMG

Interest

key:

1. When and how often is interest calculated?

2. How is interest calculated? 3. Which interest rate applies?

4. Are there minimum interest

amounts?

Period control c

.2

To

3

at

e

U

Figure 298: Interest Calculation: Configuration

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Item interest calculation is controlled via the ‘interest key’ parameter. An interest key is determined for each item for which interest should be calculated. An interest key consists of all control parameters for interest calculation and interest posting. • •

Parameters for item selection Reference to a calculation rule IMG

PQ

Interest key Tolerance days ■j Transfer days

II Q.

o

-Interest freque ncy

Calculation rule

Figure 299: Interest Calculation: Configuration

Tolerance days (grace period): Minimum number of days that must have passed since the due date for net payment of a receivable before calculating interest. If the receivable is cleared within the tolerance days, no interest calculation or interest posting can take place.

P

Hint: Tolerance days are not taken into account for interest calculations in the future (such as installment plan interest).

Interest frequency: Interest calculation frequency determines the earliest point at which interest will be calculated for an item if interest has already been calculated (for example, days, months, years). Transfer days: Refers to the period that it takes a bank to clear a payment and provide the clearing information. This ensures that interest calculation does not take place on a receivable for which payment is delayed by the bank. Baseline date for interest calculation = due date for net payment + grace period + transfer days.

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Method (360/365)

Details

| Interest interval Monthly calculation

P c Rounding unit/rule

O *3

J2

3

o Time-dependent cc

o

Minimum amounts

<4

Reference rate Surcharge

Minimum/maximum

Figure 300: Configuration of the Interest Calculation Rule

The interest calculation rule contains the parameters for interest calculation: • •

Reference to a reference interest rate (dynamic interest rate) Fixed rates (static interest rate)

Interest calculation rules: Interest rates are stored per currency and debit/credit indicator according to date. They can also be based on a reference interest rate such as the federal funds rate.

Interest calculation can be carried out on a monthly basis. For example, interest can be 2% for each month.

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IMG

Interest calculation rule

You can calculate interest based on started months or whole months

General data Description Interest calculation method Interval Scale type Monthly interest calculation

These two settings

are linked

Calculate interest on full amount Calculate with interest calculation numerators

Round interim results

Figure 301: Interest Calculation Rules: Details

The interest calculation method dictates how interest is to be calculated. Most users use method “act/365” whereby the system calculates the interest based on a 365 day period. However, there are other methods available.

The flag for “scale types” is used if the interest rate used is based on amounts. For example, you may wish to charge an interest rate of 5% on the first 1000 balance and then 6% for any balance above 1000. The interest interval can be set to a day, week, month, or year. In most countries this indicator is set to “years”. However, some countries with high inflation rates use “days” or “weeks” (such as Brazil). • • •

You can round interim interest calculations. Rounding rules can differ and must be customized. Example: Interest is to be calculated on an amount for the period from 01/01 to 01/20, using a higher interest rate from 01/10 on. Interest from 01/01 to 01/09: 10.12345 Interest from 01/01 to 01/20: 30.34437

If the amount is to be calculated to two decimal places, the total interest without flagging “Round interim interest totals” is 40.47 (10.12345 + 30.34437 = 40.46782). If the indicator is set, then the total interest is 40.46 (10.12 + 30.34). Interest on total amount. This indicator is used in conjunction with the option “staggered interest rate types”. For example, if the interest rate varies according to amounts and this indicator is set, then the interest rate used will be applied to the entire amount. If the indicator is not set, then the interest rate set per amount is used.

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IMG

Change View: Interest terms overview Currency

D/C

USD

Rounding unit

D

1

USD

C

1

USD

D

10

Rounding rule

For USD credit (C) postings, round down the amount to the nearest whole dollar (-)

Figure 302: Interest Calculation: Rounding Rules

Rounding rules are assigned to interest calculation rules in the ‘interest terms’ section of interest calculation Customizing.

Three rounding rules are provided for interest calculation: • • •

round to the nearest whole number always round down to the nearest whole number “+” always round up to the nearest whole number Grouping of items before interest calculation

Event 2085 provides you with further, more extensive options for grouping items before the interest calculation - provided you have set the “Group Subitems before Interest Calculation” indicator in the interest key. See the documentation for the FKKSAMPLE 2085 and FKK CONDENSE 2085 function modules. Therefore, for example, if you use different interest rates to calculate interest on receivables and payables, you can group items in event 2085 before the interest calculation and use the interest rate for receivables if the amount of the receivables

exceeds that of the payables. Using a function module processed in event 2075 you can round the result of the interest calculation up or down.

If you enter function module FKK ROUND INT AMOUNT in event 2075, you can round the interest calculated using function module FKK INTEREST CALC according to the values defined in Customizing.

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IMG

Rules for additional receivables

Company uode group UUQ1

CM3 0M4

0005

F004

Inteiat t calculation

m □ □ □ □

Interest hey

Dunning Iriyytjr,.,

Jim1

□

□ □ n

□

Figure 303: Interest Calculation: Additional Receivables

For additional receivables (interest and charges) that are generated by FI-CA, it is possible to define interest calculation rules.

The “interest calculation” indicator infonns the system whether or not the additional receivable should be included when calculating interest You may also specify a specific interest key for these additional receivables for each responsible company code.

mu Line item

4

Additional

receivables Dunning level

4,

Contract account

Figure 304: Interest Key: Determination

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The system looks for an interest key in the sequence 1 to 4. If no interest key can be determined, interest calculation is not possible and interest will not be calculated for the item. The system only calculates interest on those items for which it is able to determine an interest key. An interest key can be assigned to a contract account, items or dunning levels. The system normally determines the interest key for each industry, but can also do so on a customer-by-custonrer basis. Hint: This hierarchy is defined in event 2000. If desired, you can change the coding of the event to change this hierarchy. IMG Change View "FICA Dunning: Dunning Levels Details”

Dunning procedure Dunning procedure

30

Dunning level Dunning level Dunning level cat.

3 04

Legal action to follow

Selection parameters 35 Days in arrears Dunning frequency 14 Always carry out dunning Charges

02

Alt. dunning level Set dunning level

char/e

01 Processing 02 Postage costs

\

Interest Calculate interest x Interest key 02 ■

Update key Payment period

14

Print'll

Interest calculation (Y/N) according to: • Interest hey (as

defined in Customizing)

x

• Statistical or non* statistical posting

Figure 305: Dunning Level - Customizing for Interest

You set the “calculate interest” flag if you wish to calculate interest when this dunning level is reached.

In general, the “interest key" determines the calculation rule and the period control. The “update key” has three possible settings: •

• •

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= interest is only calculated, not posted. An organization can send a letter to a customer, informing them that they could have charged interest, but opted not to. “1” = interest is calculated and posted statistically (you do not expect to complete the transaction or collect the interest). “2” = interest is calculated and posted. The general ledger is updated as a result.


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IMG Contract Accounts Receivable and Payable Business Transactions

HS.

a

Interest Calculation Item Interest Calculation

LB® 45® -G ®

Define Reference Interest Rates Define Percentage Rates for Reference Interest Rates Define Interest Calculation Rules

HB® 17» Q> j—— flj, [DL j— 1~V

I

—

[5

Define Interest Key

Maintain Amount Limits for Debit/Credit Interest Oefine Interest Lock Reasons Define Specifications for Interest Calculation 1

'.'y

45 &

Activate Additional Functions for Interest Calculation Oefine Clearing Reasons for Which Interest is not Calculated Define Specifications for the Mass Run

Additional receivables Define Rules for Additional Receivables

Figure 306: Interest Calculation: Customizing

Reference interest rates are used in different application components. Therefore, reference interest rates may already be maintained here. Date-dependent interest values can be defined for the reference interest rates in the 'Define Percentage Rates for Reference Interest Rates' process step. Reference interest rates are client-dependent.

Interest calculation rules are used in different application components. Therefore, interest calculation rules may already be maintained here. Interest calculation rules are allocated to interest keys in the 'Define Interest Keys' process step. You must enter the interest calculation rule in the interest key. You can also allocate other parameters to the interest key. In the additional functions for interest calculation, you can determine whether the following takes place when interest is calculated for line items: • •

Interest calculation based on net amounts Interest calculation for source items when installment plan items are cleared

In the Customizing settings for transactions, you must set the interest transactions, the allocation to internal transactions, assignment of the statistical transactions, and account determination.

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Lesson Summary You should now be able to: • Configure interest keys and calculation rules for interest on items.

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Lesson: Processing of Interest Calculation Lesson Overview This unit is intended to give the participant an overview of the processing of interest calculation in contracts accounts receivable and payable.

mu


Execute interest calculation

Business Example

mu

For which period do we calculate interest? ■ Interest Is calculated from the due date up tea predefined “interest calculation to11 date.

■ Event 2065 allows you to change the ..interest calculation for clearing items to the value date.

to” date

■u Figure 307: Interest calculation: Period

With a function module processed in event 2065 you can change the date for the Interest Calculation To for clearing items. For amounts cleared in the account maintenance, the due date of the bill and clearing date of both items are used as standard to calculate the interest. In event 2065 you can use the due date of the bill amount and the value date of the payment amount to calculate the interest for amounts cleared in the account maintenance.

EZT

406


2011

Lesson: Processing of Interest Calculation

IPS510

ID

1. General selections Contract account Business partner Company code Currency

to to to

2. Posting Parameters Date of issue Document type Statistics key

3. Interest parameters Debit items Credit items Debit and credit items Calculate interest to

•

Open items only All items 'O Cleared items only

C

Q

Generate correspondence

Figure 308: Mass Interest Processing: Selection

mn

__

1 . Define document items Business partner

Contract account 'ÿContract Company code

Currency

2. Define posting parameters Date of issue Posting date

Document type Statistics key

40 G

Reconciliation with general ledger Single doc. Reconciliation key

3. Define interest parameters Debit items Credit items Debit and credit items Calculate interest to

•

Open items only All items Cleared items only

Figure 309: Individual Interest Calculation: Preparation

The default document type and statistical key displayed on this screen are defined in Customizing and may be overwritten at the time of posting. The “single document” indicator shows whether or not the system will create a separate document in the SAP ERP general ledger for this each line item, for which interest is calculated. The number of the document posted in PSCD is stored as the reference document number in the general ledger document.

2011


407 ET


IPS510

You must tell the system if you wish to calculate interest on debit or credit items.

Hint: (It is not possible to select “credit items” and indicate “only open debit items” at the same time.) By selecting the option “cleared items only”, the user ensures that if any partial payments (resulting in 2 sub-items) are made that interest calculation only takes place when the item is totally cleared.

In the calculate interest to field you inform the system the date, up to which interest is to be calculated. Hint: Interest calculations are usually posted using the “interest run” function and not manually.

mu

Doc. number

Company code Amount

O 000001000140

0001

1100

o

000001000141

0001

1560

O 000001000142 O 000001000153

0001

890

0001

775

o

0001

2249

000001000158

The green traffic light means that interest can be calculated; the red traffic light means that there is an interest lock on the item

Currency, from-date, to-date...

Contains details of the selected Items based on the parameters entered on the Initial screen

Figure 310: Item Selection for Interest Calculation

Green light means that interest may be calculated; red light means that the item is blocked for interest calculation. You can double-click on a red light to find out why interest cannot be calculated for that particular item.

ET 408


2011


IPS510

mn

Company code

Business area

Business partner Contract account Amount

0001 0001 0001

1000 1000 1000

42000 42000 42000

1100 1100 1100

500 600 300

0001

1000

35000

1100

700

)

2 interest documents instead of 4

100

100

Figure 311: Summarization of Interest Items

In order to minimize the number of interest documents that the system must post, only one interest document per matching summarization criteria is posted in the system. The summarization criteria (fields) for interest items are transferred from source items to the interest items.

SAP delivers several default fields for summarization. You cannot delete these criteria. The default fields that are delivered include: posting area, business area, business partner number, contract account number, division and so on. You can also add other fields (up to 12 criteria including the standard summarization fields that are delivered). Hint: Technical note: The summarization criteria are defined in the structure FKKIV.

2011


409 ET


mu

IPS510

Interest lock?

SU An item can only be selected if there is no interest lock on the item or the account Interest lock reasons are Customizable Figure 312: Clearing Exception: Interest lock

Interest locks enable you to prevent interest from being calculated on certain items. You can also exclude certain business transactions (such as reversal postings or additional receivables for interest calculation). Moreover an item will not be selected in the following cases: • •

• • • •

If it does not meet selection criteria If it is excluded from interest calculation in event 2010. The function module called up with event 2010 checks whether interest can be calculated on a line item. In the reference function module, statistical items can be excluded from interest calculation. If it is an additional receivable and interest calculation was excluded If it is not due If it is not ready as a result of Customizing settings for transfer days, tolerance days (grace period), or interest period If interest has already been calculated for the item for the given period.

In Customizing you define the clearing reasons (table TFK056C) for cases when the interest calculation is not calculated retroactively (for example, reversals).

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2011


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mn

Interest CANNOT be calculated 1. If the interest key is not allocated or it prevents calculation

2. If the source item or the account is locked for interest calculation 3. If the source item was not selected 4. If you want to process multiple postings with different currencies at the same time

S ■

‘Xa

Figure 313: Interest Calculation: Exceptions

Because interest keys are linked to calculation rules, which in turn are linked to a currency type, an interest document can only be created in one currency at a time. If you had items in different currencies, the system would have no way of determining which currency the interest document should be posted in. If postings exist in several currencies for an account then interest posting must be called up for each currency.

mn

Source items

Calculate interest

schsd No

Yes

Interest

100

documents

Figure 314: Exception for Posting Interest: Amount Limit

Debit interest is requested if the calculated interest is over a minimum amount limit that is set in Customizing.

2011


411 ET


IPS510

The amount limit for posting interest is dependent on the company code, the debit/credit indicator, and the currency. Items are first summarized by criteria, and then interest must reach the defined minimum level to be posted.

Standard check: Total amounts for all interest for a company code are compared with the minimum amount limit defined in the TFK057 table. For item interest calculation you can round items before the interest calculation. If interest is calculated on several items together, each item is rounded individually. You can group subitems before the interest calculation so that a split item is subject to interest in exactly the same way as an item that has not been split. Event 2085 provides you with further, more extensive options for grouping items before the interest calculation - provided you have set the “Group Subitems before Interest Calculation” indicator in the interest key.

Therefore, for example, if you use different interest rates to calculate interest on receivables and payables, you can group items in event 2085 before the interest calculation and use the interest rate for receivables if the amount of the receivables exceeds that of the payables.

mn

Print interest notification retrospectively

Interest on cash security deposits Clearing restrictions -

Debit int. calc. CHECK: Credit items available?

Mass interest calculation Cash security deposits

Interest calculation

IS

Figure 315: Additional Functions

412


2011


IPS510

Source items

Interest document

M

100

1000

Tj

When calculated?

>>• •s'

When calculated?

Interest history

Interest supplement

Z)

i Figure 316: Interest Supplement and Interest History

An interest document includes the structures of a document in FI-CA: Document header, line items and general ledger (G/L) items. In addition to the usual document data, an interest document also contains information about the basis of interest posting. This information is contained in the interest supplement.

For each interest item, the interest supplement tells you how the interest amount was determined, including source items, interest period and interest rate. This allows you to reconstruct how interest was determined at a later date. The interest supplement can be accessed via an interest document. An interest history records the interest calculation period for each line item on which interest has been calculated. During interest calculation, the selected items and the interest are considered jointly. This ensures that interest is only calculated for items once for a certain period. Interest ► Select line items. Select the items for which you want to calculate interest.

—

P

2011

Hint: If the system settings for the interest calculation rule or for the interest rule are changed at a later time, you will no longer be able to retrace interest calculation using the interest supplement. If the rate is changed for dates in the past, nothing will happen. The system will, however, issue a warning if you attempt such a change.


413


IPS510

3

ID 1:1

1:n

Interest document header

FKKKO

Interest

1:n

Interest items FKKOP

G/L items

FKKOPK

Items for which interest has already

supplement

FKKIA

n:m

Summarization of items for which interest has already been calculated

Interest history

FKKIH

been calculated (source items)

Figure 317: Interest Document Structures and Technical Details

This slide shows some of the technical information necessary for customers that may wish to add events to standard interest related programs.

gr-r 414


2011


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mn

Lesson Summary You should now be able to: • Execute interest calculation

2011


415

Unit Summary

mu

zzr 416

IPS510

Unit Summary You should now be able to: Know the principles and transactions for interest calculation in Contract • Accounts Receivable and Payable. • Configure interest keys and calculation rules for interest on items. Execute interest calculation •


2011

Unit 10 Deferral/lnstallment Plan Unit Overview This unit gives the participants an overview of how to create deferrals and installment plans in Contract Accounts Receivable and Payable.

M


Enter a deferral for an open item. Create and process installment plans for open items.

Unit Contents Lesson: Deferral: Definition and Processing Lesson: Installment Plan: Definition and Processing

2011


.418 .422

417ÿ

Unit 10: Deferral/lnstallment Plan

IPS510

Lesson: Deferral: Definition and Processing Lesson Overview This lesson describes the function and task of a deferral.

PD


Enter a deferral for an open item.

Business Example Deferral: Definition

PD

• •

If the business partner is temporarily unable to settle his/her open items, the due date is postponed. As a rule, additional surcharges, charges, or interest are charged.

Until the date specified the deferred item will not be dunned in a dunning tun and will not be collected from the bank by the payment program. Once the deferral date has passed, or if you have deleted the date from the item, the item can be dunned again and collected.

PD

Document - post Document - change

Manual

-> Simple, BUT: No automatic calculation of surcharges or interest

1,400

Deferral Amount due: 1,400

Old due date

05.01.

Returns activity

+

Deferral days

New due date 06.01.

Time

Automatic

Figure 318: Deferral: Processing (1)

gzr 418


2011

Lesson: Deferral: Definition and Processing

IPS510

Deferral can be performed manually in the document change transaction or automatically during returns processing. You can enter a deferral date when you post the document or when you change the line items in the document. The deferral does not change the original due date. The deferral date is used instead of the due date to automatically create dunning notices or debit memos.

Document

—

>

Change

Enter the document number.

Choose Goto — > List and display the business partner items (or choose the corresponding pushbutton). Double click on the amount to be deferred. Enter a deferral date (in the field to the right of the due date). DO NOT OVERWRITE THE DUE DATE.

Save the document. To reverse a deferral, delete the deferral date in the item (transaction: Change Document).

M

Posting method 2: Create a one-installment plan

BP 1 Open items 1

?

+ Fee/interest?

Due on 05.01. Customizable

BP 1 Open items 1/1 Due on 06.01. Figure 319: Deferral: Processing (2)

Debit interest:

Interest on open debit items is calculated for the period from the due date to the interest calculation date (this is usually the current date). Cleared debit items: Interest on debit items that were cleared late is calculated for the period from the due date to the date of clearing, provided the clearing falls before the interest calculation date. Do not calculate interest:

If an item is not cleared by a payment, then usually no interest calculation is to take place (for example, interest must not be calculated for items having the clearing reason “Reversal”).

2011


419


IPS510

Credit interest:

Credit interest for calculating interest for credit always has to be posted as relevant for the general ledger.

Interest is not calculated for allocated incoming payments. Interest simulation:

Interest is calculated for information only; it is not posted.

EZT

420


2011

Lesson: Deferral: Definition and Processing

IPS510

mn

Lesson Summary You should now be able to: • Enter a deferral for an open item.

2011


421 ET


IPS510

Lesson: Installment Plan: Definition and Processing Lesson Overview This lesson gives you an overview of the most important tasks and processes of the installment plan.

mu


Create and process installment plans for open items.

Business Example

mu If the business partner is temporarily unable to settle his/her payables you the items and distribute the amount

across

ates

Generally speaking you charge additional

Figure 320: Installment Plan: Definition

EZT

422


2011

Lesson: Installment Plan: Definition and Processing

IPS510

BP 1 Open items 1_Due on 01.31. BP 1 Open items 2 Due on 02.15. + Fee/interest

BP 1 Open items 1/1 Due on 03.01. BP 1 Open items 1/2 Due on 04.01.

fBP 1 Open items 1/3

Due on 05.01.

BP 1 Open items 1/4 Due on 06.01.

Figure 321: Installment Plan: Processing

With an installment plan you divide source items into several installment receivables that have a due date in the future or in the past. Once an installment plan has been posted, the items of the installment plan and not the source items are referred to when a bank collection is made, or when a dunning run is carried out. An installment plan consists of a statistical document with several installment receivables. The individual installment receivable is cleared upon payment. The number of the installment plan is saved in the source items. If interest is payable on an installment plan, the installment plan will also have an interest supplement.

You can use the installment plan history to determine the source items on which an installment plan is based (Account Other Information —> Installment Plan History — >). —*ÿ

mn

Open items

| 1 || 2001366|| 02/02/2006 || 60 |

Document number

Installment plan

1 1 1300060||03/0ir2006|| 10 1 1 13000601 104AJ1/2006] fTo" I 3 1 1 13QQoio1 |0S/01/2006| fio" | 4 || 1300060 1 1 06/01/20061 1 10 | sjl 1300060 1 1 07«)1/2006 1 1 10

| 1 | 2

6

1 1 1300060||08/0ir2006|| 10

Repeat document

Figure 322: Installment Plan: Technical View

2011


423 ET


IPS510

One or more open items can be broken down into a particular installment plan.

The number of installments within the plan, the interest key are defined when creating an installment plan. The interest key controls the grace period, interest frequency, interest interval unit, and the interest calculation rule Frequently occurring installment terms and conditions can be stored in the system as default installment plans. If the agreement for payment in installments is canceled, you can deactivate the installment plan manually. The original receivable is then active again. The connection between the original receivables and the installment plan is deleted.

mu

| 1 sample record OPBEL [OPUPK] |WHGRp| |BETRW| .•f | Samplel (repymt) 10,00 4711 [[ Business partner items

For example, 12 installments

Repetition items

OPBEL

OPUPW1 WHGRP 1

4711 4711 4711

||

2

||

«~l

1

1

FAEDN 1st installment

03.01.

||~2ndlnstallmenr]| 04.01. [ 12th installment

09.01.

Figure 323: Installment Plan - Document Structure

Installments linked to installment plans are mapped as repetition documents.

A sample business partner item (repetition group) is structured and repetition items are mapped for the individual due dates.

Legend: OPBEL: Number of the document in contract accounts receivable and payable (FI-CA) OPUPK: Item number in the FI-CA document WHGRP: Repetition group BETRW: Amount in transaction currency with +/- sign OPUPW: Repetition item in the FI-CA document FAEDN: Net due date

EZT

424


2011


IPS510

m

*ÿ Define installments

• Change installment amounts

and due dates installments

• Add

• Delete installments

•Change installment

Select items

plan parameters •Create notification ' Post installment plan

open items Installment plan parameters (Standard values)

• Selection of

A

*

Interest

Create installment plan Enter: • Selection parameters •Posting parameters

Figure 324: Transaction Flow: Create Installment Plan

Installment plans can be created for one or more open items for an account (provided they have the same currency).

ID

The following information is required for an installment plan:

Number of installments Net amount of installments Start date Time between installments 5, Charges 6. Interest 7. Posting of charges

1. 2. 3. 4.

and/or interest Remaining amount 9. Rounding rules 10. Alternative payer 11. Bank or credit card details

0,

How many? How much? From when? How long? How much? How calculated?

When due? Added to what? What amount? Who pays? How is payment made?

Figure 325: Installment Plan: Configuration

2011


m 425 ET


IPS510

As of release ERP 2005 you can define an alternative payer to the business partner for installment plan items. Use the new input field Partner for Payment to do this. There you can maintain an alternative payer for each installment.

Previously, you could only define a bank details ID for installment plan items but not a payment card ID. You can now use the new input field Card ID to enter a payment card ID.

PD

Installment plan 0001- 10 monthly rates 0001 Installment plan Installment plan category

Installments Installment interval 1 Interval category 3 Number of installments 10

Alternative subtransaction Distribute interest/charges

Amounts 1.00 Rounding amount Installment amount Charge amount Remaining amount to

Currency

USD

Figure 326: Installment Plan Category: Configuration

You can create an installment plan category in Customizing, which can then be used to post an installment plan. Installment intervals define the length of the intervals between installments. An interval category defines the interval between installments (for example, month). Distribute interest and charges to all installments: Definition whether installment interest and charges for the installment plan are to be distributed to all installments. The interest and charges are distributed according to the size of the installment. The individual installment amounts are rounded to a multiple of this amount. Residual amounts that result from the rounding process are added to the first or last installment. The rounding amount can be entered with up to three decimal places. If the amount is rounded, the system takes into account the currency in question and rounds the amount to the reduced number of decimal places.

The installment amount is the amount of the individual installment payments. The installment amount can be entered as an alternative to the rounding amount and number of installments. A charge can be calculated for granting an installment plan. If a charge is entered, the system automatically posts a charge document when creating the installment plan, and adds the charge to the first installment.

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IPS510

Remaining amount: A remaining amount can result when calculating the size of the individual installments of an installment plan. Residual amounts that result from the rounding process are added to the first or last installment, or a separate installment. If you do not specify a value here, then the remaining amount is automatically added to the last installment. Installment plan categories can be used to group installment plans.

You can define an alternative subtransaction for an installment plan.

B

S3 ZD I FPR2 | •

Enter installment plan number

P

• Change installment amounts and due dates • Add, create, delete installments • Deactivation • Display source receivables. and Interest supplement • Create notification • Set payment, dunning. interest, or clearing locks

[ Enter

parameters Posting parameters

• Selection *

Figure 327: Transaction Flow: Change Installment Plan

You can make the following changes in an installment plan: 1. 2.

2011

Delete installments or add further installments Change the due date and amount for an individual installment receivable, provided that the installment receivable has not yet been paid.


427 ET


mu

IPS510

An installment plan can be deactivated during its lifetime:

* ••

••® * ** ~

•

H Result: As long as the original

Example: An Installment plan Is cancelled because the business partner Is behind with two

for the old due date. An Interest item

installments

is reversed

receivable Is unpaid, it is reactivated

Figure 328: Installment Plan: Deactivation

If the installment plan has not yet been paid or has only been partially paid, it is possible to carry out automatic cancellation of the interest document and the charge document for this installment plan.

—

Interest items can be reversed. From the menu, select Account * Installment Plan — » Change Installment Plan. Enter the number of the installment plan and select Continue > Installment Plan Deactivate. The system displays a dialog box in which you select interest document. Choose Continue. The installment plan interest document is then reversed automatically.

—

EZT

428

—*ÿ


2011


IPS510

B

ID Define installments

DB

W xy Change installment amount and due dates • Add installments • Delete installments • Change Installment plan parameters • Create notification *

M

Select items

• Select open items

-

Installment plan

parameters (Standard values)

/ Create installment plan Enter: Selection parameters • Posting parameters ■

/

Define

\

interest amount

\

/ \ Create interest \ document in the / \ background and link/

\to installment plaiy

Figure 329: Transaction Flow: Post Installment Plan Interest

Interest is calculated for the duration of the installment plan. Interest can again be recalculated and posted if the customer falls behind with his payments again. Example: The customer phones and requests an installment plan that is to consist of 6 installments from Jan 1 through to June 1 . However, on August 1 the customer still has an outstanding balance. It is possible to calculate and post interest on the unpaid balance that exists after June 1.

It is also possible to integrate interest in the installation plan at a later date using the FPR2 Change Installment Plan transaction.

2011


429 ET


ID

IPS510

■

I

■

I

jOpun ilinnf

HflTI

i

-DUB datw

i

*\*

;

!

■

crpatml

Itam Is replaced by installment plan

Tim*

I

-

Invtnllnwnt plan is

payment in

Sourer items

[Pcrtl

r—%

Cublcfmti calls and Requests Insta]IJVM fits

sm

10

in tnsl.

10

Sod

Installment

10

3rd ini

plan

10

4tli Inst

10

$tli

Interest on items in arrears lnfi»rpst on interval of Installment plan

inu*Ja[n iol Jrd iinslallmenl...

:

in?(

mst.

IStart date of inslallmr-nl plan

Figure 330: Installment Plan - Interest Calculation

ID


a


H0

Deferral and Installment Plan

f~3p

Lr>, Ug

Define Default Values for Installment Plan

(£>

Categories for Installment Plan

(£>

Define Installment Plan Category Define Default Values for Installment Plan Charges

Define Default Values for Interest on the Installment Plan

L»$r

Deactivation Reasons for Installment Plan

Figure 331: Installment Plan: Customizing

In the Customizing settings for transactions, you must set the installment plan transactions, the allocation to internal transactions, assignment of the statistical transactions for installment plan charges, and account determination.

The 'Installment Plan Used' indicator and the 'Documents with Repetitions Are Possible' indicator must be set in the posting settings (Contract Accounts Receivable and Payable Postings and Documents * Basic Settings > Maintain Central Settings for Posting). —*ÿ

430


—

—

2011


IPS510

mn

Lesson Summary You should now be able to: • Create and process installment plans for open items.

2011


431 ET

Unit Summary

mn

EZT

432

IPS510

Unit Summary You should now be able to: Enter a deferral for an open item. • • Create and process installment plans for open items.


2011

Unit 11 Other Business Transactions Unit Overview This unit gives you an overview of the important transactions and processes in subledger accounting that have not yet been covered.

M


Explain account maintenance in Contract Accounts Receivable and Payable. Explain the principles involved in reversing documents and resetting clearing in Contract Accounts Receivable and Payable. Transfer a document in Contract Accounts Receivable and Payable. Explain the procedures and postings for doubtful entries and value adjustment of open items. Write off items in PSCD Remit or waive receivables.

Unit Contents Lesson: General account Exercise 5: Manual Account Maintenance Lesson: Reversing Documents and Resetting Clearing Lesson: Document Transfer Lesson: Doubtful Entry/Individual Value Adjustment ... Lesson: Write-Off Lesson: Exercise on writing off (installment plan)

2011


.434 .439 .442 .451 .454 .458 .463

433

Unit 11: Other Business Transactions

IPS510

Lesson: General account Lesson Overview This lesson gives you an overview of manual account maintenance in Contract Accounts Receivable and Payable.

mn


Explain account maintenance in Contract Accounts Receivable and Payable.

Business Example

mn

c I

Cash desk

Manual General account maintenance

e a r

n g

PSCD invoicing Automatic

c o n t r o I

Incoming lot

Open items: Clearing

10.05. 150.00 08.05.

150.00

70.00

50.00

22.05. 200.00 19.05. 123.00

©OO

200.00

-

-

Difference:

0.00

\ Figure 332: Account Maintenance in FI-CA

434


2011

Lesson: General account

IPS510

U

Business partner: Contract account: Due date:

1740

Open

items

05.28.

I

*

Open items:

Proposal

150.00

Clearing

150.00

70.00

50.00

200.00 -

200.00 -

Clearing control

Difference: 0.00

Figure 333: Account Maintenance: Process

You can select open items in the initial screen for account maintenance. In the processing screen, you can change or add items to this selection, as well as include other contract accounts or business partners. Items allocated to the proposal from clearing control are already active. However, you can change the allocation and ignore the proposal.

M

Open items

Clearing A1

A1

20 50

70

A2 10 23

70

A2

30

Sub-items (partial clearing)

|

10 20 3

A3

30

|

20 50

|

30

A3

35

Sub-items

30

(overpayment)

! 30 5

Figure 334: Example: Manual Account Maintenance

You can have the system automatically create a clearing proposal for you (results can be edited) or you may create and modify the proposal manually (often necessary when processing partial payments) when performing manual account maintenance.

2011


435


IPS510

Contract account Document no.

Business partner

100200300

900800700600

11000676

100200300

900800700600

| 11000712 \

900800700600

I

100200300

i

Gross amount

139.25

11000712

100.00

900800700600

11000712

100.00

100200300

900800700600

11000712

100.00

900800700600

12000767

10.75-

900800700600

12000767

139.25-

100200300

j

laioi .1

ffij

Amvr

139.25

9,490.85

100200300

100200300

Gross clearing Cash discount

139.25-

r n~rn~io) aiaÿiaÿn m mm rn &&

*

Distribute difference

Activate/reset items

Read all items for BP/C A

Activate/reset cash discount

Change display

Processing status ‘

Difference

Allocated cash discount

0.00

Transfer amt Transfer posting to

0.00

iew

| 1 Clear

J

Figure 335: Manual Account Maintenance FP06 - View 1: Clear

As of ERP 2005 in account maintenance you can perform document changes as well as carry out clearing. You can switch between both processing views in the transaction. Business partner Contract account Document no. Posting amount

Net due date

Text

100200300

900800700600

11000676

139.25

06.30.05

100200300

900800700600

11000712

9490.85

06.17.05

100200300

900800700600

11000712

100.00

06.17.05

Installments

100200300

900800700600

11000712

100.00

06.17.05

Installments

100200300

900800700600

11000712

100.00

06.17.05

Installments

100200300

900800700600

12000767

10.75-

07.05.05

100200300

900800700600

12000767

139.25-

07.05.05

U lElLfci l 1Mass change , , Select/deselect all Select block

talBj

..

I I I I I

l°rlQ]

jig

BPfecAl

II

Read all Items for BP/CA

Split/unsplit Undo change

Change display

" "

Bundle/reset

Processing status 1

Difference

0.00

Modifiable fields

|SAP stand.

View

2 Change

Figure 336: Manual Account Maintenance FP06 - View 2: Change

For the document changes, you can define the line variants with different modifiable fields in Customizing (structure FKKOP_CHG). You can make document changes directly in the line item. Alternatively, you can make a change for several selected lines simultaneously.

ET 436


2011


IPS510

In addition to document changes, you can also split line items. You can combine clearing, splitting, and changing with few restrictions. You can split line items into several sub-items. However, this function is not available for items displayed summarized. You must first cancel the summarization. To split an item, place the cursor on the item required and then choose the function 'Split Item'. The system inserts a new item beneath the item to be split. The amount of the new sub-item is initially zero. Enter the required partial amount. The system automatically reduces the amount of the original item accordingly.

You can no longer split an item that has been selected for full clearing. If you split an item for which partial clearing is planned, the system automatically proposes the partial amount that is not to be cleared in the sub-item. You can reduce this amount manually, but not increase it. In this case too, you can no longer split an item for which clearing has been planned. For new sub-items created, you can make the same changes as for original items. You can clear the new sub-items either partially or in full.

You can reset all of the changes you have made to an item provided you have not saved the data yet. Select the required item(s) and then choose the function 'Reset Change'. To reset a split, place the cursor on the sub-item and choose the 'Reset Split' function. If several split items have been created for an item, and you want to reset all of them, place the cursor on the original item and then choose 'Reset Split'.

m


a

Basic Functions Open Item Management

Define Default Values for Account Maintenance

r\

a

Qr

Define Default Values for Automatic Clearing

Clearing Control


l~\

B

Automatic Clearing

flj,

Grouping Variants

[~3W [~\ Q,

Define Grouping Characteristics Define Grouping Variants

Define Specifications for Automatic Clearing

Figure 337: Account Maintenance: Customizing

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The aim of grouping for automatic clearing is to group the open items into logical units. The system can then analyze how each unit can be cleared. A clearing document is posted for every unit that is cleared. The clearing analysis is executed using the clearing algorithm defined for an automatic clearing run in Clearing Control.

Grouping is an enhancement of the clearing control functionality. In contrast to clearing control, maintaining a group is optional and only makes sense if you always want to post the clearing of certain item groups from a business partner / contract account in an individual clearing document.

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IPS510

Exercise 5: Manual Account Maintenance Exercise Objectives After completing this exercise, you will be able to: Clear credits and receivables within account maintenance. •

Business Example In addition to open receivables, one of your business partners has credit from a payment on their account. You clear the credit against the receivables.

Task: Manual Account Maintenance 1.

Clear the receivable using the payment on account in the contract account of your business partner. Use the following information:

Business partner:

BP##

Contract

BP##

account:

Company code:

0001

Currency:

USD

Posting date:

Today's date

Instruct the system to generate a clearing proposal. Check the proposal and post the clearing.

Write down the document number:

2011

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439


IPS510

Solution 5: Manual Account Maintenance Task: Manual Account Maintenance 1.

Clear the receivable using the payment on account in the contract account of your business partner. Use the following information:

Business partner:

BP##

Contract account:

BP##

Company code:

0001

Currency:

USD

Posting date:

Today’s date

Instruct the system to generate a clearing proposal. Check the proposal and post the clearing. Write down the document number: a)

Choose Financial Accounting — * Contract Accounts Receivable and Payable * Account * Maintain.

—

—

Set the “ Create proposal” field and choose Open Items.

Check the proposal and post the clearing with function Account

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—

>

Post.

2011


IPS510

mn

Lesson Summary You should now be able to: • Explain account maintenance in Contract Accounts Receivable and Payable.

2011


441 ET


IPS510

Lesson: Reversing Documents and Resetting Clearing Lesson Overview This lesson gives you an overview of how to reverse documents and reset clearing in Contract Accounts Receivable and Payable.

mu


Explain the principles involved in reversing documents and resetting clearing in Contract Accounts Receivable and Payable.

Business Example

mu

W

Invoicing documents

Documents for which interest has been calculated Installment documents SD documents

External billing documents Figure 338: Reversal of Documents: Restrictions

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Lesson: Reversing Documents and Resetting Clearing

IPS510

ID

Document header Document no.: 010000234591 Posting date: 02.22 Doc. type: F1 Currency: USD 03022201/SK1 Recon. key.: 102345678 Reversed with:

Reversal

102345678 Document number Posting date: 05.03 Currency: USD Doc. type: S1 Reconciliation key: 03022201/SK1 010000234591 Reversal doc. for:

Business partner items CPART CCOOE 0001 4711 Clearing doc.

Due 22.02. 102345678

amount 230.00 AG: 05

G/L account items and tax items CCODE G/L account BA cost cent. Amount U100 800000 200.00 U100 17S000 30.00

CCODE G/L acct 0001 800000 175000 0001

BA cost cent.

Amount 200.00 30.00

Cleared items BPART CCODE 0001 4711

Division 01

Amount 230.00

Figure 339: Reversal of Documents

Document to be reversed: After reversal, the business partner items have the clearing document number of the reverse document.

Indicator: reverse document: Reference to the reversed document using the document number from the reversed document in the document header. In the reversal document, an item is created for every G/L. These items have the opposite +/- sign to the G/L item.

2011


443 ET


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IPS510

Selection: Reconciliation key Document number Reference document

Posting date

Count documents

Document date

Document type

|

Aqertt

I

a;

I

5

Mass reversal

I<

Entry date

Display documents

Reverse documents Posting parameters: Reconciliation key

Reversal date

Document type Clearing reason

Figure 340: Mass Reversal: Parameters

mn

Negative postings reduce the transaction figures for the G/L accounts posted to Posting

+/- sign

/

Transaction figures

Debit

Credit transaction figures

Credit

Debit transaction figures

After an incorrect posting and subsequent correction, transaction figures for G/L accounts look as if neither the incorrect posting nor the correction had taken place

Negative postings for: Reversal, reset clearing, returns, transfer postings, payments on account, and subsequent clearing Figure 341: Negative Postings

A negative posting reduces the transaction figures for the account posted to in the general ledger. A debit posting as negative posting therefore does not lead to an increase of the debit transaction figures; it leads to a reduction of the credit transaction figures. This enables you to show transaction figures for accounts after an incorrect posting and subsequent correction (for example, invoice posting and reversal) as if neither the incorrect posting nor the correction had taken place.

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IPS510

Negative postings have been supported in the general ledger (FI-GL) for a long time. You decide whether to permit negative postings at company code level. The corresponding setting in the company code table is also effective for Contract Accounts Receivable and Payable.

In addition, in Contract Accounts Receivable and Payable, the document type decides whether a posting is to be posted negatively. You can designate a document type such that negative postings are always created, or such that negative postings are only created for corrections in the same fiscal year. For more information about the setting for the document type, see the Customizing for the document types and the field documentation for the field Negative Posting. A description of negative postings for the most important business transaction follows:

Reversal For a reversal, the document type used decides: Whether a negative posting is never permitted Whether a negative posting is always permitted That a negative posting is created if the posting and reversal are in the same fiscal year A special feature is that the items in the reversal document for which the account to be posted to has been swapped in comparison to the original document are not posted negatively. This can be the case for aperiodic reversals (swap of P&L accounts) or for posting incoming payments where the reversal is used to post back to the clarification account. Resetting Clearing After resetting clearing, all accounts should appear as if the clearing had not taken place. This means that the inverse posting of cash discount, small differences, exchange rate differences, and taxes that were posted due to the clearing are to be posted negatively. The display in the receivables accounts is retained.

Example You reset clearing for a payment received. After the clearing reset, the payment with clearing of open items becomes a type of payment on account again, which means that the credit from the payment is an open item in the receivables account. From the view of the account balance in the receivables account, it is irrelevant whether there was a payment on account or whether items were cleared. Returns Returns should be treated like reversals. The first item in a returns clearing account is, however, never posted negatively; the same applies to returns charges.

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445


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-

IPS510

Individual Identification of Individual Posting Items If you want to post a document for which negative postings are required for all items manually, all you have to do is select an appropriate document type. However, if you only want to post individual items negatively, you have to enter the entire transaction in two documents. Example Transfer posting from an incorrect G/L account to the correct G/L account. The reset in the incorrect G/L account should be posted negatively, the posting to the correct account not. First enter a negative posting: Clearing account to incorrect G/L account. Then a “normal” posting: Correct G/L account to clearing account.

•

Payments on Account If, on receipt of payment, you first post on account instead of clearing immediately and then carry out clearing later, (for example, via account maintenance or during processing of a subsequent payment), the debit and credit side of the receivables account increases by the amount of the payment on account. If you want to avoid this effect, make sure that every clearing of a posting on account is posted negatively. To do this, you have to indicate in Customizing for the main and subtransaction used for payments on account that each clearing of this item is to be posted negatively.

You make the setting for the company code (negative postings possible) in the Implementation Guide for Financial Accounting under Financial Accounting Global Settings ► Company Code * Check and Supplement Global Parameters.

—

—

You make the setting for the document type in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions > Postings and Documents * Document ► Maintain Document Account Assignments * Document Types — > Maintain Document Types and Assign Number Ranges.

—

—

—

—

The main and subtransactions that you want to define for a negative clearing (example: Payments on Account) are in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions — > Postings and Documents >ÿ Document ► Maintain Document Account Assignments * Maintain Subtransactions.

—

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Mwntsn document types

ID

|

N Cron-company

DT

Text

M

Collective bill

AB

General document

FA

Invoicing

St

Reversal document

Negative oocong

Not manual

Doc. fcfb

✓

» loi|

T

06ÿ

Negative poetWQ

Post receivable with doc. type "AB"

Reverse receivable with doc. type "ST"

PSCD document:

PSCD document:

"AB" 16.04.2006 Debit 150.00 Account 140520

"ST” 17.04.2006 Credit 150.00 Account 140520

FI document:

FI document:

"SA" 16.04.2006 40 Account 140520 150.00

"SA" 17.04.2006 50 Account 140520 150.00

Transaction figures for account 140520:

Transaction figures for account 140520:

Account Number Company Code Flic* tear All documents in currency

U0520 0001

Other Distribution Company

root

Display cunency

Account Number Company Code Flic* Year AH documents in currency

alff'ia i° •! MI a1 Penod

Debd

Credit

Penod Sfc* -:sn\4oi»*enl 1 1 3

Balance Cum balance

S3 garvcvwem m 1

3 4

l'4' !-•

J

160 00

150.00

•

Olher RecetvAbles

>40520 0001

Dislnbulion Company

2WJ6

Oepwy cunency

K tl

Debit

Credit

B*ance Cum balance

l

150 00

4 %

150.00

Figure 342: Negative Postings: Example

mn

Post on account, clear later

Debit and credit side of the receivables account Increase by the amount of posting on account

To avoid this effect: Every clearing of a posting on account is posted negatively Set indicator in subtransaction to "Clearing of this item is to be posted negatively": IMG: Contract Accounts Receivable and Payable -> Basic Functions -> Postings and Documents -» Document -> Maintain Document Assignments -> Maintain Subtransactions for,..-> Maintain Transactions for Payment on Account Define Subtransactions

Define main trans. Define subtrans.

Allocate trans.

Application area Main transaction

0060

Define subtransactfons

Due date STrans. Description 0010 Payment on account

*

=J

0011

Other rec. without

0020

Payment on account

0021

Credit without lax

Withhold Payment /Clrg Neg.'(

sr

BT

✓

'Sf-!

%/

sHr

v

—I

5

Figure 343: Negative Postings: Payment on Account

2011


447 ET


IPS510

mu Bill: 100.00

Bill outstanding: 100.00

Payment:

- 100.00

Allocation and clearing

Payment on

account:

- 100.00

Clearing

reset

J

Figure 344: Clearing Reset

When you reset the clearing, you reopen the paid item.

In addition, a credit item is created automatically. The credit transaction, such as a payment on account, is defined in Customizing. If you reset clearing that resulted from a payment to a customer, a debit transaction must be defined in Customizing so that the system can create a receivable for the business partner who received the payment. Instead of the resetting the complete clearing, you can also reset parts of clearing. Clearing reset can be set for every combination of the following data that occurs during clearing: • • • • • • •

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Business Partner Contract Account Contract Company Code Business Area Division Collective bill number


2011


IPS510


ID

a

Basic Functions

J

Open Item Management

HI Gfr f~ÿ

a

Define Default Values for Resetting Clearing Define Default for Resetting Clearing


a|~\

Reversal Define Alternative Accounts for Reversal in Following Year

Hi

Define Default Values for Reversal

[~itf

Define Specifications for Clearing Item

Figure 345: Reverse / Reset Clearing: Customizing

2011


449 ET


mu

IPS510

Lesson Summary You should now be able to: • Explain the principles involved in reversing documents and resetting clearing in Contract Accounts Receivable and Payable.

EZT

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Lesson: Document Transfer

IPS510

Lesson: Document Transfer Lesson Overview This lesson gives you an overview of the function for transferring documents in Contract Accounts Receivable and Payable.

M


Transfer a document in Contract Accounts Receivable and Payable.

Business Example

■

Selection specifications

Business partner Contract account Contract

Business partner Contract account Contract Document number Reference document number i

Open

Aim of transfer posting

■

Cleared

Open

Receivables account, due date, transaction description Dunning and interest information are copied

Figure 346: Document Transfer

You can only transfer open receivables or credits. You can transfer the following: • • • • •

•

2011

Individual items - receivables and credit All items of a business partner All items of a contract account All items of a contract Items that are still contained in an installment plan. Existing installment plans are automatically deactivated and a new installment plan is created for the amount of the source receivable(s) still open. Items that belong to a collective bill. The collective bill is automatically updated.


451


IPS510

The transfer posting document can be reversed.

When transfer posting a customer account, you can allocate documents that already refer to contracts (account assignment) to a target contract account without having to specify a target contract. In doing so the transfer posting document is not longer assigned to a contract. Contracts should not already be allocated to the target contract account.

mn


a


B

Transfers

5r

Define Transfer Reasons Define Default Value for Transfer Reason Define Specifications and Default Values for Transfer Define Transactions for Transferring items

Figure 347: Transfers - Customizing

ET 452


2011

Lesson: Document Transfer

IPS510

mn

Lesson Summary You should now be able to: • Transfer a document in Contract Accounts Receivable and Payable.

2011


453 ET


IPS510

Lesson: Doubtful Entry/Individual Value Adjustment Lesson Overview This lesson gives you an overview of the process of marking documents as doubtful in Contract Accounts Receivable and Payable.

mu


Explain the procedures and postings for doubtful entries and value adjustment of open items.

Business Example

mu t

Doubtful entry: 38.00 FI doc.: #0815

Mass run

Document: 4711 Amount: 58.00 38.00 Open:

transfer posting of corrected receivables

38.00 16.00

38.00 16.00

Individual value adjustment: ' 50% - net 16.38

PSCD document

DFKKZW

PSCD documents/ totals records

FI document

Figure 348: Doubtful Entry/Individual Value Adjustment

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Lesson: Doubtful Entry/Individual Value Adjustment

IPS510

mn

Example:

Contract account

■

[1] 58 00

20 00 [3]

58.00

Receivable

16% • VAT • Partial payment •50% IVA

20.00

Revenue account Receivables account [1] 5800 2000 [3]

Bank

[2]

20.00

VAT account 8.00

Electricity

[3]

58 00

[1]

Bank clearing 20.00 20.00

[2]

[11

Adjustment account

Doubtful receivable

[4] 38.00

t

DR correction

Individual value adjustment IVA expense

38.00 [4]

16.38 [5]

[5] 16 38

I

I

J

Figure 349: Mark as Doubtful/Individual Value Adjustment: Posting

Posting records:

1. 2. 3. 4. 5.

Bill creation Post incoming payment in general ledger accounting (bank statement) Post payment in sub-ledger accounting and allocate the payment Mark the receivable as doubtful Individual value adjustment

Steps 4 and 5 generate PSCD documents that are only relevant for general ledger accounting. This means that they do not have any business partner items.

2011


455 ET


IPS510


ID B

Basic Functions

[B

Particular Aspects of Taxation Procedure

[B

Q.

Define Tax Calc. Types Write-Offs and Ind. Val Adj.


[2y

Doubtful Items and Individual Value Adjustment

a

Maintain Correction Reasons Maintain Correction Reset Reasons

HI B

Maintain Excepbons for Adjustments

Maintain Account Determination for Doubtful Item Entries

[B B, (Q

Maintain Account Determination for Ind. Value Adjustment

|\

Maintain Value Adjustment Variants for Automatic Adjustments

[B (£>

Define Age Grid for Value Adjustment Variants Maintain Processing Methods for User Exits for Automatic Adjustments

IB

Maintain Default Values for Transfer Posting Run

IB

Maintain Alternative Accounts for Resetting Individual Value Adjustments

Figure 350: Mark as Doubtful/Individual Value Adjustment: Customizing

Exceptions for Adjustment: In this activity you define, for each application area, the main transactions and subtransactions that create postings that you want to exclude from a doubtful entry or value adjustment. You can define the scope of the exception as follows: • • •

Manual doubtful entry or value adjustment Automatic doubtful entry or value adjustment Manual and automatic doubtful entry or value adjustment

User Exits: In this activity you can define methods to be used for making value adjustments for the items. You can enter the method on the initial screen for the Adjust receivables according to age mass activity. You must define the special features for the methods in event 2950. In this event you can implement customer-specific checks as well as value adjustment methods.

ET 456


2011

IPS510

mn

Lesson: Doubtful Entry/Individual Value Adjustment

Lesson Summary You should now be able to: • Explain the procedures and postings for doubtful entries and value adjustment of open items.

2011


457 ET


IPS510

Lesson: Write-Off Lesson Overview This lesson gives you an overview of how to write off documents in Contract Accounts Receivable and Payable.


Write off items in PSCD

Business Example

mn

Check level BP

Contrat

MM

| DoojjJ

Special authorization: No application

,ÿ>f check rules

V &

-

Check rules ? No credit

—

-

available Event: 5010

X

s

Expense account 50

Tax account 8

Release for collection

Figure 351: Manual Write-Off: Process

With the appropriate authorization, you can set the indicator that determines that the check rules are not used.

Open items can be written off completely, or, partially if the customer is to be let off part of his or her open items. You can specify the partial amount to be written off in the Write Off Items transaction. Partial write-offs must be explicitly permitted in Customizing along with a write-off reason. When an item is written off, the written-off document items are cleared and a write-off document is

ET 458


2011

Lesson: Write-Off

IPS510

created. The system automatically posts the expense or revenue accounts defined in Customizing. Write-off documents can be reversed. If this is done, receivables or payables are open again.

You must define rules for adjusting tax during write-offs. If the posted expense account is tax-relevant, the system also adjusts the posted tax during write-off. Example case. 58.00 • Receivable 16% • VAT 20.00 • Partial payment •50% IVA • Write off receivable

Contract account

[11 58.00 20.00 [3] 38.00 [41

Revenue account Receivables account [1J 58.00 20.00 [3J 38.00 [4]

Bank

[2] 20.00

50.00

[1]

VAT account [4] 5.24 8.00

Cash Clearing [31 20.00 20.00

[2]

Sales deduction [4] 32.76

Electricity

[1]

Figure 352: Write-Off: Posting 1

Posting records: 1. 2. 3. 4.

2011

Bill creation Post incoming payment in general ledger accounting Post payment in sub-ledger accounting and allocate the payment Write off the open item


459


ID

IPS510

Example case. • Receivable 16% • VAT • Partial payment ■ 50% IVA

Contract account [1] 58 00

20.00 [3] 38.00 [6)

■

58.00 20.00

Write off receivable

Revenue account Receivables account [1] 58.00 20.00 [3] 38 00 [4]

Bank [2] 20.00

VAT account 8.00

Electricity

50 00

[1]

[6] 5.24

Cash Clearing (3) 20.00 20.00

[2]

Sales deduction [6] 32.76

[11

Individual value IVA expense Doubtful receivable DR correction adjustment [4] 38.00 38.00(7] [7) 38.00 38.00 [4] [8] 16 38 16.38(5] [5] 16 38 16.38 [8]

t

J

t

Figure 353: Write-Off: Posting 2

Posting records:

1. 2. 3. 4. 5.

Bill creation Post incoming payment in general ledger accounting (bank statement) Post payment in sub-ledger accounting and allocate the payment Mark the receivable as doubtful Individual value adjustment

Steps 4 and 5 generate PSCD documents that are only relevant for general ledger accounting. This means that they do not have any business partner items. 6. 7. 8.

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Write off the open item Reset doubtful entry Reset IVA Note: Mass run FP04M, Tab Parameters, Indicator Do not update write-off histoiy.


2011

Lesson: Write-Off

IPS510

ID

Selection options - No - No

WrOffdoc. Doc.

reversed items statistical items

Amount

WrO

Date

STAK2 Srce Reversal

8711

4711

300

01

06.13.2003

16

8712

4721

700

04

06.13.2003

17

8717

4751

20

03

06.13.2003

8722

4766

600

01

06.13.2003

G

16 16

X

Display variant Figure 354: Write-Off History

Write-off history is automatically updated during write-off. It can also be automatically updated during mass write-off depending on authorization. The reversal of a write-off document is also recorded in the write-off history.

ID


a

Basic Functions Particular Aspects of Taxation Procedure

Tax Adjustment for Write Off Define Tax Calc. Types Write-Offs and Ind. Val Adj.

a

RS, Define Change in Tax Code with Write-Offs Business Transactions Write Off

Q,

<£

Define Write-Off Reasons

Define Specifications and Default Values for Write-Off

\

Define Specifications and Defaults for Mass Write-Offs

Automatic G/L Account Determination for Write-Offs Automatic G/L Account Determination for Writing Off Value Adjustments

-V Maintain Alternative Expense and Contract Account Define Execution Variants for Mass Write-Offs Activate Write-Off to External System

Define Document Number Ranges for Write-Off ID

Figure 355: Write Off: Customizing

You should only enter an execution variant if the event 5015 has been defined.

2011


461 ET


ID

IPS510

Lesson Summary You should now be able to: • Write off items in PSCD

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Lesson: Exercise on writing off (installment plan)

IPS510

Lesson: Exercise on writing off (installment plan) Lesson Overview

m

Lesson Objectives After completing this lesson, you will be able to: Remit or waive receivables.

Business Example You assume that part of the due tax payable of your business partner cannot be collected. You waive a partial amount of the open receivable and you set a resubmission date when you want the case to be checked again.

Task 1 You assume that the property tax of your business partner for a partial amount cannot be collected. For this reason, you want to partially waive the receivable in the short term. • • • •

2011

Go to ACCOUNT -> WRITE OFF ITEMS. Enter your business partner and your contract account for the property tax. For the write-off reason, choose “07 - Temporary Waiver” and enter DD/MM/YYYY+1 as the resubmission date. After you choose “Enter", you can activate the items for the property tax in the subsequent list display and you can change the gross clearing amount to 300.00 EUR. To do this, double-click the Gross Amount field in the row with your property tax receivable. In the relevant field, enter 300.00 EUR.


463


IPS510

Task 2 The clerk for the short-term waiver and remission area wants to check the resubmission cases.

Go to ACCOUNT RESUBMISSION WRITE-OFF and execute the clarification list by choosing “Resubmission cases”. Search for your short-term waiver that you entered in exercise 1-6 and activate the line items. Choose “Clarify”. Display the account balance. What general ledger account for payments and what main transaction and subtransaction were used in the document for the short-term waiver? ->ÿ

Your legal department informs you that the short-term waiver no longer needs to be executed in the clarification list (waiver directory). •

464

Choose “ No Resubmission” in the clarification activity for your waiver and confirm the transaction in the dialog box that appears.


2011

Lesson: Exercise on writing off (installment plan)

IPS510

mn

Lesson Summary You should now be able to: • Remit or waive receivables.

2011


465 ET

Unit Summary

mu

EZT

466

IPS510

Unit Summary You should now be able to: • Explain account maintenance in Contract Accounts Receivable and Payable. • Explain the principles involved in reversing documents and resetting clearing in Contract Accounts Receivable and Payable. Transfer a document in Contract Accounts Receivable and Payable. • • Explain the procedures and postings for doubtful entries and value adjustment of open items. Write off items in PSCD • Remit or waive receivables.


2011

Unit 12 Security Deposits Unit Overview This unit gives the participants an overview of the cash and non-cash management of security deposits in Contract Accounts Receivable and Payable.

M


Explain how cash and non-cash security deposits are processed in Contract Accounts Receivable and Payable. Request and settle cash security deposits.

Unit Contents Lesson: Cash and Non-Cash Security Deposits. .468 Lesson: Request, Payment and Settlement of Cash Security Deposits .471

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IPS510

Lesson: Cash and Non-Cash Security Deposits Lesson Overview This lesson gives you an overview of the two types of securities in Contract Accounts Receivable and Payable.

mn


Explain how cash and non-cash security deposits are processed in Contract Accounts Receivable and Payable.

Business Example You assess the credit rating of your business partner and you agree with them that a cash security deposit is required. • •

A request for cash security deposit is created for the business partner in the system. After the incoming payment, the request for cash security deposit is cleared and accounted for as a down payment.

PD Non-cash security

Security deposit request

deposit

Guarantee of payment

c

Security deposit payment

) PSCD FI

Received security deposits

i

m

Figure 356: Security Deposits

The system supports the request and handling of cash and non-cash security deposits of business partners.

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Lesson: Cash and Non-Cash Security Deposits

IPS510

Non-cash security deposits can be bank guarantees, mortgage bonds, or savings accounts that are stored as security deposits. Cash security deposits are managed as payables, which can be settled according to certain criteria.

A cash security deposit is requested automatically and, when the payment method is changed in the contract account, the cash security deposit is changed by the function module in event 1025.

M

~o

11

Security deposit

Request

Security deposit

payment

-

Release

1 I Received security deposits

I

PSCD

▼

FI

Receivable from (final) bill

Interest payables

Figure 357: Cash Security Deposits

Cash security deposits can be paid out or cleared as long as the cash security deposit is released. The program RFKKSECURITYRELEASE is available for releasing security deposits (menu: Periodic Processing > For Contract Accounts — > Security Deposits — > Release). Non-cash security deposits can be returned or cashed. Non-cash security deposits can be returned or cashed.

—

Interest must be calculated for cash security deposits.

2011


469


mu

IPS510

Lesson Summary You should now be able to: • Explain how cash and non-cash security deposits are processed in Contract Accounts Receivable and Payable.

EZT

470


2011

Lesson: Request, Payment and Settlement of Cash Security Deposits

IPS510

Lesson: Request, Payment and Settlement of Cash Security Deposits Lesson Overview This lesson is intended to provide a more detailed view on the process of cash security in contracts accounts receivable and payable.

mn


Request and settle cash security deposits.

Business Example

mn

Security deposit

Status

Business partner Contract account Contract Authorization

100004711 1000004711

General data Type of sec. deposit Request reason Request amount Interest key

Requested

Titus Test, Main Street 18, Heidelberg

Non-cash

Cash O Payment history 50.00 USD

®

S

Request documents Stat... Document no. Amount

Crncy

Rsn

Start date

Return date

PortO

a a

BBC

IBS

Usage period

06.13.2006

Start date

Return date

06.13.2007

Figure 358: Request Cash Security Deposit

SAP Menu: Account

1.

2011

—

►

Security Deposit

—

►

Create

The cash security deposit is created either manually or automatically in the Utilities Industry component when a collection is entered in the system. The cash security deposit has the status Requested. A request document is a statistical document with a document header and a line item


471 ET


IPS510

Using the function module FKK_E VENT_0820_PAYMFORM_DET, you can create a payment form number automatically when you create a cash security deposit request.

2. 3.

4.

5.

As long as the request document has not yet been cleared, you can reverse the security deposit. A deposit that has been reversed cannot be used again. If you receive a (partial) cash security deposit payment and this clears the request document either completely or partially, the status changes to (Partially) Paid. When the valid for date is reached, or when an early manual release occurs, the status changes to Released. If the cash security deposit payment is cleared by repayment or settlement against open receivables, the end status Returned is reached.

In the menu under Periodic Processing — > For Contract Accounts — > Collateral > Release, you can use the report RFKK SECURITY RELEASE to release the securities.

—

1.

Non-cash security deposits are created manually. When you save the security deposit, the status Requested is given. Further processing is triggered by changing the status. For non-cash deposits, you can define the status in Customizing. For each change of status, a BOR event is triggered; this can start a workflow, whereby you have to model your own workflows.

2.

2.You can display an overview of all security deposits. To do this, choose one of the following paths:

Roles: Cash Security Deposits/Security Deposits (SAP_FI_CA_CASH_DE-

—

POSIT) * Security Deposit Statistics Report

SAP Menu: Periodic Processing — * Statistics

—

>

For Contract Accounts

—

>

Collateral

You can select using the following criteria: Start date

Return date Cash Security Deposits

Non-cash security deposits

Status of security deposits in the case of non-cash security deposits For event 0860, you can define follow-on actions for security deposits that meet certain criteria. For example, that a clerk retrieves a non-cash security deposit from storage if the return date is reached within the next week.

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ID

New receivable

Convert outstanding receivable

Business partner Contract account Contract Authorization General data Type of sec. deposit Request reason

Request amount Interest key Sec. dep. payments

100004711 1000004711

®

Cash O Payment history 50.00 USD 25.00

Clear outstanding receivable

Status Partially paid " Titus Test. Main Street 18, Heidelberg

Security deposit

Non-cash

s

USD

Request documents

!'" ll Stat... Document no. 0CO 100003574 ;CCQ 100003574

Usage period Start date

Amount

CurrencyReason Start date

Return date

Posting

25.00 USD Pymt 06.13.2006 06.13.2007 13.0 25.00 USD Pymt 06.13.2006 06.13.2007 13.0

-1 miT m-a E

fiimi—

13.06.2006

Return date

EU E] *

;

06.13.2007

Figure 359: Process Cash Security Deposit

SAP menu: Account

—

►

—

Security Deposit * Display or Change

Enter the number of the security deposit required and select Continue. The following table lists the functions available when changing or displaying a security deposit. Functions with Display and Change

Menu path

Print notification

Environment Printing

Important information

— > Form

A request fonn is printed as sample

Functions only with Change

2011

Reverse

Edit

Release cash deposit

Edit

—

>

Reverse

A deposit that has been reversed cannot be used again.

Release

The clearing restriction of the cash security deposit payment is removed. This means that the payment can now be cleared.


473 ET


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Functions with Display and Change

Menu path

Release cash security deposit in part

Edit

Change amount of cash security

Edit —> Clear Remaining You can subsequently Receivable — > Clear New reduce the amount of the cash security deposit Receivable receivable deposit using the Remaining Receivable function, or increase it using the New Receivable function. In the case of the New Receivable, part of the original receivable is written off, in the second case a new cash security deposit receivable is posted with reference to an existing cash security, provided that this has not been reversed or released. The Clear Remaining Receivable function refers to all cash security requests in the contract that are still open. A release means that all security deposits are released.

Post new receivable

Edit

—

►

Important information

Release Partially You can offset the released portion or pay it out if a payment method is defined in the partial release. Prerequisite for partial releasc:The status must be either Paid or Released Partially.

— > New Receivable


Instead of creating a new security deposit, you can post a new receivable. You can define the same amount of information (such as request reason) as is the case when creating a new security deposit.

2011


IPS510

Activities If you want to automatically release and create cash security deposits when the payment method in the contract account changes, define an installation-specific function module for event 1025 in the Implementation Guide for Contract Accounts Receivable and Payable under Program Enhancements ► Define Customer-Specific Function Modules. To do this, copy the function module FKK EVENT 1025 DEPOSIT CHANGE and adjust the copy to meet your requirements, for example, the amount of the cash security deposit requested, the currency, the request reason, and the reversal reason.

—

Example If a direct payer changes his payment method to bank collection, all of the cash security deposits in the contract account of the business partner are released automatically, since there is no longer any reason to retain the security deposit. However, if a business partner who has previously paid his receivables by bank collection becomes a direct payer, you can automatically request a cash security deposit. New receivable

Release...

Security deposit

Partial release

Status

Business partner Contract account Contract Authorization General data Type of sec. deposit Request reason Request amount Interest key Sec. dep. payments

Partially paid/cleared

100004711 1000004711

Titus Test, Main Street 18, Heidelberg

® Cash

O Non-cash

Payment history 50.00 USD 25.00

a

USD

Request documents Stat... Document no. Amount

0

100003574 OCQ 100003574

BE!

"'

Usage period Start date

Cmcy

Rsn

start date

Return date

Posting

25.00 EUR Pymt 06.13.2006 06.13.2007 13.0 25.00 EUR Pymt 06.13.2006 06.13.2007 13.0

06.13.2006

I

atilE Return date

iH

B

06.13.2007

Figure 360: Release Cash Security Deposit

2011


475


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IPS510

Contract account

[1]

50.00

Sec, deposits received


Bank

Cash Clearing

Receivables

VAT account

Figure 361: Security Deposits: Posting (1)

[1] Posting the request for the cash security deposit in PSCD: • •

mu

The cash security deposit is posted statistically so that no transaction relevant to the general ledger is generated. A notification containing the requested amount, the terms and methods of payment, etc. can be generated.

t1]

Contract account 50.00

Sec, deposits received

Bank [2]

50.00

Receivables


Cash Clearing

50.00

(2]

VAT account


[2] Posting incoming payment in FI. The business partner pays by bank transfer.

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mn

Contract account 50.00 50.00 [3]

[— ([1]

' *

0.00)


Sec deposits received 50.00 [3]

[2]

Bank 50.00

Cash Clearing

[3]

50.00 50.00

[2]

VAT account

Receivables


[3] Allocation of the payment in PSCD and FI. When payment is allocated to the request for the cash security deposit, credit corresponding to the payment amount is posted. The statistical request is cleared. Customer info Interest simulation

mn Calculation and posting of interest

Post interest document Mass interest run

c

Cash sec. dep. interest

o

Debit interest

o

(General ledger relevant or

Create installment plan Dunning run

cD

ft" p/

statistical?)

£

IS-U Invoicing

0)

Advance payment bonus

Credit interest (General ledger relevant) Interest notification

Figure 364: Interest Calculation for Cash Security Deposits

2011


477 ET


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The way in which the interest key for a cash security payment is detennined differs to the standard way of calculating interest on items: • •

If an interest key is specified in a payment, this is the one that applies. If no interest key is specified in a payment, the system tries to determine a key from the relevant security deposit. If no interest key can be found, no interest calculation takes place.

An interest lock at the level of contract account-dependent data is not considered during the calculation of interest on cash security deposits.

To calculate interest on individual cash security deposit payments, choose one of the following paths: • •

SAP menu: Account — > Security Deposit — > Interest Calculation The procedure is similar to posting debit and credit interest. SAP Menu: Periodic Processing * Collateral > Interest for Cash Security Deposit

—

—

You can display cash security deposit interest that has been posted in the security deposit maintenance.

In the menu under Environment overview of the interest run.

mn

—

>

Interest Calculation List, you can display an


a


3.

Security Deposits

n*,

re re

re

Define Number Ranges for Security Deposits Define General Parameters for Security Deposits

Create Special Definitions for Security Deposits Define Request Reasons for Security Deposits Define Status of Non-Cash Security Deposits

[~\

Define Non-Cash Security Deposit Categories

ire

Define Default Values for Cash Security Deposit Interest (Dialog)

re re

fly Q [re

Define Reversal Reasons for Security Deposits

Define Types of Notes for Security Deposits

Maintain Specifications for Transfer of Security Deposits Maintain Specifications for Reversing Transfer of Sec. Dep.

Define Specifications for Cash Security Deposit Interest (Mass Processing) Assign Withholding Tax Code to Main and Sub-Transactions

Figure 365: Security Deposits: Customizing

ET 478


2011

IPS510

mn


Lesson Summary You should now be able to: • Request and settle cash security deposits.

2011


479 ET

Unit Summary

mu

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Unit Summary You should now be able to: • Explain how cash and non-cash security deposits are processed in Contract Accounts Receivable and Payable. • Request and settle cash security deposits.


2011

Unit 13 Correspondence Unit Overview This unit gives the participants an overview of correspondence creation in Contract Accounts Receivable and Payable.

M


Define and explain the different types of correspondence in Contract Accounts Receivable and Payable Configure and handle correspondence. Explain the principles of the print workbench. Create and print bank statements Create an invoice

Unit Contents Lesson: Lesson: Lesson: Lesson:

2011

Definition and Types Handling and Customizing The Print Workbench Exercise on Correspondence Handling


.482 .489 .497 .502

481

Unit 13: Correspondence

IPS510

Lesson: Definition and Types Lesson Overview This lesson gives you an overview of the correspondence types in Contract Accounts Receivable and Payable.

mn


Define and explain the different types of correspondence in Contract Accounts Receivable and Payable

Business Example Your company wishes to create account statements and other correspondence in Contract Accounts Receivable and Payable.

mn

Correspondence

= All written output you send to your business partner as well as printed evaluations, reports, statements, and so on

Inbound correspondence

= A business partner's obligation to file a written item without reminder

Correspondence history entries for written correspondence and = Contains stores requests and receipt of incoming correspondence

Print Workbench

= A tool for generating printed correspondence

n

Figure 366: Correspondence: Definitions

ET 482


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Lesson: Definition and Types

mn

You can create correspondence in the following ways: ■ In

a mass run Periodic Generation/For Contract Accounts/Correspondence

On demand / individual generation Menu selection for certain transactions: Account balance, cash desk, contact

center

In connection with other processes Function module in Customizing or customer enhancement

5

/

Figure 367: Correspondence: Use

SAP provides several correspondence types, for example: • •

Business Partner Statement = All open items that were posted after the last business partner statement (event 1913) Account Information = All items for a certain contract account

Use business partner statements if for example: •

•

Several contract accounts exist for a business partner and you only want to use one correspondence to inform your business partner of the status of the account relationship. Several contracts exist for one business partner and you only want to use one correspondence to inform the business partner of the status of the customer relationship.

Use balance notifications if for example: • •

2011

External auditors want to inform a group of customers about the current status of their customer accounts. Customers must be informed about the account balance once in each period (requirement in specific countries).


483 ET


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SAP provides the following types of correspondence:

■ Returns (0001)

■ Installment plan (0005)

■ Account statement (0002)

■ Payment advice note (0006)

■ Account information (0013)

■ Interest statement (0007)

■ Document (0014)

■

■ Dunning notice (0003)

Check printout (0015)

X

■ Public sector bill (P004) ■ Invoicing in FI-CA (0042) ■ Write-off notice (0034)

Figure 368: Correspondence Types (1 of 2)

The account statement is a correspondence type whose output cannot be influenced by user selections. For example, if the user requests an account statement for contract account ABC then he will receive output that consists of all of the items that have been posted against this account (you cannot specify any limiting search criteria when viewing this type of correspondence).

The account information contains exactly those items that were selected in the account balance display (transaction FLP9). The bill processing function is used to infonn business partners of receivables for which you are responsible and to send them printed payment requests. The business partner then pays for the open items listed.

Bill processing is a mass activity fully integrated in the Correspondence component. A bill groups all open items into a payment amount. The bill with this amount is then sent to the customer. Depending on your customizing settings, the notification sent to the customer is a printed bill with (or without) an attached payment document.

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SAP provides the following types of correspondence:

■ Payment notice (0019)

■ Payment form for installment (0008)

■

Cash receipt (0009)

■

Online check (0021)

■

Incoming public sector correspondence

(P700)

■ Correspondence dunning (0020)

Figure 369: Correspondence Types (2 of 2)

You can define your own correspondence types.

You can now set the application form that you want to use for all individual correspondence.

mn

You cun allocate a lull >

to a contract account.

You maintain bill types in CustomiJing, You can determine the following:

■ Whether ye u wa nt to Includ e ite m s tha t ha ve a I rea d y been e ate red in a printed bill (so that the business partner gets a complete overview of all

open Items)

■ Whether you want to include statistical Items ■ Whether you want to Include deferred Items ■ Whether you want to include negative items ■ Whether you want to Include a negative balance You Ihen allocate the relevant application form to It

m

Figure 370: Bill Creation (IS-PS-CA)

The system uses the payment program to determine which items should be included in bill processing.

2011


485 ET


IPS510

The system checks whether you have maintained an incoming payment method. If you have, this allows you to initiate payment yourself and you need not bill your business partner. If not, then the system will include the open items in the billing run. The basic steps are as follows: • • • • • •

Those open items that have not been printed on a bill are selected Open items are grouped and the bill type is determined (from the master data) No bill is created if a lock is active A unique bill number (payment form number) is created The open items are saved under this number A correspondence header is stored

Depending on what is stored in the master data, different bill types can be printed. The bill type determines the items to be printed and what the bill looks like.

Additional texts should be added to the bill at the time of printing (PSCD Print Workbench) by an exit in the application form. You can define whether the mass activity for creating bills only groups together items for bills that have no incoming payment method (as was the case until now), or whether all items, irrespective of their payment method, are included (event 0600, FMCA_INV_ALL_ITEMS_0600).

PD

Correspondence type; 0002 (Account statement)

Recipient control Da

w*

allow iddllLcnal

Alternative recipients;’

w

Events

Other

* Generation even! 4 Pirlfit avanl

* Application * P-eric-dic correspondence 4 Arm {jap* Jillonwl? * Suppress eet respandence

4

Your

if no

Havrrx «xist? Inbound correspondence?

‘

account

Figure 371: Correspondence Type Configuration

Recipient control is set at the level of correspondence type. For example, you can specify for a given correspondence type that no alternative recipient is allowed.

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There are two necessary events associated with a correspondence type. The first is a “print” event (function module that is needed to print a correspondence request for a given correspondence type after the correspondence container has been read). The other is a “generation” event (function module needed to create or generate a correspondence request). The other settings control which application area can use a given correspondence type and/or if the correspondence type event is periodic, and so on.

2011


487


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Lesson Summary You should now be able to: • Define and explain the different types of correspondence in Contract Accounts Receivable and Payable

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Lesson: Handling and Customizing

IPS510

Lesson: Handling and Customizing Lesson Overview This lesson gives you an overview of the task of a correspondence container in Contract Accounts Receivable and Payable.

M


Configure and handle correspondence.

Business Example

M

Application program 1

Application program n

Correspondence data container

I

L DATA

Correspondence creation program 1....n

ALL application programs with printed output load the correspondence data container

Figure 372: Underlying Concept

The correspondence “data container” is a set of tables (technical tip: the main one is DFKKCOH); each entry within this table represents an object that can be sent to a business partner. The printing run is done in a separate step within the menu “correspondence”. From the correspondence data container, you can select any data that you wish to print.

2011


489


IPS510

It is recommended that printing be carried out not too long after correspondence is generated. For example, if there is a significant delay in the printing of the generated dunning notices, customers may be dunned who have paid their balances in the meantime.

*

Input

Dunning data

Account

Returns data

Additional data

statement data

M I/

Additional data

Generation

Storage

i

Basic data

Correspondence Data Container Tables (DFKKCO*)

I

Output

- '[print ■any l iyp<>

Figure 373: Handling Correspondence Data

Correspondence data is stored in an abstract manner. Key data from dunning, returns, account statements etc., are all stored in the same location.

In general, the data container references additional data that resides in the originating program. Creation of histories

Processing in different languages Shipping control (paper, fax, e-mail)

Archiving

parallel printing

\

\

Address determination

\

\

Figure 374: Additional Features of Correspondence

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2011


IPS510

Correspondence History: Stores information about all correspondence, including inbound correspondence. History features - Archiving of correspondence; pixel viewer for letters. The pixel viewer is a viewing tool similar to Acrobat Reader used to read optically archived documents.

Introduction of additional print options such as “shipping control”. In shipping control you define the underlying options for shipping. Shipping control is primarily used by the correspondence variants. The correspondence variant summarizes correspondence type in order to control periodic correspondence and can be assigned to contract accounts at contract account and business partner level. Contract account / Correspondence data Billing Bill type Lock

I Correspondence control I Correspondence variants

[

Correspondence

to alternative/additional partners

Correspondence variants Correspondence dunning procedure Correspondence dunning lock

l Recipient tor individual correspondence types Activity

Correspondence recipient Correspondence type

Correspondence Alt/Add. Correspondence Partner Recipient recipient name

Activity Description

■

Figure 375: Correspondence control

If an entry exists in the “Correspondence Recipient” field then this business partner will replace the original recipient in all cases except if any specific correspondence types are defined to go elsewhere (for example, recipients for individual correspondence types). If the “Alternate or Additional Correspondence Recipient” flag specifies whether a correspondence recipient is acting as substitute for the original recipient. If this flag is not selected, then any partners listed will receive a copy of the correspondence. If the flag is selected, only the alternative correspondence recipient receives a copy. The correspondence is not sent to the actual business partner.

2011


491


IPS510

H

mu Print parameters Output device

x FormhJÿ

Outp. forint SAPscript Outp. formt Smart Archiving mode

1

—

RDI mode

Output request after last document

Possible Actual print

Test print Reprint

o o

entries (F4)

RDI Short description

X I

s

Form settings are essential Formatting by SAPscript (OTF) Raw data interface (output mode: spool) Raw data interface (output mode: IDoc) Raw data interface (output mode: spool)

Figure 376: Correspondence Output Options

You select the print setting via the appropriate indicator in print dialog. There are five possible settings:

• • • • •

* SAPscript Formu settings are essential X Raw data interface (output mode: spool) I Raw data interface (output mode: IDoc) S Raw data interface (output mode: spool (simple RDI)) - Formatting by SAPscript (OTF)

Raw data is sent to the print workbench and processed there, instead of creating separate forms in each program.

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B

mn Event controlled by business transactions ifewiitrnl

Dunning

§,3


0003

0001 event

Interest calc.

/1

.

SAPLFKCC

1

1 6 wot /01 It . function j

Returns

Correspondence print

I

Correspondent

□

■*

container

0007

*

Selection

i

7Mla -i Ifvent t Function 1

0003

Q

J

“'ssiD

0001

Contract

account T

Periodically using correspondence

runs Reference data

Bank

=-f

| Selection \

_FC: FI CA Print Workbench

Dunning

Form

Dunning data


er Bil

Request additional data

CT: Correspondence type FC: Form class

m I

|

tifttim

Reminder

:

Figure 377: Creation of Correspondence: Overview

General steps for creation of correspondence: • • • •

2011

Correspondence requests are created using business transactions or correspondence runs. Reference data is stored in the correspondence container. Select the correspondence data from the correspondence container and prepare the data for print out via a correspondence print run. Print out of correspondence data via SapScript, print-workbench, or use the raw data interface to print via an external printing system.


493 ET


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mu

IMG

Correspondence variant Z001

Change "Correspondence Variant" view: Overview Correspondence type

Corresp.

name

0002

Bank statement

0003 0013

Account information

Periodic Shipping control Charge schedule

1

Dunning

Key that defines the type of correspondence (such as a return notification or an account statement) and accompanying control attributes

\

Determines the frequency with which correspondence is generated for the specified correspondence run

Figure 378: Customizing of Correspondence Variants

(Correspondence) charge schedules are charges that can be set per correspondence type. For example, if you wanted to charge your customer a small fee for re-invoicing you would configure a charge schedule and then enter it in the correspondence variant. Dispatch Control is used to send a document, such as an invoice or dunning notice, in different forms and in multiple copies (for instance by email or fax). Customizing of dispatch control is performed in the “print workbench” area of the IMG {General Application Fnnctions>Print Workbench>Shipping Control). You can assign correspondence variants to contract accounts and/or contract objects. The control parameters defined in a correspondence variant are evaluated when the correspondence is created.

All “periodic” correspondence (for example, type 0002 - account statement) must be defined in the correspondence variant.

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ID [~B

— LB

Basic Functions

Correspondence Define Correspondence Types

[B ~ [5 - [B (& ~

~ ~

[3 Qj> [B Q

LB

“

—

j~B Q>

Define Charge Types for Correspondence Configure Charge Schemes for Correspondence

Configure Correspondence Variants

Define Correspondence Roles Configure Address Determination Configure Correspondence Activities

Define Standard Form Classes for Correspondence [_B ~ | ■% I Define Application Forms for Correspondence — LB Define Payment Note ID for Forms — LB Q> Check Number Ranges for Payment Forms

EB &

— TB LB

,[B Q

] ]

Define Status for Correspondence Define Fields for Selecting Master Data Changes

Define Correspondence Creation Modules for Master Data Changes Process Change Document Display

_

Figure 379: Correspondence: Customizing

2011


495 ET


mn

IPS510

Lesson Summary You should now be able to: • Configure and handle correspondence.

ET 496


2011

Lesson: The Print Workbench

IPS510

Lesson: The Print Workbench Lesson Overview This lesson gives you an overview of the purpose of the print workbench in Contract Accounts Receivable and Payable.

mn


Explain the principles of the print workbench.

Business Example

H

ID ■ A tool for generating printed forms

■ Separation of data retrieval and

layout design

■ Dynamically generated print programs ■ Full integration of a form with the corresponding application ■ High flexibility of forms achieved by user exits ■ Faster creation of forms by means of flexible tools

Figure 380: The Print Workbench

2011


497 ET


IPS510

The print workbench is not a replacement for SAPscript/Smart Forms. It is simply a tool enabling you to work with SAPscript/ Smart Forms and PDF-based fonns more easily. The print workbench offers an improved means of creating of forms. In addition, it makes data retrieval flexible and easy to understand.

The print workbench separates data retrieval from the layout design of a form and makes creating and maintaining forms easier.

You can find more details about the Print Workbench in the documentation for SAP component CA-GTF-PWB.

a

PD SAPscript/

Form class

Smart Form/

Data

PDF-based

hierarchy

forms

I

Form class

Layout information

Application form

library

-t

I Eventcontrolled hierarchy

Data Select* from Call function

OPEN_FORM

,

Print program

Generates

Figure 381: Overview

The form class library is created by an SAP developer and represents a “super-set” of data that is available for use in an application form. It is also an ABAP program and its coding is copied to the print program when generated.

In the application form you define the sequence of text modules. The business partner determines what data is printed on a specific piece of correspondence. The SAPscript/Smart Form is an independent object. Itis used to define where and how data defined in the application form is to be printed.

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H

mn ■ Contaris a logical view of the application data ■ Contains detailed information about the application data ■ Represents all possible dele that is available to an application

■ Is provided and maintained by SAP ■ Is allocated to, and integrated with, an application form

■ Can be used by different application forms

Figure 382: The Form Class

Form classes form the basis for all forms of the print workbench. The form classes are updated every time the system is updated by SAP.

m

(ID

■ Is allocated to a form class ■ Reflects the flow logic of the form in a hierarchy ■ Is maintained by the customer ■

Is treated using SAPSoript, Smart Forms or PDF-Forms

■ Contains multiple user exits far individual requirements

■ Generates s complete print program ■ Is integrated with the system via the form class ■ Can be grouped and processed together with other application forms using 'collections*

Figure 383: The Application Form

2011


499 ET


IPS510

In the print workbench, in addition to SAPscript, you can also use Smart Fonns to create and maintain application forms. The previous use of SAPscript is not affected by this function enhancement. Smart Fonns have the following advantages over SAPscript: • • • • • • •

More flexible creation of form layout (for example, with tables and templates) More efficient creation and maintenance of fonns (reduces the time by half) Form adjustment without programming knowledge as a result of completely graphical user interface Web publishing using a generated XML output Performance improvement Clear separation between data selection, form preparation, and form logic XML-based SAP standard interfaces (XSF, XDF) for external further processing

As of release ERP 2005 the print workbench supports the use of PDF-based forms for creating and issuing outgoing standardized correspondence. SAP therefore provides the new form category PDF-based form for application forms. You can use the new XML-based raw data interface (XFP) for PDF-based forms to prepare raw data outside of the SAP system. Existing implementations in SAPscript and Smart Forms are not affected by this change.

gzr 500


2011


IPS510

mn

Lesson Summary You should now be able to: • Explain the principles of the print workbench.

2011


501 ET


IPS510

Lesson: Exercise on Correspondence Handling Lesson Overview

mn


Create and print bank statements Create an invoice

Business Example Your business partner requires a bank statement. You create the required account statement and use a test print to check whether the bank statement contains the relevant data. Your business partner requires a parking pennit for his new car. The parking permit costs 50 EUR. You post an acceptance request and generate a bill that you forward to your customer.

Task 1 Generate an account statement for the contract account 'property taxes and fees'. •

Since account statements are usually generated periodically, you can find the transaction under “PERIODIC PROCESSING -» FOR CONTRACT ACCOUNTS CORRESPONDENCE CREATE ACCOUNT STATEMENTS ”. To create the account statements, enter the current date in the Date ID field and enter your group number “GR##” in the Identification field. On the “General Selections” tab page, enter your business partner and the company code “0001”. To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. Save your entries. The next step is to execute the program. To do this, choose “Schedule Program Run”, select “Immediately” and then execute the program run by choosing “OK”. Choose “Refresh” (directly under the detail status) until the system displays a message telling you that the job has finished. -ÿ

• • •

• •

•

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Lesson: Exercise on Correspondence Handling

IPS510

Choose “Application log” and look at the message texts. The correspondence container is now filled with the data required to create the account statement based on the correspondence run that you started previously. To execute the correspondence print, go to “ PERIODIC PROCESSING -> FOR CONTRACT ACCOUNTS -> CORRESPONDENCE ->• PRINT (FPCOPARA)”. To create the account statements, enter the current date in the Date ID field and enter your group number “GR##” in the Identification field. On the “General Selections” tab page, enter your business partner and the company code “0001”. On the “Correspondence selection” tab page, choose correspondence type “0002” and on the “Print Parameters” tab page choose output device “LOCL” and “test print”. To obtain detailed infonnation about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. Save your entries. Execute the program directly (see above). Go to the “Logs” tab page and when you see that the correspondence print has finished, go to your spool entry by choosing SYSTEM —* OWN SPOOL REQUESTS. Choose “Display contents” (glasses icon) to display the printout.

Task 2 1.

Post an acceptance request of 50 EURO for your contract object 'parking fees' with the due date DD/MM+l/YYYY. To do this, go to POSTING

-*ÿ

REQUEST -» EDIT REQUEST

(FKKORD1).

• •

Select the request category “Acceptance request” and choose “Create” (sheet of paper icon) to enter the posting data. Enter company code “0001”, your business partner and your contract object for the parking fees, the main transaction/subtransaction “4010/0400”, the amount of 50 EURO and the due date DD/MM+l/YYYY.

Approve the request. 2.

Ensure that you have set assigned correspondence variant 01 and invoice type 01 to your contract object for parking fees and that you have set the correspondence parameter indicator for the contract object as active. To do this, go to MASTER DATA -» CONTRACT OBJECT -ÿ EDIT CONTRACT OBJECT (PSOBWORK)

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Select your contract object. • Choose “Change” (pencil icon) and double-click your business partner in the tree structure. • Go to the “Correspondence” tab page. Choose “ PERIODIC PROCESSING FOR CONTRACT ACCOUNTS -» CORRESPONDENCE -> GENERATE INVOICES" (FMCAM2). •

3.

-ÿ

To create the invoice, enter the current date in the Date ID field and enter your group number “GR##” in the Identification field. On the “General Selections" tab page, enter your business partner and • the company code “0001”. • On the “Detail Selections” tab page, set the net due date interval from 01.01.YYYY to DD/MM+l/YYYY. • To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. • Save your entries. • Execute the program directly (see above). • You can display the data that you have created by choosing ENVIRONMENT -ÿ INVOICE HISTORY in the current menu or by following the menu path ACCOUNT -» FURTHER INFORMATION *• INVOICE HISTORY to go to the invoice that you have created. You can also print the invoice. •

—

4.

•

•

• • •

•

• •

EZT

504

The correspondence container is now filled with the data required to create the invoice based on the correspondence run that you started previously. To execute the correspondence print, go to PERIODIC PROCESSING -*ÿ FOR CONTRACT ACCOUNTS CORRESPONDENCE -*ÿ PRINT (FPCOPARA). To create the account statements, enter the current date in the Date ID field and enter your group number “GR##B” in the Identification field. On the “General Selections" tab page, enter your business partner and the company code “0001”. On the “Correspondence selection” tab page, choose correspondence type “P004” and on the "Print Parameters” tab page choose output device “LOCL” and “test print”. To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. Save your entries. Execute the program directly (see above).


2011

IPS510

Lesson: Exercise on Correspondence Handling

Go to the “Logs” tab page and when you see that the correspondence print has finished, go to your spool entry by choosing SYSTEM > OWN SPOOL REQUESTS. Choose “Display contents” (glasses icon) to display the printout.

—

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Lesson Summary You should now be able to: • Create and print bank statements • Create an invoice

ET 506


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Unit Summary

IPS510

M

2011

Unit Summary You should now be able to: Define and explain the different types of correspondence in Contract • Accounts Receivable and Payable • Configure and handle correspondence. • Explain the principles of the print workbench. • Create and print bank statements • Create an invoice


507

Unit Summary

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2011

Unit 14 Further Integration of Contract Accounts Receivable and Payable in SAP Modules Unit Overview This unit gives the participants an overview of the integration of Contract Accounts Receivable and Payable with other SAP applications.

Unit Objectives After completing this unit, you will be able to: • • • • • • • •

• •

•

•

2011

Explain the integration of Contract Accounts Receivable and Payable into other SAP components and applications. Describe the logic that PSCD uses to update Funds Management Describe how account assignment is derived in Funds Management Assign business partners to the vendors and customers Describe the connection between Funds Management and PSCD Describe the update of the financial status from Contract Accounts Receivable and Payable. Explain the integration of SD orders into Contract Accounts Receivable and Payable. Understand the important activities regarding the business partner and the integration of other SAP applications with Contract Accounts Receivable and Payable. Explain how to derive segments for the new general ledger accounting from Contract Accounts Receivable and Payable. Explain the principles of risk-based customer segmentation and credit risk monitoring in SAP Credit Management and its integration into Contract Accounts Receivable and Payable. To explain the main features of financial customer services in the IC WebClient based Financial Customer Care. Explain the PSCD content for Business Intelligence.


509

Unit 14: Further Integration of Contract Accounts Receivable and Payable in SAP Modules

IPS510

Explain the outbound interface for postings in Contract Accounts Receivable and Payable

Unit Contents Lesson: Overview of the Integration of Contract Accounts Receivable and Payable 511 ,514 Lesson: Funds Management Lesson: Cash Management 524 Lesson: Contract Accounts Receivable and Payable and SD 528 Integration Lesson: CustomerA/endor Integration (Master Data, SD and Vendor Interface) 536 Lesson: Integration with the New General Ledger (Segment Reporting) 540 Lesson: Credit Management 545 Lesson: Financial Customer Care 552 Lesson: Business Intelligence 558 561 Lesson: Outbound Interface

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2011

Lesson: Overview of the Integration of Contract Accounts Receivable and Payable

IPS510

Lesson: Overview of the Integration of Contract Accounts Receivable and Payable Lesson Overview This lesson provides several examples of how Contract Accounts Receivable and Payable can be integrated into other SAP applications.

M


Explain the integration of Contract Accounts Receivable and Payable into other SAP components and applications.

•

Business Example CO-PA

Business Information Warehouse

CO

gg; n

■ so I

>

Invoicing

.MAimfTa

Customer Relationship Management

Invoicing in TRM

SAP Financials

7 _

External Billing

m8

TR-CM Kf

FSCM

Figure 384: Integration: Overview

SD billing documents can be transferred directly to PSCD subledger accounting.

You can use a standardized IDoc interface to import invoice documents from external billing systems into PSCD where they can then be processed. Tax and Revenue Management (TRM) billing documents and invoices can be posted in PSCD (you can transfer billing documents and invoices from TRM into PSCD).

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The postings in PSCD contract accounts can trigger immediate posting in the Cash Management (TR-CM) application component. Postings from subledger accounting are transferred regularly (for example, daily) to the general ledger.

Additional account assignments from cost accounting are included, and forwarded to the specified account assignment object. The CO-PA component is supplied with the necessary information from the invoicing applications for different update types. This infonnation is transferred regularly using transfer reports that are triggered in PSCD. The integration in Financial Supply Chain Management improves customer-oriented processes. Business partners can use the Biller Direct component to check invoices and initiate payments (as well as other functions) on the Internet. Companies can use this information channel to interact with their customers. The Credit Management component enables you to carry out risk-based customer segmentation and credit risk monitoring. Extractors for open and cleared PSCD items and other debit-relevant information exist for SAP Business Infonnation Warehouse (BW). The integration of PSCD in Customer Relationship Management (CRM) makes it possible to process receivables in Financial Customer Care efficiently.

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mn

Lesson: Overview of the Integration of Contract Accounts Receivable and Payable

Lesson Summary You should now be able to: • Explain the integration of Contract Accounts Receivable and Payable into other SAP components and applications.

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513ET


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Lesson: Funds Management Lesson Overview After completing this lesson you will be familiar with the logic that PSCD uses to update Funds Management. You will be able to explain how account assignment is derived in Funds Management and how to assign business partners to the vendors and customers. You will also be able to describe how Public Sector Management (PSM) and PSCD are connected.

mn

Lesson Objectives After completing this lesson, you will be able to: • • • •

Describe the logic that PSCD uses to update Funds Management Describe how account assignment is derived in Funds Management Assign business partners to the vendors and customers Describe the connection between Funds Management and PSCD

Business Example Certain companies and organizations use Funds Management for budgetary control and reporting.

All postings should be updated automatically in Funds Management (FM) to • •

Meet the legal requirements for reporting Increase the expenditure budget in accordance with receipts

Your company therefore wants to use the active availability control.

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Lesson: Funds Management

IPS510

Funds Management Integration Funds center

Structure in SAP FM area

EZi

/

Fund B Fund A

O''

Budget structure Budgvt plan

4 4 ’S

i

i

r

fell I

i

Hi in Commitment item

Figure 385: Funds Management Integration: Structure in FM

Funds Management is activated by the FICA_FM switch (FI-CA, Funds Management). The FM table fields are then activated automatically by the structures SIFKKFMOP and SI FKKFMOPK. These structures replace the customer includes CI FKKFMOP and CIFKKFMOPK.

Note that if you have already integrated Contract Accounts Receivable and Payable with Funds Management, the FICA FM indicator (FI-CA, Funds Management) is activated when you upgrade to ERP 2005. New FM table fields are added during this upgrade and this leads to activation errors because these fields now exist twice. You must delete the duplicate fields from the customer includes CI_FKKFMOP and CI FKKFMOPK after the upgrade. See SAP Note 834815 for the steps you need to take.

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Funds center

mu

Structure in SAP FM area

C3

Fund B Fund A

Cf Budget structure '

Ml

Buaj.1 pl.n

i 4

J8 "SJ

I

I

11 111 Commitment item

Figure 386: Funds Management Integration

You must specify an FM account assignment in the items. If you do not specify an FM account assignment, the Customizing settings mean that it is determined automatically by the derivation tool (transaction FMDERIVE) when you save the data.

Each document is classified according to a transaction class and also contains an FM category. This category decides whether an item is to be updated in FM. The line items are summarized and transferred to the general ledger and FM by the report RFKKGLOO. The FM account assignment is a criterion that is used for summarization. The business partner items and the general ledger items must be balanced according to the account assignment before they can be posted in PSCD.

To activate FM, you must activate the customer includes for the FM fields. In Customizing, go to: Financial Accounting * Contract Accounts Receivable and Payable — > Integration — > Funds Management (PSM-FM).

—

Payment reconciliation with FM can only be carried out for posted and transferred reconciliation keys.

Restriction: Taxes can be updated only for the same commitment item as the receipt item (net update).

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*ÿ

Payment lot

i

Totals table

DFKKSUM

Business partner item BP 1 I Object Tax A FM type C (Clearing)

FM account

200*—

G/l Item 6/L account Bank FM type FM account

i I

I

Revenue 1

prr account

?00

FM account

FM type

1400i

Revenue 1

C

13100

Bank

Z

m,, 200

Bank

r

~

13100

Revenue 1

14000

200

200

Red. bill

•200

Payment

200

Figure 387: Funds Management Integration

ID

Lines are classified by transaction:

FM value type

FM type +

FfoFM update

*A

Bill

54

♦0

P-5 3 bill

57

*C +6

during

5F

Clearing of bill In previous year Clr-.irlr.g or bill In tsurtrieqiaenl yr-.v

57

Tniwftr Paymertt on account

57 54 47

+H

Omen payment

51

*|

gii acccunl

* Ff ♦

*G

Eran*ler

Bft

+J *K

C IpMo artlan wwtllBt

SB

*L

TranVlcr

*M

AutMTiDtlenlly generated

ISM Items

cicdll tiacumrnl Inlnliicr Heitrnnl ol Hll from previous yenm

No update H+updrtt, H

+

Cf

Lines are classified by transaction class: # gall

Payment or deling * WrlEe oil *♦ Reve-rs.nl

Figure 388: FM Update Logic: Interpretation of Documents

The FM account assignment and FM category are also saved in the totals table DFKKSUM. When the totals table DFKKSUM is posted in FI, the system generates FM document line items from the FM categories.

The transaction class is determined automatically according to the business transaction and G/L account that are used. The transaction class is saved in the document header.

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When the FM value type is updated in FM, the FM category is interpreted. Example: A line with FM value type (54) is generated for invoice (B). For paid invoice (B), the invoice (54) is broken down in FM and the payment line (57) is generated. For FM category "Payment on Account", just one payment line (57) is generated for the template FM account stored in FM.

PD

Funds

center 9000 9000

Fund

Commitment Item

1000000 1000000

Value type

Amount type

Amount

Transaction

Fiscal year

Invoice

Original

100.00

Invoice

Original

200.00

FI-CA FI-CA

2006 2005

9000

1000000

invoice

Reduction

-70.00

FI-CA

2005

9000

1000000

Payment

Paid

70.00

FI-CA

2005

i RFKKFMCF

Funds

center 9000 9000

Fund

Commitment item

1000000 1000000

l Value type

Invoice Invoice

Amount type Carry!'orward for

prevtlous year Carryforward to flowing year

Amount

Fiscal year

Transaction

-230.00

2005

FI-CA

230.00

2006

FI-CA

Figure 389: Fiscal Year Change in PSCD

For each account assignment, the report “Transfer Open Items from PSCD” (RFKKFMCF) carries forward the amounts of the open document in FM from the old to the new FM fiscal year. This means that the new fiscal year change is not carried out on a document-by-document basis; instead, it is carried out on a totals basis for each account assignment according to certain fields at the time of the carryover into the new fiscal year. The restriction is made according to the value types invoice, down payment and clarification worklist.

You can execute the report several times and a new carryover document is generated with each run when you do so. Activating Funds Management Integration: Step One

PD

gzr sis

Activate the Funds Management fields for the document field tables as described in Customizing (DFKKOP, DFKKOPK). Assign the corresponding commitment items (financial transaction 30,60,90) to the corresponding general ledger accounts.


2011


IPS510

Activating Funds Management Integration: Step Two

mn

The following derivation rules must be maintained in transaction FMDERIVE:

Derivation for the commitment item with financial transaction 60/2 for the reconciliation accounts that are used in the PSCD environment. Derivation for the commitment item with financial transaction 30 for certain main transactions and subtransactions (for example, 0060/0100 payments on account). The “Payment” indicator must be set for main transactions and subtransactions that represent payment transactions. Derivation for commitment item with financial transaction 90 for bank accounts and bank clearing accounts. Derivation for the commitment item with financial transaction 50/3 for the clarification accounts that are used in conjunction with the clarification process. See SAP Note 686383 for further information. Derivation Tool

mn

Predefined derivation rules Derivation steps

Derivation rule

Function call

Table access

Step types

Enhancement

Move

Clear

Figure 390: Derivation Types

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ID

-

1 t'£

Customizing

Source field

Target field

COST_CENTER

•

IPS510

OTotal field contents ® Part of field contents

FUND_CENTER

From character item (starting with 0) Number of characters Field length 16 _

I

0 6

Total Reid contents 0) Part of field contents From character Item (starting Number of characters 10

Figure 391: Assignment

mn

Srrurra N?l<1

Frrÿm-To

VJIIUAE IN

QJ T

ConUroilrin ?rea

Cost type

V?Ud from

MOO

SOOOOI

51.01.2003

SOW

500Mt

01.01 SOW

Comrnltn>f nt Item

_

50030

50040

Figure 392: Define Derivation Rule

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Source flfrli From-Tfi VaiiiKlMfOUT

ControLliing arra

Cottfyp*

Valid from

MOO

MO301

91.01.2003

9000

500302

01.01.2003

CommtlmfliiT ilr-m s

50030 «*MQ

Figure 393: Table Access 0001 Company code

Brown

Debit

800456

Business

Contract

partner

account

Main/subtran sactlon

01/26/2001 Due date

2000 Period key

Contract account cat

Account determination ID

300.00 Amount

■

Source fields: BUKRS HVORG TVORG KOFIZ PERSL SPART

FIPEX FISTL

FM derivation

FKBER FONDS

Figure 394: Derivation of FM Account Assignments

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Fund Accounting

'10

Revenue Example: $ 100,000 grants for housing support

Expense Example : $40,000 for housing support

Payments Example . $ 10.000

Fund for housing support Balance sheet Cash Receivables

$ 10,000 $ 90,000 $ 100,000

$401000 Payables $ 60,000 Total fund balance Profit and loss statement

Revenue Expense Fund balance

$100,000

40,000

t 60.060

Figure 395: Fund Accounting in PSCD

ID

FI-CA DR 1 DR 2 CR CR

400000 Expense 400000 Expense 3 160000 Credit 4 160000 Credit

FUND1 $ 10,000 FUND2 $ 40,000 FUND1 510,000 FUND2 $ 40,000

Fund 1 Balance sheet Bank Total Fund 1

FI-CA

$ 40,000 $ 40,000

Profit and loss statement

DR 1 160000 Credit DR 2 160000 Credit DR 3 113500 Clearing CR 4 113500 Clearing CR 5 113109 Bank

FUND1 510,000 FUND2 $ 40,000

FUND2 5 40.000 FUND2 $ 40,000 FUND1 S 50,000

Expense

Total Fund 1

$ 40,000 $ 40,000

Figure 396: Example of Posting in PSCD

When Funds Management is active, Contract Accounts Receivable and Payable splits the Funds Management account assignments into expenditures and receipts.

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Lesson Summary You should now be able to: • Describe the logic that PSCD uses to update Funds Management • Describe how account assignment is derived in Funds Management • Assign business partners to the vendors and customers • Describe the connection between Funds Management and PSCD

2011


523


IPS510

Lesson: Cash Management Lesson Overview This lesson gives you an overview of the integration of Cash Management and Overhead Cost Controlling with Contract Accounts Receivable and Payable.

mn


Describe the update of the financial status from Contract Accounts Receivable and Payable.

Business Example

mn

In the contract account master record you can define the following data for updating the liquidity forecast:

■

■

Cash management group This means that contract accounts with automatic debit authorlzatlon can be viewed separately from the contract accounts of direct payers.

Additional days

These days are considered when determining the expected cash receipt date. The due date for net paym ent or the cash d I scou nt date Is used as the baseline date for this.

npn-

Planning group Additional days

Figure 397: Integration Treasury - Cash Management

This update is made immediately when you post a document in PSCD. This means that the liquidity forecast and cash position in Cash Management are always up-to-date.

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Lesson: Cash Management

IPS510

In the contract account master record you can define the following data for updating the liquidity forecast: •

Planning group

This way, contract accounts with collection authorization can be considered separately from contract accounts to be paid on demand. They are proposed when you enter the document. •

Additional days These days are considered when detennining the expected cash receipt date. The due date for net payment or the cash discount date is used as the baseline date for this.

You define a planning level in the G/L account master record for G/L accounts which require the cash position to be updated. The system detennines the planning level when you post the document and enters it in the G/L item. There may be wait times for mass postings that run in parallel processes due to competing accesses when the data for Cash Management is being updated. PSCD provides a parallel update mode for these postings that you can activate for specific types of mass runs in the IMG under Technical Settings > Activate Parallel Update of Cash Management. The update of Cash Management then occurs at the end of a process. If the process is tenninated before Cash Management is updated, the update occurs when you close the respective reconciliation key.

—

m

Determining the planning level:

Contract account master record

r

Planning Group

1

*'ÿ •

PSCD transaction

i

■

■

k Payment lock

Planning level

Alternative planning level for transaction

Alternative planning

level for payment lock

Figure 398: Treasury: Determination of Planning Level

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Overhead Cost Controlling is updated automatically during the general ledger update.

CO object

&

The Profitability Analysis is updated with an extra run

Figure 399: Integration Controlling

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2011

Lesson: Cash Management

IPS510

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Lesson Summary You should now be able to: • Describe the update of the financial status from Contract Accounts Receivable and Payable.

2011


527


IPS510

Lesson: Contract Accounts Receivable and Payable and SD Integration Lesson Overview This lesson gives you an overview of the integration of SD in Contract Accounts Receivable and Payable.

PQ


Explain the integration of SD orders into Contract Accounts Receivable and Payable.

Business Example

Business Partner: SD customer and BP in PSCD

PQ

When you create a contract partner in PSCD, it is possible to create an SD customer in the background at the same time. The standard customer can:

Take advantage of services Purchase goods A standard customer is created based on a predefined reference customer Different integration scenarios are possible:

-

-

EZT

528

You can post SD billing documents in PSCD.


2011

IPS510

Lesson: Contract Accounts Receivable and Payable and SD Integration

mn

o

SD Invoice

—

o-

/--

3

o o

■C FI-SL)

£

S'

FI-AR

•

■s3

< CO-PA

O O

&

U

£

[I

.0«

< CO-PA >

uT

-fcO-PAj

Figure 400: FI / SD Integration: Standard Process

mn

FI-AR

$

FI customer

s°

to

SD Billing doc. /

J i?

Doc. type PosAr 1210

m\ Contract account

sir 'O

<§>

Figure 401: Integration: SD Billing Document

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529 ET


mu

Master Data

IPS510

PSCD Posting

SD Order

SD bill 100 100

BP - Debtor

-

BP Customer (SD) Contract account

Integration of each

account group activated: • Entry of contract account in SD order • Posting of invoice in PSCD

Derivation of main and subtransaction based on: • Account key • Account

assignment

groups for material

Figure 402: What is to be done for SD Integration

Transfer of SD billing documents to PSCD

Prerequisites

If you want to transfer SD bills to Contract Accounts Receivable and Payable, you must make various settings in the implementation guides for both Contract Accounts Receivable and Payable and Sales and Distribution (SD). You define for each account group whether a billing document is to be transferred to accounts receivable accounting (FI-AR) or to Contract Accounts Receivable and Payable (PSCD). You specify in the account group whether the relevant customers are to be transferred to FI-AR or PSCD during SD billing.

Prerequisites in Sales and Distribution

The receivables accounts for Contract Accounts Receivable and Payable must be defined in the reconciliation account determination in Sales and Distribution (see the IMG structure: Sales and Distribution ♦ Basic Functions ♦ Account Assignment/Costing -> Reconciliation Account Determination ).

—

—

The customer master record must contain a reconciliation account for customers (in the FI-AR sense), even if you do not want to transfer to FI-AR. Due to the general checks during transfer, you have to enter a reconciliation account for customers (in the sense of FI-AR reconciliation accounts) in the company code relevant data for customers. When entering an SD order, you must select a contract account. This contract account must be assigned to the PSCD business partner. If precisely one contract account exists for the payer, then this is automatically transferred to the order.

Prerequisites in Contract Accounts Receivable and Payable

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IPS510

When you create a business partner for the customer in Contract Accounts Receivable and Payable, you must specify an SD sample customer so that the SD views required for creating the order are available in the background. An SD customer is created whose customer number is identical to that of the PSCD business partner. The activation of the transfer from SD to PSCD occurs at customer account group level, that is, for each account group, you define whether you want the SD billing documents for these customers to be transferred to FI-AR or PSCD (see the IMG structure for Contract Accounts Receivable and Payable Integration —> Sales and Distribution > Define Posting to PSCD for Customer Account Groups ).

—

Note that when you create an order you can only enter customers from one of the two account groups as being the payer. This means only customers that trigger a posting in FI-AR during billing or customers that trigger a posting in PSCD. Note that you cannot activate the SD/PSCD transfer for one-time account groups. The main and sub-transactions used in Contract Accounts Receivable and Payable are derived from the SD bills during transfer (see IMG structure for Contract Accounts Receivable and Payable Integration * Sales and Distribution > Derive Main/Sub-Transaction With SD Information).

—

—

The document type with which SD bills are posted in Contract Accounts Receivable and Payable is derived from the SD bills during transfer (see IMG structure for Contract Accounts Receivable and Payable Integration > Sales and Distribution — » Derive Document Type with SD Billing Doc Data).

—

At event 4000, you can supplement the billing data (see IMG structure for Contract Accounts Receivable and Payable Program Enhancements —> Define Customer-Specific Function Modules).

Features Automatic reconciliation key determination

The reconciliation key is determined automatically during transfer of SD bills. There is no difference between individual bills or mass runs. In both SD billing methods the reconciliation key is assigned according to the same procedure. Composition of reconciliation key: SDxxxxyyy zz

Component Description XXX Current year

YYY Current day in year

ZZ Sequential number

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A new reconciliation key is given to SD bills for every day of the year. If this reconciliation key is closed during the course of the day or if two processes try to open the same reconciliation key simultaneously, a new or a second reconciliation key is opened with the next higher sequential number. Reconciliation keys generated this way are only permitted for posting SD bills. The reconciliation key is not closed automatically. Automatic determination of reconciliation account

The reconciliation account is determined automatically when SD bills are created for Contract Accounts Receivable and Payable. (See the IMG structure for Sales and Distribution Basic Functions — » Account Assignment/Costing -> Reconciliation Account Determination).

Default value for payment conditions

In the SD order the default value for payment conditions is derived from event 4010 in Contract Accounts Receivable and Payable, provided that a corresponding function module has been defined at this event. If no function module has been defined or if no default value can be found, then the payment conditions are determined in the standard SD manner. Contract account in the order

In the SD order, the contract account field has been included as a new entry field for Contract Accounts Receivable and Payable. This field is in both the header and in the item section of the order. The SD business partner, for whom the contract account is specified, is the order payer. If precisely one contract account exists for the payer, then this is automatically transferred to the order. If more than one contract account exists, then a selection list appears when you create the order. In this way it is possible to specify a payer / contract account combination for each order item. In the billing document, the billing documents are split up for different contract accounts. In the order header, the contract account is entered from the accounting view. From the accounting viewpoint, the following entry fields are not considered during transfer to Contract Accounts Receivable and Payable: Dunning key

Dunning block

Payment method Allocation

For event 4040, you can restrict the selection of contract accounts when you create/change an SD order. Business area determination

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In the SD order the default value for the business area is derived from event 4020 in Contract Accounts Receivable and Payable, provided that a corresponding function module has been defined at this event. If no function module has been defined or if no default value can be found there, then the business area is determined in the standard SD manner. Restriction on the payment conditions that can be used

Due to the payment controls in contract accounts receivable and payable (cash discount deadline + cash discount % / due date for net payment), you cannot use all standard FI terms of payment. The following restrictions apply: You can only define one cash discount period. The second cash discount period is interpreted as the net payment due date, and must have the cash discount percentage 0.00. The the terns of payment must be defined and valid for the whole month. Installment payment conditions are not supported. The check to see whether a term of payment is suitable for use with PSCD takes place when allocating the term of payment in the sales area data - customer billing - and during entry in the SD order.

Reconciliation CO-PA and FI-GL

Reconciliation between the individual components can only be made for closed posting periods and for points in time at which all Contract Accounts Receivable and Payable reconciliation keys have been transferred completely to the general ledger. Completing a document The customer line items from the SD billing document transferred to the accounting interface are enhanced with the following information: General information (for example, reference specifications)

Information from the contract account (for example, account determination ID) Information on main transactions and subtransactions for each company code and division (for example, dunning notices, interest, payment) The business partner items are determined from the customer line items. This takes place in contract accounts receivable and payable. The information is derived using event 4000, which is called to enhance customer line items and G/L account items. The main transactions and subtransactions of a PSCD document are determined in event 4030. In this event you have access to all of the information in an SD billing document, which means that transaction determination here is more detailed than in Customizing.

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Down Payment Requests/Down Payment Clearing You can use the functionality implemented in SD for creating down payment requests from billing plans as well as the subsequent down payment clearing for down payments made. Billing External Transactions

You can use the function for billing external transactions. For this, the contract account must also be included in the communication structures. Reversing SD billing documents When reversed bills are transferred to accounting, the accounting documents arising out of this are flagged as reversed and the open items are cleared immediately. If this cannot be done, an accounting document is created that has a reversed +/- sign. This may happen, for example, if the bill has already been cleared or if the payment order has already been created.

No Reversal of SD Bill in the Case of Subrogation

If the customer changes and the receivables (open items) are transferred, the SD bill can no longer be reversed. The bill cannot be reversed as the open item(s) were cleared in Contract Accounts Receivable and Payable with reason 21 (subrogation).

Displaying PSCD documents

In the document flow for Sales and Distribution (SD), you can display PSCD documents and archived PSCD documents.

EZT

534


2011

IPS510

mn


Lesson Summary You should now be able to: • Explain the integration of SD orders into Contract Accounts Receivable and Payable.

2011


535 ET


IPS510

Lesson: Customer/Vendor Integration (Master Data, SD and Vendor Interface) Lesson Overview This lesson describes important activities regarding the business partner and the integration of other SAP applications with Contract Accounts Receivable and Payable.

mu

Lesson Objectives After completing this lesson, you will be able to: Understand the important activities regarding the business partner and the integration of other SAP applications with Contract Accounts Receivable and Payable.

•

Business Example

mu

Employee -I

Inspector

Citizen

Roles Voter

Collections

w

Custome

Business Partner

XÿEnterprise

L1 Figure 403: Business Partner and Roles: Example

For some processes, both PSCD master data and master data from FI and SD are required, for example, the customer or the vendor. The corresponding tools are available with role SAP FMCA BP EXT.

EZT

536


2011

Lesson: Customer/Vendor Integration (Master Data, SD and Vendor Interface)

IPS510

These tools link the SAP business partner with the SD customer and FI customer/vendor and enable you to use the business partner transaction to maintain the master data centrally.

If you require this integration, only the transactions mentioned below should be used to maintain the center data. You sould ensure this is the case by using relevant authorizations. MM/SD-specific functions are still maintained in the corresponding MM/SD transactions. We recommend that you check that the field status between business partner and SD/FI Customizing corresponds. (BUCG, BUCH, BUCI)

FMCAC 1 creates the FI/SD customer and the business partner in the contract partner role. FMCAC1 creates the FI vendor and the business partner in the contract partner role. In addition, a contract account is created.

FLBPD2/FLBPC2 assigns an existing business partner to customers/vendors FLBPD1/FLBPC1 creates a business partner for existing customers/vendors

•

Payment Program

‘

Contract Account (3)100 |100 (2b)

Creditor (2a) 100

Reconciliation Acct

Reconciliation Acct

FI-CA

(3)100

100 (2b)

(2a) 100

| 100 (1)

Clearing

Bank

1 100 (3)

| 100(1)

(2b) 100

1 100 (2a)

Commt Item: Office Expenses Planning

Budget Est.: Available: Actual:

Office Expenses (1) 100

■I

Availability Control jl

1000 100 100

Figure 404: Vendor Document Interface in the Public Sector

The aim of the vendor document interface is to transfer all vendor documents from accounts payable to PSCD so that they can be paid using the payment mn or cash desk.

In EA-PS, report RFFMSDCA (transaction RDCA) selects all open payment requests and deductions to payment requests from the component Funds Management Public Sector and transfers the data to the component Contract Accounts Receivable and Payable Public Sector.

2011


537


IPS510

The payment requests are posted as a credit memo and an open item with a minus sign is created. For deductions, a clearing is also carried out with the referenced payment request. The successful transfer of the document to PSCD is logged in the document reference (table FMOPBL in PSCD).

After the successful posting in PSCD, the document in EA-PS is written off and the Pay indicator is set. The posting in PSCD and the writing off in EA-PS occur in the special general ledger account “PSCD clearing” that is set up for this interface. As of Release 4.72, you can adjust open payment requests by adjusting the transfer from the component HP Public Sector to the component PSCD.

(50

Master Data

SD Order

PSCD Posting

I CL

Fee 100

IMG

BP -debtor BP - customer (SD) Contract account

Integration of each

X

100

IMG

account group

Derivation of main and subtransaction

activated: ■ Entry of contract account in SD order ■ Posting of invoice in PSCD

based on: ■ Account key ■ Account assignment grouping for material

Figure 405: What is to be done for SD Integration

EZT

538


2011

IPS510

M

Lesson: Customer/Vendor Integration (Master Data, SD and Vendor Interface)

Lesson Summary You should now be able to: • Understand the important activities regarding the business partner and the integration of other SAP applications with Contract Accounts Receivable and Payable.

2011


539


IPS510

Lesson: Integration with the New General Ledger (Segment Reporting) Lesson Overview This lesson gives you an overview of the integration of Contract Accounts Receivable and Payable with the new general ledger and segment reporting.

mn


Explain how to derive segments for the new general ledger accounting from Contract Accounts Receivable and Payable.

Business Example

mn

General ledger in SAP R/3 Enterprise Many

applications

FI-GL Legal requirements

General ledger in mySAP ERP

One Application

New general ledger supports

CSA Ledger

Legal requirements

Management and segment reporting

Profit center ledger Management and

segment reporting

Special ledger Multi-dimensional Customer-defined

4

Industry solutions Special ledger BS by Fund, Grant,

...

Extensibility by industries

Extensibility by customers

RaTancWI-baoh In* mm. dimension Iritgmauenal

Antrnunlmu Standards

(IFRS) Fast Close

TCO Reduction Compliance and transparency

Figure 406: SAP Solutions in Financial Accounting

ET 540


2011

Lesson: Integration with the New General Ledger (Segment Reporting)

IPS510

As of Release ERP 2005, Contract Accounts Receivable and Payable supports the following functions of the new general ledger accounting.

Reporting by segments.

•

The balancing per segment occurs, if this is requested, in the accounting interface. Enhancement possibilities of the new general ledger accounting

•

The same restrictions and requirements apply here as for the special ledger. The following are not supported:

Setting up different accounting principles in parallel ledgers Balanced books in all dimensions

• •

Triggering document PK 01 01 50 50

Aceuunl ProfitCenter Segment Amount PC01 Receivables 500 SEG1

Receivables Revenue Revenue

PC02 PC01 PCQ2

SEG2 SEG1 SEG2

500 500500-

Entry view

PK

Account

40 Bank 40 Discount 15 Receivables

PmUlCeraef Segment Amount

970 30 1000-

"I

INHERITANCE

G/L view PK Account PmfitCemer Segment 40 40 40 40 15 15

Bank Bank Discount

Discount Receivables Receivables

PC01 PC02 PC01 PC02 PC01 PC02

SEG1 SEG2

SEG1 SEG2 SEG1 SEG2

Amount

405 485 15 15 500500-

Figure 407: Follow-on Posting for Previous Documents

For document items that are created as follow-on postings for other document items (for example, clearing, reversal, returns, interest calculation or write-off), the follow-on items inherit the segment of the triggering item, if possible. During clearing, the segment of an open item is not only passed on to clearing posting but also to cash discounts, payment proposals, exchange rate differences and overdue interest charges that occur as a result of the clearing of this item.

If a unique inheritance is not possible, for example, as is the case for dunning charges or returns charges, if possible, the segment is used that has the greatest number of relevant items (for example, dunned items or paid items for returns).

2011


541


mn

SEGMENT FOR BP ITEMS

SEGMENT FOR G/L ITEMS

Manual entry or interface

Manual entry or interface

Inherited from G/L items

Inherited from BP items

Individual logic (Event 0081)

Individual logic (Event 0081)

Derived from other details of BP items using Customizing:

Derived from revenue items using Customizing; •Company code • General ledger account

•Company code • Business area

•Division • G/L account (Receivables) • Account determination ID •Main transaction • Sub transaction

IPS510

Derived from revenue items Using profit center

Figure 408: No Follow-On Posting for Previous Documents

For documents that have no follow-on posting for previous documents (typical example: new receivable), the account assignment segment can be specified during the manual entry and during the transfer using one of the available interfaces. This has priority over the other derivation options specified below. Often, only the business partner items are entered or transferred using the posting interfaces. In this case, the document is completed in the system (for example, the revenue lines and tax lines are completed). If a segment is already specified in the entered/transferred business partner items, this is transferred to the assigned revenue lines.

ET 542


2011

Lesson: Integration with the New General Ledger (Segment Reporting)

IPS510

If no segment is specified, the segment is derived as follows: •

•

•

•

2011

The system derives the segment from other specifications of the business partner item(s). The determined segment is then passed on to the offsetting items (revenue lines). The system derives the segment from the revenue items and then passes it on to the business partner items. In this case, the derivation occurs using the profit center. Therefore, a profit center must be assigned to an account in the revenue line and a segment must also be assigned to this profit center in the master data record. Only if the segment can be determined from just the combination of company code/general ledger account, is a derivation possible via Customizing even without a profit center. A segment is derived for a specific installation using the new event 0081. Here, you can use individual logic to determining one segment for each item for which the person who created the document has not yet specified a segment. However, segments in bank lines and tax lines are ignored and in this case they are replaced by the value determined in Customizing.


543


mn

IPS510

Lesson Summary You should now be able to: • Explain how to derive segments for the new general ledger accounting from Contract Accounts Receivable and Payable.

544


2011

Lesson: Credit Management

IPS510

Lesson: Credit Management Lesson Overview This lesson describes the integration of risk management and Contract Accounts Receivable and Payable.

SAP Credit Management is part of the application SAP Financial Supply Chain Management (FS-CM).


Explain the principles of risk-based customer segmentation and credit risk monitoring in SAP Credit Management and its integration into Contract Accounts Receivable and Payable.

Business Example

■ Comprehensive Credit Management for different systems such as CRM, Sales and Distribution i \ (SD or others), contract accounts receivable and payable (FI-CA), accounts receivable accounting (FlAR) and also for external (non-SAP) systems

■ Based on the interface technology for Infrastructure (XI)

Exlhjÿnge \\

■ Risk-based customer segmentation ■ Liabilities and scores for business partnWs

■ Operational credit checks Figure 409: SAP Credit Management

2011


545


IPS510

You can use SAP Credit Management to manage credit exposure and score for a business partner. The central Credit Management can carry out operational credit checks and manage information from different systems such as CRM, Contract Accounts Receivable and Payable (PSCD) and Accounts Receivable Accounting (FI-AR). If you use the interface technology of the Exchange Infrastructure, you can also link an external system to SAP Credit Management. PSCD has interfaces that you can use to transfer credit information from and to SAP Credit Management.

ID Information to take into accou ■ External information ■ FI-CA creditworthiness ■ Demographic data ■ Current account balance ■ and so on Formula editor enables: ■ Calculation of current scorÿ-j ■ Determination of risk class

B ° £ I<

.

<

Won't payers

Good payers

Can't payers

Late payers

Probability of payment

Figure 410: Customer Segmentation

ID

Social-demographic data

Duration of business relationship

Payment behavior (FI-CA creditworthiness) Customer group Current payables

External valuation

Direct debit customer Negative characteristics

Business volume

Division or busu

Blacklisted customer

area

2

3

§ o

LL

Business partner

l

Parameters Combination Allocation Weighting Condition Substitution Exceptions

}

&rj[Score

Risk class

No risk

] Medium High

Too high

Figure 411: Determination of Score and Risk Class

ET 546


2011


IPS510

How do you derive individual strategies for collecting receivables? 1. 2. 3. 4.

Divide your customers into segments (you can take various external and internal information into account). You can use a formula editor to calculate the current score value. The risk class is derived based on the score value. You can tailor the measures for collecting receivables according to the risk class.

mn

Credit Management save external valuations. calculation of score and risk class

1. Request and

4. Includes FI-CA creditworthiness and other payment behavior data 5. Recalculate company-specific score and derive risk class 6. Return score and risk class to FI-CA

Creditworthiness and negative characteristics ■ for private customers ■ for business customers

& f

(

2. FI-CA creditworthiness is influenced by customer's payment behavior 3. Transfer of FI-CA creditworthiness and other key data to Credit Management 7. Receipt of score and risk class from Credit Management 8. Score and risk class control measures for collection for example, change of dunning activities, change of dunning procedure, change of payment terms

-

PSCD

Figure 412: Use of the Internal Knowledge of Payment Behavior

Replicating the Creditworthiness Usage The creditworthiness managed in Contract Accounts Receivable and Payable, is transferred to SAP Credit Management and contributes to the internal creditworthiness managed there. So that internal processes such as dunning and returns processing can react to the internal creditworthiness of SAP Credit Management in Contract Accounts Receivable and Payable, the internal creditworthiness has to be transferred back to FI-CA.

Features Transferring the PSCD creditworthiness to SAP Credit Management The transfer of the PSCD creditworthiness to SAP Credit Management occurs using the mass activity Replication of Creditworthiness.

Transferring the internal creditworthiness to Contract Accounts Receivable and Payable

2011


547 ET


IPS510

If you use transaction Replication of Creditworthiness to transfer the PSCD creditworthiness to SAP Credit Management, the current internal creditworthiness of SAP Credit Management is automatically returned to Contract Accounts Receivable and Payable. That is, a replication of the internal creditworthiness in Contract Accounts Receivable and Payable can only occur implicitly by executing the mass activity Replication of Creditworthiness.

mn

Risk hedging by means of customers segmentation and derivation of the appropriate measures for collection management

g 30% ■D

©

i

o.

jj 20%

£

a

•

Accÿleratedÿdupnthg

Risk Class III

procedure• Strict credit limit • bit only

-Auÿmaticÿt

10%--

• Cash payment

O’

possible Good payment

conditions

oO

Score

Very good

Very bad

[O = customers Figure 413: Collection of Receivables by Risk Class

The assignment of suitable measures for collecting receivables occurs as a result of the risk evaluation of a customer. The concept of treating all customers alike is no longer continued.

>gD

Credit profile

Customer: 4711

0000 Main credit segment

0001 Credit segment fur

0002 Credit segment foi gas

Total commitment: Commitment elec: Commitment gas

Total commitment: Limit:

100,000 30,000*“ 20,000— 150,000 160,000

Commitment:

30,000 -1

Limit:

35,000

Commitment:

20,000

Limit:

30,000

-I

Figure 414: Credit Segment and Commitment

ET 548


2011


IPS510

Credit segment

Definition

A credit segment is an organizational unit of SAP Credit Management that can be freely customized, for example, according to the product type or the business area. Therefore, you can divide the relevant business transactions in a telecommunication company according to the following credit segments, for example: • • •

Fixed Network Internet Cellular network

Usage The credit segment groups the transactions of a company from the point of view of lending and credit control. At credit segment level, the credit limit and the credit exposure for a product type or a business area is stored and used for credit limit checks and to evaluate the credit limit used.

Transfer of the credit exposure The business systems connected (for example, Contract Accounts Receivable and Payable, CRM, or SD) report the commitment of a business partner to SAP Credit Management via XML. These messages consolidate SAP Credit Management into one credit exposure.

mn

I

Credit events

Credit limit management Master data

I

Credit limit control

4I- I t ' change

Credit check

Credit events and subsequent processes

t

Application (for example, CRM, SD)

Credit limit request/ Workflow

j T PSCD

■ ■ ■ ■ ■

Credit limit exceeded Credit master data changed Score changed Credit limit changed External valuation changed ■ Risk class changed

\ Subsequent processes ■ Call customers ■ Create credit limit request ■ Request security deposit ■ Change dunning procedure, payment conditions, ... ■ Information to collection

agent ■ Block device ■ Rate change

Figure 415: Credit Risk Monitoring

Function for Creating Customer-Specific Process Chains in Credit Management:

2011


549 ET


IPS510

You can define the required dependencies between different events that may occur during processing of SAP Credit Management and the processes of SAP Credit Management that you want to be triggered for these events. If, for example, the creditworthiness of the business partner changes, the risk class should also be changed accordingly.

EZT

550


2011


IPS510

M

Lesson Summary You should now be able to: • Explain the principles of risk-based customer segmentation and credit risk monitoring in SAP Credit Management and its integration into Contract Accounts Receivable and Payable.

2011


551


IPS510

Lesson: Financial Customer Care Lesson Overview This lesson will familiarize you with the Web Client-based Interaction Center in CRM (Customer Relationship Management) and its multifunctional framework. This lesson also gives you a quick overview of the business processes of Financial Customer Care and Dispute Management that are handled using the Interaction Center.

mn


To explain the main features of financial customer services in the IC WebClient based Financial Customer Care.

Business Example

mn

Customer Relationship Management

Customer Care

Receivables Management

Billing Management Financial Inquiries Dispute Management

Credit Management

Marketing

Sales & Contract Management

Partner Relationship Management

Customer Financials Management

Interactive Collections CustomerSContact Mgmt Contract Management..

.

& Profitability

Analysis

Collections

Management

Customer

E Management

1 Order & Service Management

j

"Li FI i

£

Customer Field Service Management

Logistics & Installation

Cash

Management

Service Provisioning / Activation

Management

*2$

sr

Figure 416: Integrating Customer Interaction and Processes

EZT

552


2011

Lesson: Financial Customer Care

IPS510

An interaction center •

... Is essential in service, marketing, and sales processes

•

Has high transparency with direct impact on customer satisfaction and quality of service Is mediator between customers and business processes

•

More than 80% of all business processes either start or end in an interaction center (AMR Research, 2001)

This means that there is no front-office and back-office. There is just one interaction center focused around the needs of your customers. Financial Customer Care uses the Interaction Center WebClient (IC WebClient) in Customer Relationship Management (CRM) as framework for all financial aspects of interaction with customers.

m

J Scratch

Pad

.

vtP.cujjtomff

Title Bar

Business Partner Information

Notifications f'~

k H

_i

Bar

System

-T£T

Messages

—

Context Area

Navigation Bar

I

a

awn

Information from Communication System

IC Application Tool

"

s=

noonws

HMU

Workspace

-

Broadcast Messages

Figure 417: CRM Interaction Center WebClient: Layout

2011


553


IPS510

The CRM Interaction Center WebClient provides call center agents with a multifunctional framework including all of the tools they need to do their jobs: •

• •

•

• • • • • •

mn

Interaction Management & Customer History: Every interaction with a customer is logged and becomes part of the customer history. The latest records of the interaction history are displayed when the customer calls. Agent’s inbox Multi-channel support: The call center not only supports telephony but many other channels, synchronous or asynchronous. For example, incoming mails can be submitted for processing either immediately or routed into agents1 inboxes. This also takes place for other inquiries such as faxes or letters. As a result, the agent inbox becomes the point of access when an agent is not working on calls. Follow-up activities and actions: Any interaction with a customer may require follow-up. In order to make this happen, an agent can create such activities as part of a call. Actions can also be triggered by an agent or carried out automatically. For example, an automatic correspondence can be sent out when an interaction has a certain status. Scripting (instructions for the agent to aid in interaction with customers) Call lists Knowledge tools Real-time statistics Multifunctional support (Marketing, Sales, Service, Accounts Receivable) Transaction Launcher Customer Interaction History

■ ■ ■

Including financial and non-financial (dunning, disconnections, meter reading entry, move-in/out) interactions Inbound and outbound interaction Manual interaction as well as interaction initiated by mass processes

Customer Fact Sheet

■ Overview of the most important customer data (including creditworthiness data) ♦ Various fact sheet levels: Business partner, contract account ♦ Easy to configure (including financial data, contract data, and so on)

Detailed Financial Views ■ Bills (including access to archived documents)

■ Account balance ■ Dunning history (including details of items, activities, documents) ■ Payment history

■ ■

Search for missing or incorrectly allocated payments Complaints

Figure 418: 360 Degree View of Customer

EZT

554


2011


IPS510

Functions of Financial Customer Care ■

Enables call center agents to handle all types of finance-related customer

interaction ■ Provides ■ Provides

intuitive access to finance data easy-to-use finance-related

functions ■

Enables agents to trigger processes that require approval ■ Refunding credit balance ■ Issuing credit to a customer

Figure 419: FCC for Financial Inquiries

Financial Customer Care - Activities:

Information and status about all financial aspects of a customer Change master data (address, bank details, payment method . . .) Set / remove locks (for example, dunning lock, payment lock,...) Create/change installment plan Defer open items Dunning reversal Take payment (for example, by credit card) Search for payments Create dispute cases Create credit memo request

Functions of Financial Customer Care ■

/

Enables creation and processing of dispute cases for issues that ■ Require tracking or further processing

rrw*

■ Involve multiple parties ■ Integrate

different types of information and business objects

Figure 420: FCC for Dispute Management

Functionality of a Dispute Case

2011


555 EF


IPS510

The Dispute Case is a virtual folder that contains all relevant documents and objects.

It contains information such as: • • • •

Customer master data Disputed items and amounts Related documents, orders, and contract data Notes, history, and change log

Provides routing capabilities Allows actions to be triggered - for example, ad-hoc or automated correspondence

Provides the option to create credit memo request with relation to the dispute case.

Functions of Financial Customer Care

PQ

2*

■ Supports the processing of

worklists by collection agents ■ Enables outbound processes ■ Provides all the necessary functions for collections with fully-integrated dispute management

Figure 421: FCC for Collections in the Interaction Center

Integrated Collections Management Functions:

Alerts during customer call: Giving instruction(s) to agent Customer Fact Sheet: Showing overall customer status

Detailed customer overviews: For additional background information • • • • •

EZT

556

Up-to-date customer payment data Change payment methods Capture payment commitment (promise-to-pay) Capture payment authorization Offer installment plans


2011

IPS510

mn


Lesson Summary You should now be able to: • To explain the main features of financial customer services in the IC WebClient based Financial Customer Care.

2011


557 EF


IPS510

Lesson: Business Intelligence Lesson Overview This lesson gives you an overview of the extraction of data from Contract Accounts Receivable and Payable and the display in BI (Business Intelligence).

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Explain the PSCD content for Business Intelligence.

Business Example

mu

Ss

MS

K £ £&

Provider

IFire1

L.

.4

Figure 422: Business Information Warehouse (BW)

For evaluations in Business Intelligence (BI), Contract accounts Receivable and Payable provides extractors for open and cleared items as well as for collection items and installment plan items. The extraction programs fill the extraction structure of the relevant DataSources with data from Contract Accounts Receivable and Payable.

EZT

558


2011

Lesson: Business Intelligence

IPS510

mn

m

InfoCube

Update Rules

#

Hl.iilll.l

InfoSource

Transfer rules

f

»

BW

T ransfer structure DataSource i

-

v*

BEx

Mass activity

I

_| Customer enhancement

Operative data

OLTP

Figure 423: BW: Data Extraction, Transformation, and Presentation

mn

Cleared items

Installment plans

&

Open items

Submissions to

collection agencies

Figure 424: BW: Business Content PSCD

For evaluations in Business Intelligence (BI), Contract accounts Receivable and Payable provides extractors for open and cleared items as well as for collection items and installment plan items. The extraction programs fill the extraction structure of the relevant DataSources with data from Contract Accounts Receivable and Payable.

2011


559 EF


mn

IPS510

Lesson Summary You should now be able to: • Explain the PSCD content for Business Intelligence.

ET 560


2011

Lesson: Outbound Interface

IPS510

Lesson: Outbound Interface Lesson Overview This lesson gives you an overview of the outbound interface for postings in Contract Accounts Receivable and Payable and the specific settings for PSCD.

M


Explain the outbound interface for postings in Contract Accounts Receivable and Payable

Business Example

External systems

m

Bill A

Bill B

Charges

Transfer: - Open items - Cleared items - Charges - Credit memos - Reversals

E

-

Interest

Payments - Write-offs -

Payment

Dunning

FI-CA Figure 425: Outbound Interface for Postings

With the outbound interface of Contract Accounts Receivable and Payable (FI-CA), you can forward information about business partner postings to external systems. This can be particularly important if, for a large number of your documents, instead of entering them in the SAP system, you transfer them to one or more external systems via an interface and these systems are dependent on information, such as incoming payment or reversal, in order to be able to react in follow-on processes.

2011


561


IPS510

Features: The outbound interface for postings to the business partner is based on the creation of trigger entries at the time of the postings. Whenever you require data in an external system, you can start a mass run for the transfer. This transfers the data to the external system using trigger records (see SAP menu Periodic Processing > Data for Externals > Outbound Interface for Business Partner Postings, transaction FPOITR). The mass activity sends the data to a central integration server using messages of SAP Exchange Infrastructure. From there the data can be forwarded to the respective receiving system. To ensure that the recipient of the message is determined correctly, each message only receives data for one receiving system and the ID of the receiving system.

—

—

You can transfer the following information to external systems using this interface: • • • • •

Open items of business partner Cleared items of business partner since last transfer Incoming payments since last transfer Information about reopened documents Detailed information about installment plans

You can influence which infonnation is to be transferred to the respective external system by means of Customizing settings at company code level or for each receiver system. You make the settings in the Implementation Guide for Contract Accounts Receivable and Payable under Data Transfer — » Outbound Interface. Read the documentation for the individual activities. Note for the industry component Public Sector Contract Accounts Receivable and Payable Using the settings in the Customizing activity Making Settings for Public Sector-Specific Trigger Filtering, you can filter the data by contract account category and contract account object type.

EZT

562


2011


IPS510

U

Settings for company code CoCd Op. items Clrd it. bd 0001 I bd

Payments

Reopened

bd

w

Settings for recipient system ExtSys BPartner ConLAcct Contract No doc...

E001

bd

"bd T bd~

bd

.

Op.ltems Clrd it.

K

| ... M

Public sector specific filtering Object type ExtSys Cont. acct cat. 0001

Figure 426: Outbound Interface: Settings

Maintain Settings for Company Code

In this activity, for each company code for the outbound interface of business partner postings, you define whether and how postings are transferred to external systems. You can determine whether open items, cleared items, or payment information and payment information for reopened line items is to be transferred. A change to Customizing does not have a direct effect on the data of the outbound interface since the data is preselected using trigger tables. Changes to Customizing only have an effect on new postings. Therefore, you should not make changes to Customizing during productive operation. Maintain Settings for Recipient System

In this activity, for each external receiver system, you define whether open items, cleared items, payment information, and information about reopened line items and installment plans is to be transferred. If, for example, you have not selected the transfer of open and cleared items in the IMG activity Maintain Settings for Company Code for a company code, these postings in this company code are not transferred to an external system, irrespective of what you define for the external systems in this IMG activity. Depending on the setting, for each posting, the system saves corresponding trigger entries that you transfer to the receiver system in the subsequent transfer with the mass activity Outbound Interface Business Partner Postings (transaction FPOITR). For each receiver system, you also define the level at which documents are to be transferred. Here you can select between business partner, contract account, and contract. The function of the transfer level is described below using an example

2011


563


IPS510

with open items. The prerequisite is that the transfer of open items has been activated for the receiver system. The function for transferring cleared and other items works the same way.

In the transfer at business partner level, when you post an open item to a business partner, the system creates a trigger entry with exactly this business partner (without contract account or contract). In the next transfer, all existing open items for this business partner are transferred to the external system. The business partner postings are not filtered. You should select this option if all data for a business partner is always required in the receiver system. In the transfer at contract account level, when you post an open item to a business partner, the system creates a trigger entry with this business partner and the contract account posted to. In the next transfer, all existing open items for this business partner with exactly this contract account are transferred to the external system. You should select this option if you only require the data for specific contract accounts in the receiver system or you may only transfer the data for certain contract accounts, for data protection reasons, for example. To specify which contract accounts are to be transferred to the external system, for event 3800 Outbound Interface: Filter Triggers and Determine Receiver, you have to define an own implementation and delete the triggers dependent on the contract account category, for example.

In Public Sector Contract Accounts Receivable and Payable, without implementing event 3800, in the IMG activity 9,652.00 Make Settings for the Public Sector-Specific Trigger Filtering, you can define a filtering dependent on the contract account category and the contract account object type. In the transfer at contract level, when you post an open item to a business partner specifying a contract, the system saves a trigger entry with this business partner, the contract account posted to, and the contract. In the next transfer, all existing open items for this business partner with exactly this contract account and contract are transferred to the external system. You should select this option if you only require the data for specific contracts in the receiver system or you may only transfer the data of certain contracts, for data protection reasons, for example. You define which contracts are to be transferred to the external system at event 3800 Outbound Interface: Filter Triggers and Determine Receiver by defining a customer-specific implementation and deleting the trigger dependent on the contract. You can also define whether, when the documents are transferred, the external numbers of the business partner, contract account, or contract are to be read and transferred in the XI message. For performance reasons, you should only set the indicator if you need the external numbers in the receiver system as identification characteristics.

Define Settings for Public Sector-Specific Trigger Filtering

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If you selected the transfer at contract level or at contract account object level in the IMG activity Maintain Settings for Target System, you should define which contract account categories and contract object types should be transferred to the external system. Define exactly which contract account categories and contract object should be allowed to be transferred. If a contract account category or contract account object is not entered, no triggers are created for them and no documents are transferred to the system.

If you want to allow all contract account categories, for example, you can use the generic value 66*” If the transfer is carried out at contract account level, you cannot maintain any settings for the contract object type. In this case, enter the value “*” in the Contract Object Type field. If this table is completely empty, the system assumes that no filtering should be carried out. Then all documents of all contract account categories or contract object types are transferred to the external system. Once you make entries for one of the systems, you have to define which contract account categories and contract object should be transferred for all other target systems. If no entries are made for a system, it does not create any trigger entries and therefore does not transfer any documents. To make the filtering more specific, for example to, to include other fields, create your own implementation for event 3800 Outbound Interface: Filter Triggers and Receiver Determination.

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IPS510

Lesson Summary You should now be able to: • Explain the outbound interface for postings in Contract Accounts Receivable and Payable

ET 566


2011

Unit Summary

IPS510

M

2011

Unit Summary You should now be able to: • Explain the integration of Contract Accounts Receivable and Payable into other SAP components and applications. Describe the logic that PSCD uses to update Funds Management • Describe how account assignment is derived in Funds Management • • Assign business partners to the vendors and customers • Describe the connection between Funds Management and PSCD • Describe the update of the financial status from Contract Accounts Receivable and Payable. • Explain the integration of SD orders into Contract Accounts Receivable and Payable. • Understand the important activities regarding the business partner and the integration of other SAP applications with Contract Accounts Receivable and Payable. • Explain how to derive segments for the new general ledger accounting from Contract Accounts Receivable and Payable. • Explain the principles of risk-based customer segmentation and credit risk monitoring in SAP Credit Management and its integration into Contract Accounts Receivable and Payable. • To explain the main features of financial customer services in the IC WebClient based Financial Customer Care. • Explain the PSCD content for Business Intelligence. • Explain the outbound interface for postings in Contract Accounts Receivable and Payable


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Unit Summary

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2011

Unit 15 Invoicing in Contract Accounts Receivable and Payable Unit Overview This unit gives you an overview of: • • • • •

The basic terms for billing and invoicing The task of Business Rule Framework The invoicing process (invoicing, posting and canceling documents) and invoice printout The document display and monitoring The concept for integrating invoicing, BI and CRM in Contract Accounts Receivable and Payable

Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • • • •

•

2011

Understand the concept of the Business Rules Framework Execute the billing run Configure invoicing in FI-CA Use invoicing in FI-CA Understand the concept of the Business Rules Framework Give an example for using the Business Rule Framework (BRF) in public sector billing Explain the concept and function of public sector billing Explain the advantages of generating billing documents Describe the components of the billing document Explain the mapping and the reasons for generating adjustment documents Explain the invoicing process Explain the basic terms in invoicing Name the functions in invoicing (for example, automatic account maintenance and so on) Explain the grouping characteristics of the billing document in invoicing


569

Unit 15: Invoicing in Contract Accounts Receivable and Payable

IPS510

Explain the influencing factors and the process flow in the invoicing process Select invoicing orders for invoicing or simulate an invoicing Explain the derivation of the billing documents during the invoicing process Make Customizing settings for invoicing in Contract Accounts Receivable and Payable Invoice billing documents Invoice SD documents Explain the meaning and purpose of collective invoices Explain the process steps of a collective invoice Explain the additional invoicing functions Explain account determination for invoicing in FI-CA Explain the options for reversing invoicing documents Explain the two rounding types in invoicing Explain the determination of the payment methods in invoicing Explain the term "final invoice amount" Carry out the individual transaction and mass transaction for invoicing Display billing documents and invoicing documents in the system Explain how invoicing document are extracted in BI (Business Intelligence) Name the prerequisites for the integration of CRM documents in invoicing

Unit Contents Lesson: Lesson: Lesson: Lesson: Lesson: Lesson: Lesson: Lesson: Lesson: Lesson: Lesson: Lesson: Lesson: Lesson: Lesson:

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Overview of Billing and Invoicing

Business Rule Framework Public Sector Billing Transferring Billing Documents Overview of the Invoicing Processes Basic Terms in Invoicing Invoicing Process Flow Posting Documents and Invoicing Documents Invoicing Functions Invoice Reversal Invoice Printout Invoicing Execution Document Display and Monitoring BW Integration CRM Integration


571 574 584 589 599 602 ,614

619 626 651 655 664 667 670 675

2011

Lesson: Overview of Billing and Invoicing

IPS510

Lesson: Overview of Billing and Invoicing Lesson Overview This lesson will give you an overview of the billing and invoicing options available in the FI-CA solution.

■

Lesson Objectives After completing this lesson, you will be able to: • • • •

Understand the concept of the Business Rules Framework Execute the billing run Configure invoicing in FI-CA Use invoicing in FI-CA

Business Example

Invoicing in fContract Accts Receivable & Payable External Billing Systems

Inbound Interface

Additional Functions ■ Account maintenance & clearing ■ Interest calculation ■ Charge calculation

■ Dunning proposal

■ Display for additional items...

Form Processing

Tax Notice

Figure 427: Billing & Invoicing in Contract Accounts Receivable and Payable

External billing systems: Importing the billing documents from external billing systems using a BAPI or an IDoc interface.

BAPI BAPI FMCABILLDOC CREATEMULTIPLE is available for PSCD. Public sector billing: Process in PSCD that bills the contract objects using a rules-based engine and delivers the basis for invoicing in form of billing documents.

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Invoicing in contract accounts receivable and payable: Process in FI-CA that establishes the link to contract accounts receivable and payable, and provides the basis for invoice creation Invoicing: Generates posting documents for bill receivables or credit memos from the billing documents Clears accounting documents with down payments that have been made Supports the determination and levying of additional charges, interest and discounts. Prepares data for the bill printout, that is, generates print documents Generates the posting documents in contract accounts receivable and payable: Documents for contract accounts receivable and payable can be processed in invoicing as part of clearing control (for example, clearing payments on account with receivables from invoicing)

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0 Invoicing Is Active

Figure 428: Activating Billing and Invoicing

Customizing entries and menu functions are available only if the corresponding business function PSCDTRM is activated in business function set PUBLIC SERVICES.

In addition, set invoicing to active in Customizing for contract accounts receivable and payable under the central settings for the contract accounts receivable and payable.

ET 572


2011

Lesson: Overview of Billing and Invoicing

IPS510

M

Lesson Summary You should now be able to: • Understand the concept of the Business Rules Framework • Execute the billing run • Configure invoicing in FI-CA • Use invoicing in FI-CA

2011


573


IPS510

Lesson: Business Rule Framework Lesson Overview This lesson will give you an overview of how to use the Business Rule Framework in the PSCD solution.

mu


Understand the concept of the Business Rules Framework Give an example for using the Business Rule Framework (BRF) in public sector billing

Business Example

mu The Business Rule Framework (BRF) is an open for rule processing.

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to use the enable of the Business Rule Framework (BRF).

The BRF includes a

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You can use the BRF to maintain be called for specific

that can

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Figure 429: Underlying Concept of Business Rule Framework

You must assign an application class to each application in which you want to use the Business Rule Framework (BRF). By assigning an application class, you ensure that there are no conflicts between different applications.

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Lesson: Business Rule Framework

IPS510

A BRF event has the following different meanings simultaneously. • • •

A BRF event forms a connection between the application (for example, Public Sector Billing) that uses BRF, and the BRF. A BRF event is the (logical) location to which any number of rules are assigned. A BRF event is often the carrier of the context.

Events are the central entry point for use of the Business Rule Framework (BRF). You can implement an event (a BRF event) at a technical or business event in every application. If such a technical or business event is reached during the program flow in the relevant application, the event is triggered along with processing of the associated rules. You can define any number of rules for an event. You can use these rules to evaluate the current data and make any changes if necessary. A rule consists of three parts: the ID of an event, the ID of a Boolean expression and the ID of an action whose behavior is if =TRUE then when it is called in the corresponding event. For this reason, rules in the BRF do not have an independent ID.

If the condition is true, the action is executed. If it is not true, the action is not executed. A rule is always assigned to an event. Each BRF event can contain any number of rules.

M

Application

i

Mass activity: Billing Object-oriented taxes

Event

i

Document errors Transfer the billing result to invoicing

Rule

JF "Contract object 'Vehicle' not yet billed",

THEN "Calculate vehicle tax"

1 Calculation

Actions

1 Action

Data Procurement

Figure 430: Rule Maintenance - Expressions, Actions and Events

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The expression is a Business Rule Framework object that returns a rudimentary result. The following data is processed in an expression due to a freely definable rule (such as a calculation rule): • •

Data of the application (for example, contract account, contract object) Data of the objects associated with the application (for example, business partner data)

If the system has processed the data, the expression returns a result from a primitive category of your choosing.

You can nest expressions, in other words, expressions can access the results of other expressions. This means that you can link expressions with one another without restriction. As a result, there are expressions that access other expressions, and expressions (final expressions) that cannot access any other expressions. Expressions can also be classified into value requests and operations. An action is the term for any manipulation of any data sets that makes sense from a business point of view and that can be performed technically.

You use actions to define rules in the BRF.

In the Business Rule Framework, the term "action" is actually used in two ways simultaneously: • •

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As a concrete action of a specific action type As an abstract action: This is just a name for an object to which any number of concrete actions are assigned. With a rule, you enter the abstract action in the Action field. Within this abstract action, you can select concrete action types. You can enter any number of different concrete action types. This means that it is also permissible not to enter any concrete action type.


2011


IPS510

C3

mn Expression Type ■

It determines how an expression is calculated.

■

In turn, the expression type itself is determined by the implementing class.

Action Type ■

It determines which action is

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executed. ■

In turn, the action type itself is determined by the implementing class.

Figure 431: Action Type and Expression Type

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Public Sector Billing

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Business Rule Framework

Event Integration Billing

1 Rule 1: Initialization

T Rule 2: Billing

Context

Context (unknown) Contract Account

Contract

Additional

Object

Tables

Figure 432: Event Type: Integration Billing

The following example explains the use of the Business Rule Framework with regard to Public Sector Billing. The mass activity Public Sector Billing calls the Business Rule Framework with specific context infonnation, for example, data from the contract object. In the BRF, this data is then used to calculate the tax amounts.

Event type FMCAEVENT defines the context infonnation for validating and calculating the tax and the access to this infonnation.

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IPS510

Public Sector Billing Business Rule Framework

i

i Rule 1: Initialization

F

Action: Initialize Additional Table

Context Additional

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Figure 433: Action Type: Initializing Buffer Elements

The actions of action type “Initializing buffer elements” create buffer elements during the initialization phase. This may be additional data that is not yet in the context, for example, customer-specific tables. Attributes that are to be entered in the imput template for a buffer element • •

• •

Structure ID: The indicator of the buffer element to be created. Select into clause : The name of a database table from which the data object in the buffer element should be generated or in which the data object is to be stored. Select from clause: The name of a structure that describes the columns of the database table that are to be read. WHERE condition (optional): The selection condition on the database table. This is comprised of the individual selection conditions that each have their own column and that are linked by the logical operations AND/OR. An individual condition consists of a column name, a comparing operation and an expression.

You can access the following data even without a separate initialization in the buffer. By definition, the IDs of this data area all begin with $: contract object (DPSOB), contract object per partner and contract account type (DPSOB BP ACC), contract account (FKKVKP), other fields (FMCACONTEXTKEYS), other fields (FMCA CONTEXT KEYS), additional items of the billing document (DFKKINVBILL A), billing document header (DFKKINVBILL H), items of the billing document (DFKKINVBILL I).

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Example of the execution in the runtime environment: You have defined the tax rates for each emissions class and motor type in a customer table. You initialize the table to read the data in the buffer. A character string is generated from the results and this represents the whole selection condition. Then a buffer element with the specified attributes is created, however, without reference to the data object of the customer table. Note that at this point, the data object is not yet read from the database.

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l Rule 1: Initialization

r

Action: Creating Billing Lines

Context

Figure 434: Action Type: Create Billing Lines

An action of the action type “Create billing line” provides the data required to generate a billing document item in Public Sector Billing in the available buffer element. Attributes to be entered in the input template •

• • •

Amount: The name of the expression with the result that represents the receivable or the credit of the document item. The result must be an amount with a currency. Main transaction (optional): The name of the expression with the result that is the main transaction of the document item. Subtransaction (optional): The name of the expression with the result that is the subtransaction of the document item. “ Simulated’’: An indicator that shows whether this item is only to be simulated or actually created.

Example for execution in the runtime environment: The Amount field contains the expression 'tax amount' that is the result of the preceding calculation.

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IPS510


[



[ Action: Creating Billing Lines

1

Expression: Engine Capacity

Context Contract Object

Additional Tables

Figure 435: Expression Type: Access to Buffer Data

An expression of this expression type reads a data object from the buffer and then processes it further.

Attributes to be entered in the input template: • • • •

•

•

•

Structure ID: The indicator of the required buffer element. Column name: The name of the required column in the buffer element

Table index (optional): The number of the required line. Aggregation (optional only if there is no table index): The system contains several aggregate functions: the mean value (AVG), the minimum (MIN), the maximum (MAX) and the total (SUM). WHERE condition (optional): The selection condition in the internal table that is referenced in the buffer element. This is comprised of the individual selection conditions that each have their own column and that are linked by the logical operations AND/OR. An individual condition consists of a column name, a comparing operation and an expression. SORT condition (optional): The sort condition in the internal table that is referenced in the buffer element. This is comprised of individual sort conditions that each have their own column. The individual condition on the other hand, consists of the name of the column to be sorted and the sorting method (ascending/descending). “Required data": An indicator that determines whether the data is mandatory.

Example of the execution in the runtime environment: You have defined the tax rates for each emissions class and motor type in a customer table. This table is already initialized. You want to use this table to determine the tax rate for a

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IPS510

specific emissions class and motor type that are defined for this contract object. The table is first retrieved from the buffer and the referenced internal table is de-eferenced. Then the WHERE condition for the emissions class and motor type are sucessively evaluated. The index function and the aggregation are not relevant here. Finally, the required tax rate is assigned to the expression.

m


I

I Rule 1: Initialization

I Action: Creating Billing Lines

Context

Figure 436: Expression Type: Constant

Constant (implementing class 0CN001) •

Constant is the trivial expression type. The only information required is the value and the type specification.

Example of the execution in the runtime environment: You want to use a multiple of a hundred as an engine capacity basis.

2011


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I



Action: Creating Billing Lines

I

J Expression: Tax Amount

Context

Figure 437: Expression Types for Formulas

Simple formula (0FR001) • •

In some cases, deriving facts from existing expression types may be rather laborious. In these cases, use the simple formula. You can use the simple formula to execute simple arithmetic and logical calculations that take the ranking order of the operators and the compounding into account.

SAP formula interpreter (0FB001) •

This expression type works like the simple formula expression type. However, since this expression type uses the SAP formula editor/SAP formula interpreter, it is much more efficient than the simple formula.

Example of the execution in the runtime environment: You have already read the engine capacity of the vehicle from the contract object and you want to multiply a multiple of 1 00 of this value with the determined tax rate. You can determine the tax amount from this.

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M

Lesson Summary You should now be able to: • Understand the concept of the Business Rules Framework • Give an example for using the Business Rule Framework (BRF) in public sector billing

2011


583


IPS510

Lesson: Public Sector Billing Lesson Overview This lesson will give you an overview of how to use public sector billing in the PSCD solution.

mu


Explain the concept and function of public sector billing

Business Example

mu

Assign Revenue Types BRF Euemts R.Type

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Figure 438: Public Sector Billing - Data Structures

You can use this Customizing to assign the contract objects to the BRF events to be executed. The tables displayed are currently not delivered.

The contract object table is used to access table TFMCA014 “Define Revenue Types for Contract Account Types” to read all the revenue types defined for the object type. For each of these revenues types, the BRF events defined in table TFMCA011 (Assign Revenue Types BRF Events) are called according to the specified event sequence. Instead of a period key, you can also enter a star (*) in Customizing table TMCA011. If a period key is used to access table TFMCA011 but it is not contained there, this star entry is selected.

EZT 584


2011

Lesson: Public Sector Billing

IPS510

The contract account type and the transaction of the revenue type are read before the events are called from table “ Revenue Types” (TFMCA013) and are provided in the context of the Business Rule Framework. The contract account type works like a revenue type group. A revenue type group contains all the revenue types that can be printed on a tax notice. Whether they are actually printed together depends on the invoicing settings among other things. Assign Revenue Types BRF Events PERSL

EvtSeq

Q105

RSN B

TAX

1

Q10S

BILL_B

1: N Revenue Types

MalnTr

SubTr

Per. Cat.

RSN A

Cat. 01

•1030

0100

QRTR

RSN B

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4030

0200

QRTR

1: N

] Period Definition

Period Category QRTR

Quarter

YEAR

Year

1: N

PERSL

Valid From

QRTR

Q105

JAN/01 /05

MAR/31/05

QRTR

Q205

APR/01/05

J UN/30/05

Per. Cat.

Valid To

Figure 439: Public Sector Billing - Period Control

Period Assuming that you want to support different cycles, the introduction of a period type allows you to determine the chronological sequence of the periods. Example:

To detennine the previous period of Q052, the period search is carried out with period type “Quarter” and a latest valid from date that is earlier than 01.04.2005. The Customizing dialog ensures that the periods of a type do not overlap. Flowever, gaps are allowed. In addition, a period can only be assigned once.

On the other hand, it is up to the user to decide which periods he assigns to a type. He can assign a six month time period to the type “Quarter”, for example. You should not assume that all the periods of a period type are necessarily the same length.

A period type is assigned to each revenue type. This ensures that the calculation of all periods for a contract object does not have any gaps.

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IPS510

Contract Account with VKTYP l

Contract Account with VKTYP 2

Contract Object A

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i

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Rev Type 2

Rev. Type 1

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Billing Document Billing Document

Figure 440: Master Data Model

Four revenue types are assigned to a contract object. A billing document is generated for each revenue type. Using the contract account type, two billing documents are combined to one billing document during invoicing. Note: Even though the modelling allows you to assign a revenue type to different contract object types, these constructions do not normally exist.

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Figure 441: Public Sector Billing

Public sector billing is a mass activity that uses the displayed results determination to supply the Business Rule Framework with the context of the contract object data.

ET 586


2011

IPS510

Lesson: Public Sector Billing

As a result, one or more billing documents are generated.

2011


587 EF


mn

IPS510

Lesson Summary You should now be able to: • Explain the concept and function of public sector billing

ET 588


2011

Lesson: Transferring Billing Documents

IPS510

Lesson: Transferring Billing Documents Lesson Overview This lesson gives you an overview of the inbound interface for billing documents in the contract account.

M


Explain the advantages of generating billing documents Describe the components of the billing document Explain the mapping and the reasons for generating adjustment documents

Business Example

■a SAP ERP

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Invoicing in FI-CA

SAP BW

RM-CA PSCD FI-CA

FI-CA Document

Billing

System A Billing System B (ÿ s»rv(c« Binina TW

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Figure 442: Process Architecture

You can use a BAPI /IDOC interface to transfer billing documents from different external billing systems. When the billing documents are transferred, external billing information is mapped to the SAP internal billing information. The result of the mapping is saved in the SAP system as a billing document. When you save the billing document, an invoicing order is generated.

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589


IPS510

BAP I Interface

mu

Billing Document HEADERS

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Id

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Figure 443: Billing Document

Why are there billing documents? The fact that external document data is first saved as billing documents has the following advantages: • •

• • •

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Invoicing and the transfer of document data do not have to be carried out at the same time. If there are several billing documents for a contract account, these can be combined to one invoicing document during invoicing and therefore to one invoice. The billing documents can also come from different external systems. The billing documents contain a unique reference to the external document from which they came. Billing documents camiot be deleted. The key of the external document from which the billing document came is saved together with the billing document. This enables you to use the billing documents to navigate back from the invoicing documents to the external documents.


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IPS510

Parts of the billing document: •

•

• •

Each billing document has a document header. This contains the reference to the external document from which it came and the key of the relevant contract account and the business partner among other things. Each billing document has one or more billing document items. They contain amounts and quantities, information that influences the account determination and the tax determination in invoicing and information for the bill printout and the statistical handling of the amounts and quantities. The billing document control items are optional. They are filled if the tax calculation has already been carried out in the external system. The billing document additional items are optional. In the SAP standard system, there are only a few fields. If you want to use billing document additional items, you have to add the fields that you require to the structure. Billing document additional items are suitable for printing additional information on an invoice, for example, call itemization on a telephone bill. In invoicing, the billing document additional items are not used in operations.

M

ERP Inbound Interface

External System

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Figure 444: Inbound Interface for Billing Documents

The inbound interface receives data from one or several billing documents from external systems. You can use the inbound interface synchronously using an RFC of a BAPI. Alternatively, you can use the ALE interface to carry out asynchronous processing.

The external document data is transferred to the corresponding structures and fields of the billing document in ERP (subsequently called 'mapping').

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If the consistency checks run successfully, the billing documents are saved on the database. In addition, an invoicing order is generated for each billing document. Billing documents enable the invoicing program to quickly select the billing documents that have not yet been processed. If a billing document has been invoiced successfully, the corresponding invoicing order is deleted. If necessaiy, you can use customer enhancements (BAdls) to save additional data in customer-specific tables.

During invoicing, the billing documents that have just been created and have not yet been processed are recognized in the invoicing orders. During invoicing, new invoicing documents among other things are generated based on the billing documents and the revenues are posted to contract accounts receivable and payable.

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12 Optional Processing Steps

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Figure 445: Inbound Processing

BAPI BAPIISTBILLDOCCREATEMULTIPLE (mandatory processing steps) is a function module that you can use to generate one or more billing documents. The parameters of the function module can be filled with external document data.

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The process flow of the BAPI can be roughly divided into the following process steps: •

• •

Mapping: The document data transferred to the import parameters is transferred to the fields of the billing document. In addition, an invoicing order is generated for each billing document (that has not been simulated) . Check: Each billing document is checked to see whether it is correct and free from errors. Update: If no errors have occurred, all billing documents are saved together with the invoicing orders.

In addition, a BAdI is called for each structure of the billing document (header, items and so on) and the end of the mapping. Customer-specific source code can be used for access here. You can fill fields in the billing document, for example, for which table-driven mapping has failed. For this reason, an unsuccessful access to the mapping tables is not considered or logged as an error. Once mapping has finished, a check is carried out. The billing documents are checked for consistency as far as possible. The check does not terminate the first time an error occurs, rather it collects all error messages in export table RETURN. In the different BAdls, you can also carry out checks and log fields in table RETURN. Note that entries in table RETURN with message type T (information messages), 'W' (warning messages) or 'S' (success messages) are not interpreted as errors. They do not prevent the billing document being updated.

The update is divided into two parts: First the internal number assignment is used to detenninc document numbers for all billing documents. Then the data is written to the different billing document tables. In addition, an invoicing order is saved for each (not simulated) billing document. You can use a BAdI to write additional data to a customer-specific table. The update is only carried out if there are no errors in any of the billing documents. The 'all or not at all' principle applies here: If, when you call the BAPI, the data from ten documents is transferred and none of the data contains errors, all ten billing documents are generated. Even if just one error is found, no billing documents are generated at all. There are customer includes for all parts of the billing documents. You can use these to add your own fields without a modification.

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Mapping

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There are different procedures during mapping: •

•

•

•

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Many fields of the import tables have a corresponding field in the billing document. The values of these fields can be copied directly to the billing document. Example: The logical system. Some fields of the billing document have two alternatives for the import parameters. Example: The currency of the billing document item can be defined using an SAP currency key or using an ISO currency key (see import table ITEMS). Another example is the contract account key that requires the billing document header. In import table HEADERS, you can transfer the contract account key directly or instead an external identification of the contract account. In the second case, a BAdI is called that the contract account key must determine. For some fields of the billing document, we assume that there is no field that corresponds exactly in the external document. An example of this is the main transaction and the subtransaction of the billing document item. In this case, the mapping is table-driven: A table is accessed with generic fields from import table ITEMS. The transactions of the billing document item are taken from the table.


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Adjustment/billing documents

M

•

Adjusting billing documents from: -

-

ERP-based applications, for example, Public Sector Billing CRM-based applications, for example, Grantor Management Non-SAP applications

Support the adjustment of billing documents in the form of delta postings for billing documents coming from external SAP (CRM) or non-SAP billing applications, or ERP-based billing solutions such as Public Sector Billing and Fonn-Based Billing of Tax Returns. Adjustment billing documents are supported as of ERP2005 Support Package 5.

Reasons for adjustment documents •

Object-based billing: -

-

Billing-relevant data is saved to the contract object. You can use transaction FMCABILL to generate billing documents. Invoicing to FI-CA generates the invoices. Billing-relevant data is changed after you carry out billing and invoicing > adjustments are necessary

—

Adjustment documents - posting scenarios

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Depending on the process chain, different actions are required. There is only a billing document:

A new billing document is generated An existing billing document is flagged as obsolete Invoicing: Only the last billing document is transferred A billing document/invoicing document and PSCD document exists: -

-

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An adjustment/billing document is generated Adjustment information is recorded in the document header Invoicing: New documents are generated with reference to predecessors


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2. Create and invoice Adjustment Billing Doc

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1 Billing Doc not

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Figure 449: Cancelling Adjustment Document

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Lesson Summary You should now be able to: • Explain the advantages of generating billing documents • Describe the components of the billing document • Explain the mapping and the reasons for generating adjustment documents

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Lesson: Overview of the Invoicing Processes

IPS510

Lesson: Overview of the Invoicing Processes Lesson Overview This lesson will give you an overview of the invoicing processes available in the PSCD solution.

M


Explain the invoicing process

Business Example

The invoicing processes form the invoicing subcomponents in contract accounts receivable and payable that ensure the billing documents are integrated into the contract accounts receivable and payable. They largely describe the business transaction that processes billing documents and generates and posts the invoice synchronously. Figure 450: Overview of the Invoicing Processes

The invoicing processes form the invoicing subcomponents in contract accounts receivable and payable that ensure the billing documents are integrated into contract accounts receivable and payable. They largely describe the business transaction that processes billing documents and generates and posts the invoice synchronously.

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You carry out the following tasks: • • •

• • •

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You select billing documents from different billing systems, group them and display them in an invoice. You display current information for the customer account, for example, bill receivables in the invoice. You integrate additional business transactions of contract accounts receivable and payable (the additional functions of invoicing) so that you can make changes to the customer account without subsequent processes and you inform the customer immediately with the invoice. You generate invoicing documents that form the basis of the physical bill printout. You convert billing documents to posting document of contract accounts receivable and payable. You update additional data for supplying other components (BW, CO-PA).


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Lesson: Overview of the Invoicing Processes

IPS510

mn

Lesson Summary You should now be able to: • Explain the invoicing process

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601 ET


IPS510

Lesson: Basic Terms in Invoicing Lesson Overview This lesson will give you an overview of the basic terms of invoicing in the PSCD solution.

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Explain the basic terms in invoicing Name the functions in invoicing (for example, automatic account maintenance and so on) Explain the grouping characteristics of the billing document in invoicing

Business Example Basic Terms in Invoicing

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Invoicing function Invoicing process Invoicing type Invoicing category Invoicing and master data Invoicing unit Grouping variant Source document category Invoicing item type


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Lesson: Basic Terms in Invoicing

IPS510

Invoicing functions The invoicing function describes a task that is supported in invoicing. The following invoicing functions are possible, among others: -

-

-

Automatic account maintenance Manual account maintenance (dialog call) Activating open items Integration into BW sales statistics Charges and discounts Debit entry of statistical documents Dunning proposal Subitem Calculate interest of open items Invoicing settlement documents Creating collective invoicing document Invoicing SD documents

Definition Invoicing consists of numerous processing steps. Some of these processing steps form closed business transactions from a business point of view and they are described as invoicing functions.

Usage From the definition of an invoicing process, you can determine which invoicing functions should be executed. This has the following advantages: • • •

The selected invoicing functions clearly show which processing steps are carried out by invoicing during an invoicing process. Without wasting any runtime, the invoicing program recognizes invoicing functions that are not required and does not execute them. You can use a multi-level control to activate or deactivate invoicing functions that are not required in all cases.

The sequence in which the invoicing functions are executed is determined by the invoicing program and cannot be changed.

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Invoicing Process

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■ It classifies the invoicing document. ■ it is used as a selection parameter in mass activities. It is used to derive the number range of the invoicing document. ■ It determines which invoicing functions are active. ■

Invoicing Type ■ The invoicing type characterizes the composition of the invoicing unit and it is used to describe the invoicing document. ■ It controls the invoicing functions within an invoicing process.

Invoicing Category ■ It references the contract account in invoicing. ■ Together with the invoicing type and the invoicing process, it is used to fine-tune the invoicing functions.

Figure 451: Basic Terms in Invoicing

The invoicing process flow depends on the following parameters: •

Invoicing process

•

Invoicing type Invoicing category

•

This multi-level control enables you to run invoicing according to your specific requirements. The criteria mentioned above are determined as follows during the processing of each contract account: The user specifies the invoicing process when starting invoicing. The main task of the invoicing process is to define which categories of source documents are to be processed. It also defines the process flow for the invoicing functions. There is a differentiation between mandatory and optional invoicing functions. Each invoicing process proposes an invoicing type. You can override the invoicing type at event 2603. Using the invoicing type, you can react individually to the composition and the properties of the invoicing unit. The invoicing type also defines, for each invoicing unit, which optional invoicing functions are performed.

At master data level, you can influence the process flow of Invoicing using the invoicing category; this is transferred from the contract account.

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Clearing Category Payment Methods T ransaction Currency Interest Key Dunning Procedure

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Invoicing Control Figure 452: Invoicing and Master Data

Public sector billing and invoicing in contract accounts receivable and payable: • •

•

Reads the business partner Uses the contract account from contract accounts receivable and payable that can contain billing-relevant data and contains agreements for processing business transactions with the business partner. Uses the contract object that can be assigned to several contract accounts and business partners The contract object can also contain customer-specific billing-relevant data

The following occurs based on the contract account data (table FKKVKP): • • •

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Correspondence and bill printout are controlled Invoices are blocked An invoicing category is determined that references the contract account reference in invoicing. Together with the invoicing type and the invoicing process, this is used to fine-tune the invoicing functions.


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Invoicing orders or billing documents are grouped into invoicing units, so that they can be invoiced together and displayed on one invoice. The invoicing unit forms the basis of invoicing.

■

In the first step, the system groups together all source documents that have the same contract account, busines and currer ■ Depending on the , the billing documents can be further grouped together into invoicing units. ■ You can edit the grouping proposal in vent 2601. ■ With irv/oicinu m m.dog in OAQ , the system proposes the invoicing units that have been set up so far in one dialog box for

selection. Figure 453: Invoicing Unit and Grouping Options

The source documents selected for a contract account are grouped into invoicing units so that they can be jointly invoiced and displayed on a bill. The invoicing unit forms the basis for invoicing. An invoicing unit can only contain the source documents of one contract account. The source documents to be invoiced that are determined for a contract account are processed jointly in one invoicing unit by default. However, the user has the option of controlling the grouping of the invoicing orders and setting up the grouping strategy for grouping the invoicing units.

In Customizing you can define whether the billing documents of different company codes should only be invoiced separatedly, for example. In addition, you can define that certain company codes can be invoiced together or can be excluded from the current invoice. The user can also edit the grouping proposal for a specific customer using event 2601 that has been specifically provided for this.

If you carry out invoicing in dialog and you use export mode, in the fourth step, the system proposes the invoicing units that have been set up so far in a dialog box for selection. You can manually change the assignment of source documents to invoicing units there.

The system generates an invoicing document for each invoicing unit. The invoicing document documents the posting transactions that have been executed during invoicing in contract accounts receivable and payable. The billing document document is the basis for the bill printout.

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mn

Grouping characteristics describe certain billing document properties (for example, the company code, the contract, and so on). Characteristics are used to

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Billing documents that have identical grouping characteristic values in a clearing step are regarded as one unit in this invoicing step (for example, all billing documents that belong to the same company code).

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Grouping characteristics are used when configuring the . The following fields can be used:

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Any fields from the

structure for invoicing orders

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defined In the characteristic definition

Figure 454: Grouping Characteristics

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Example: Source documents are grouped together if they have the same company code and division.

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Figure 455: Grouping

Example 1: You only want to group source documents in one invoice if the company code and division are the same.

Maintaining grouping variants For Maintain Grouping Characteristics, you choose the following fields:

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607 ET


Grouping characteristic

Description

BUKRS

Company code

SPART

Division

IPS510

Function module

In the subdialog Assign Grouping Characteristics, you maintain the following entries: Grouping characteristic

Ranking

Usage

BUKRS

0

Use original field value

SPART

0

Use original field value

You do not have to maintain any information in the subdialog Assign Alternative Grouping Values. Invoicing • •

You invoice a contract account that has five billing documents with the same currency. When you do so, four invoicing units are set up and two billing documents are grouped for company code 0003 and division B.

Reason: This grouping variant only groups billing documents into one invoicing unit if they have the same company code and the same division. In this example, this only applies to billing documents 100004 and 10005.

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mn

IMG Example: Source documents are grouped together only If they have the same company code and division. Exception: You want documents with company code 0002 to be grouped together with documents from company code 0001 into one

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Figure 456: Alternative grouping

Example 2: You only want to group source documents in one invoice if the company code and division are the same. There is one exception: You want documents with company code 0002 to be grouped into one invoice with documents from company code 0001. Maintaining grouping variants

You maintain grouping variants as described in example 1. In addition, you maintain the following entry in the subdialog Alternative Grouping Values for Grouping Characteristic Company Code. Characteristic value

Alternative usage

Alternative value

0002

'Characteristic value corresponds to alternative characteristic value'

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Invoicing: If you invoice the same billing documents as in example 1, three invoicing units are created as in the example.

Reason: For this grouping variant, billing documents 100001 and 100003 are grouped into one invoicing unit because in billing document 100003, company code 0002 was replaced by company code 000 1 . (This applies only to setting up invoicing units and not for the subsequent processing of document 100003).

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Period Category

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Figure 457: Type of Invoicing Period

The invoicing period type is used together with the invoicing period for the period description of an invoicing document. The key contains a note about interpreting the 'Invoicing Period' and the 'Start of Invoicing Period' fields.

You can use the period type to specify whether the billing document refers to a monthly bill, a quarterly bill or a yearly bill, for example. The respective month, quarter or year is derived from the date specification in the 'Invoicing Period' field in the billing document header. Alternatively, the 'Invoicing period as of field can be used to map the period assignment. Maintain the values for the period type in the implementation guide: Integration —* Invoicing in Contract Accounts Receivable and Payable * Invoicing * Document Account Assignment — > Invoicing Documents — > Define Category of Invoicing Period.

—

—

You assign the periods of a billing document in event 2645.

Example: You can define the following values for the period type for the interpretation of the period. • • • •

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MO month: Interpret the period specification MO 01.05.2005 in the billing document as invoicing for May 2005 QU quarter: Interpret the period specification QU 01.04.2005 in the billing document as invoicing for the second quarter of 2005 YE year: Interpret the period specification YE 01.04.2005 in the billing document as invoicing for 2005 PE period: Interpret the period specification (in addition when you use the field 'Invoicing period as of PE 12.05.2005 20.06.2005 as the invoicing period 12.05.2006 - 20.06.2005.


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Source document category •

•

Documents that you can process during invoicing in contract accounts receivable and payable are flagged by known values for the characteristic Source document category’. The following source document categories are allowed: -

-

Billing documents (INVBI) SD documents (SD) Collective bills (COLBI)

Documents that you can process during invoicing in contract accounts receivable and payable are flagged by known values for the characteristic Source document categojy. The following source document categories are allowed: •

INVBI billing documents

Documents that are generated by any SAP systems or by systems of another provider and are transferred to invoicing of contract accounts receivable and payable by an interface provided for this purpose. •

SD SD documents SD invoicing documents that should be created by the Sales and Distribution (SD) component and posted during invoicing or processed for the invoice.

•

COLBI collective bills

Documents that are created by the invoicing of the individual accounts of a collective bill account and that should be converted into a collective invoicing document during invoicing of the collective billing account. In the invoicing process configuration, you define which of these source document categories you want to process. Here, you can define whether a certain source document category in mass invoicing triggers invoicing. Thus, a contract account is only qualified for invoicing if its invoicing orders contain at least one source document of the source document type with the indicator Main Selection selected.

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Figure 458: Invoicing item type

The type of the invoicing item describes the business meaning of the document item of an invoicing document. Usage An invoicing document usually contains a number of document items that are created by different invoicing functions that are integrated in the invoicing process. These invoicing functions use this field to flag the items that are created by it. The indicator makes the invoicing document easier to read and enables it to be used in the bill printout.

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Lesson Summary You should now be able to: • Explain the basic terms in invoicing • Name the functions in invoicing (for example, automatic account maintenance and so on) • Explain the grouping characteristics of the billing document in invoicing

2011


613ET


IPS510

Lesson: Invoicing Process Flow Lesson Overview This lesson will give you an overview of the invoicing procedure in the FI-CA solution.

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Explain the influencing factors and the process flow in the invoicing process Select invoicing orders for invoicing or simulate an invoicing

Business Example

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Flow Control - Activating and deactivating functions - Process

- Selection Control Invoicing Process

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Category

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Lesson: Invoicing Process Flow

IPS510

The invoicing process flow depends on the following parameters:

Invoicing process Invoicing type Invoicing category

• • •

This multi-level control enables you to run invoicing according to your specific requirements. The criteria mentioned above are determined as follows during the processing of each contract account: The user specifies the invoicing process when starting invoicing. The main task of the invoicing process is to define which categories of source documents are to be processed. It also defines the process flow for the invoicing functions. There is a differentiation between mandatory and optional invoicing functions. Each invoicing process proposes an invoicing type. You can override the invoicing type at event 2603. Using the invoicing type, you can react individually to the composition and the properties of the invoicing unit. The invoicing type also defines, for each invoicing unit, which optional invoicing functions are performed. At master data level, you can influence the process flow of Invoicing using the invoicing category; this is transferred from the contract account.

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Figure 460: Activating the Invoicing Functions

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Step 1: When you define an invoicing process, you must assign one or more invoicing functions to the invoicing process in the Invoicing Functions subdialog . If you start invoicing with an invoicing process, the assignment of the invoicing functions has the following effect: •

•

•

Assigned invoicing functions for which the Function Optional indicator is not selected are executed. The execution camiot be prevented in step 2 or step 3. Invoicing functions that are not explicitly executed in the assignment are not carried out during invoicing. This descision cannot be changed by step 2 or step 3 either. For assigned invoicing functions for which the Function Optional indicator is selected, you cannot define whether they are to be executed until steps 2 and 3.

Step 2: When you define the invoicing types, in the subdialog Invoicing Functions, you can assign all invoicing functions that were flagged as optional during the invoicing process to the combination of invoicing type and invoicing category. During the assignment, you must also maintain the Activation Status. Invoicing interprets this assignment as follows: • •

•

•

gzr 616

Optionial functions that are not assigned to the invoicing type are not executed. This decision cannot be changed by step 3. Optional functions that were assigned to the invoicing type with the activation status I Function Active ; Cannot Be Deactivated in Dialog are executed. This decision cannot be changed by step 3. Optional functions that were assigned to the invoicing type with the activation status 2 Function Active; Can Be Deactivated in Dialog are executed. This decision can be changed by step 3. Optional functions that were assigned to the invoicing type with the activation status 3 Function Not Active; Can Be Activated in Dialog are not executed. This decision can be changed by step 3.


2011

Lesson: Invoicing Process Flow

IPS510

M

Form

Public Sector

Processing

Billing

L

External Billing Systems

J

T Billing Documents

1 Invoicing

Orders

*10

Master Data to be Billed

Invoicing Order Selection

m Formation of Invoicing Units

Figure 461: Selection Control

The invoicing orders trigger invoicing. An invoicing order is a temporary entry in table DFKKINV TRIG that represents one source document to be invoiced. You can use it to select the source documents to be invoiced and it is deleted after the respective source document has been successfully processed in invoicing. The invoicing order is created if: •

A billing document is created for invoicing (source document category INVBI)

• •

Single invoices of a collective invoice are created (source document category COLBI) An SD billing request is created for the invoicing integration into contract accounts receivable and payable (source document category SD)

The user starts the required invoicing transactions with the existing invoicing process by specifying his selection conditions. The invoicing report determines the contract accounts for which invoicing should be carried out by reading the invoicing orders DFKKINV_TRIG with the source document categories that correspond to the invoicing process and that can trigger invoicing according to the selection specifications.

You can use the report Analysis of Invoicing Orders to select invoicing orders and to invoice them or to simulate invoicing if necessary.

2011


617


mn

IPS510

Lesson Summary You should now be able to: • Explain the influencing factors and the process flow in the invoicing process • Select invoicing orders for invoicing or simulate an invoicing

618


2011

Lesson: Posting Documents and Invoicing Documents

IPS510

Lesson: Posting Documents and Invoicing Documents Lesson Overview This lesson will give you an overview of the posting documents and invoicing documents in the PSCD solution.

mn


Explain the derivation of the billing documents during the invoicing process Make Customizing settings for invoicing in Contract Accounts Receivable and Payable

Business Example

mn

M Billing Documents

Invoicing in FI-CA

Invoicing Order

FI-CA

Invoicing

Document Header

FI-CA Doc.

Billing Document Header Invoicing Document

BW Extraction Orders

Billing Document

Additional Items

Reference Table Posting Doc.

Surcharges & Discounts

Surcharges & Discounts

History

Figure 462: Data Model

During billing and invoicing, the following documents are updated:

2011


619ET


IPS510

Billing: Invoicing order (DFKKINV_TRIG): In the table, temporary invoicing orders are saved and each one represents a source document to be invoiced. Invoicing document header (DFKKINVBILL H): Billing documents are created from the invoicing orders with document headers and document items. Items of the billing document (DFKKINVBILLJ) Additional items of the billing document (DFKKINVBILL A): In addition to the document items, you can enter additional items. These items might contain special information which is relevant for the invoice printout (for example, call itemization for a telephone bill and so on). Invoicing: Invoicing document header (DFKKINVDOCH): During invoicing, invoicing documents are created with document headers and document items. Items of the invoicing document (DFKKINVDOC_I) Invoicing: Reference table of posting documents (DFKKINVDOC_P): The PSCD documents and document items that have just been posted or processed in invoicing are linked to the invoicing document by the special reference table DFKKINVDOC_P. Invoicing and reversal history source documents (DFKKINVDOCS): The source documents processed in invoicing (billing documents, SD documents and so on) are linked to the invoicing document by the special reference table DFKKINVDOC S. Invoicing document: Charges and discounts (DFKKINVDOCC) Invoicing document: History record for charges and discounts (DFKKINVDOCCH)

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□

U Invoicing in PSCO Reference table for invoicing documents & PSCD document

PSCD

Invoicing document header PSCD

document

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Reference table for posting document

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Charges

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Figure 463: Reference Table for Posting Document

The PSCD documents and document items that have just been posted or processed in invoicing are linked to the invoicing document by the special reference table DFKKINVDOCP. This reference is also provided with a reference document type that reflects the business and the internal invoicing meaning of these posting documents and document items. The reference document types used are summarized in value table TTK2605. Hint:

The indicator “Document Posted in Current Invoicing” flags the reference document types that have PSCD documents which were created during invoicing. It is also used in Customizing to assign a document type to these PSCD documents. The indicator “Can Only Be Reversed with Invoicing Document” flags the reference document types whose PSCD documents can only be reversed with the invoicing document (unlike those that can also be reversed independently of the invoice reversal using the PSCD reverse document transaction FP08).

2011


621 5ÿ


IPS510

□

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Invoicing in PSCD

PSCD

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Invoicing document header

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Invoicing and reversal history

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Figure 464: Invoicing and Reversal History

The source documents processed in invoicing (billing documents, SD documents and so on) are linked to the invoicing document by a special reference table DFKKINVDOC S. This reference is also provided with a reference document type SRCDOCTYPE (see above) that describes the type of the source document.

As a result, you can tell which source documents were processed in an invoicing document.

In addition, you can tell what the invoicing and reversal history is for each source document. A source document can have a maximum of one invoicing document that has not been reversed. Billing documents

mu

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622

When you transfer billing documents from external systems or from Public Sector Billing, new billing documents with consecutive numbers are generated. You can specify External number assignment not allowed. You can create billing documents with different document types. You can create billing documents in several parallel processes. For each document type, define how many number ranges you want to use in parallel. You can use the number range object FKKINVBILL to manage the number range intervals for invoicing documents.


2011


IPS510

When you transfer billing documents from external systems or from Public Sector Billing, new billing documents with consecutive numbers are generated.

External number assignment is not allowed. When the external documents are transferred, the internal number assignment is generally used. The billing document numbers are numeric. Therefore, alphanumeric intervals are not allowed.

You can create billing documents with different document types. To simplify matters, we recommend that you use different number ranges for different document types. You can create billing documents in several parallel processes. For each document type, define how many number ranges you want to use in parallel.

You can use the number range object FKKINVBILL to manage the number range intervals for invoicing documents.

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Define Number Ranges.

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Simulated lmo»e»no Reversal Invoicing

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Assign "Invoicing Process", "Invoicing Category" and "Invoicing Type" Document Types.

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Figure 465: Invoicing Documents

You can use the number range object FKKINVDOC to manage the number range intervals for invoicing documents.

SAP Customizing Implementation Guide: Financial Accounting — > Contract Accounts Receivable and Payable * Integration > Invoicing in Contract Accounts Receivable and Payable > Invoicing > Document Account Assignment — * Invoicing Documents — > Maintain Number Ranges for Invoicing

— —

—

—

The document type classifies the documents of a number range object.

2011


623


IPS510

SAP Customizing Implementation Guide: Financial Accounting — > Contract Accounts Receivable and Payable > Integration ► Invoicing in Contract Accounts Receivable and Payable > Invoicing > Document Account Assignment — > Invoicing Documents — > Maintain Document Types and Assign Number Ranges

— —

—

—

The number ranges for individual postings and mass postings are different. The assignment is carried out for a number range object (FKKINVDOC) and a document type. The document type is assigned to an invoicing processes and optionally to an invoicing type and category.

—

SAP Customizing Implementation Guide: Financial Accounting ► Contract Accounts Receivable and Payable — > Integration — > Invoicing in Contract Accounts Receivable and Payable * Invoicing —* Document Account Assignment * Invoicing Documents > Maintain Document Types for Invoicing Documents.

—

—

—

mu

IMG ■

In PSCD, the documents for the number range object accounts receivable and payable document are posted. ■ They are classified by the PSCD document type. ■ ■

A number range for creating individual documents is assigned to each document type. Furthermore, additional number ranges for automatically creating a large number of documents in parallel background processes can be assigned. AnwwwJflifrwch Buchungebereich ■

p iVr*ninth* v*rwalKjny 21TOS Dategarten Buchungatelege dei f aUunerung

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Figure 466: Contract Accounts Receivable and Payable - Documents

In this process step, assign the document types to the posting documents to be created in invoicing and in invoice reversal.

The assignment occurs for each invoicing process and reference document type by default. However, you can differentiate further according to the invoicing type and the invoicing category.

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2011


IPS510

mn

Lesson Summary You should now be able to: • Explain the derivation of the billing documents during the invoicing process • Make Customizing settings for invoicing in Contract Accounts Receivable and Payable

2011


625 ET


IPS510

Lesson: Invoicing Functions Lesson Overview This lesson will give you an overview of the invoicing functions in the FI-CA solution.

mu

Lesson Objectives After completing this lesson, you will be able to: • • • • • •

Invoice billing documents Invoice SD documents Explain the meaning and purpose of collective invoices Explain the process steps of a collective invoice Explain the additional invoicing functions Explain account determination for invoicing in FI-CA

Business Example Invoicing functions Contents:

mu

Invoicing billing documents Invoicing SD documents Collective invoicing

Additional functions

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2011

Lesson: Invoicing Functions

IPS510

M

Invoicing Contract Account

L

Order

Document

Invoicing Process

c

Invoicing Document

r-

Billing Document

“Print

:

Trigger

:

Trigger

:

Customizing

Invoicing Process

Figure 467: Invoicing Billing Documents

You can use the invoicing function Invoicing of Billing Documents to process documents that were created by any SAP systems or systems of another provider and that are transferred to invoicing of contract accounts receivable and payable, for example, Public Sector Billing by an interface provided for this purpose. The invoicing function Invoicing of Billing Documents processes documents to be invoiced of the source document category INVBI Billing Document.

A billing document is processed if there is an invoicing order for it and if it is contained in the invoicing orders of the contract account to be invoiced. In mass processing, it can trigger the invoicing of the respective contract account if the source document type INVBI Billing Document is selected with the 'Main Selection' indicator for the invoicing process. When the billing document is invoiced, it is included in an invoicing unit. An invoicing document is created for each invoicing unit.

The billing document is posted in contract accounts receivable and payable and is displayed in the invoice. In invoicing for all billing documents of the invoicing unit, you can create a common posting document or a posting document for each billing document. If you want to process several billing documents in an invoicing document, you can define the following in event 2610: • •

2011

The sequence in which you want these documents to be processed and displayed in the invoice. The billing documents for which you want a common posting document to be created.


627


IPS510

The reference document type OBIL is used in the invoicing document for the posting documents from invoicing. Tax items are posted for the billing document items.

In the invoicing document, the items with the invoicing item type OINVBILL are flagged. These items can be taken into account in the final invoice amount.

The system updates an invoicing/reversal history for the billing document.

PD

In invoicing, the main transactions and subtransactions for displaying invoices and controlling billing document posting are used in contract accounts receivable and payable (FI-CA). ■ In billing, the transactions can be determined as follows: Determining transactions from external document data Determining transactions in the action definition in the Business

Rule Framework

■ In invoicing, the transactions are used for the following purposes: ■ For explaining the billing document items in the

■ For determining account assignments (revenue accounts) for the ■ For determining account assignments for the ■ For determining the

■ ForBy>/

U I.MV-;

■ Transactions in invoicing can: ■ Be transferred from the

■ Are

on the basis of the transactions in the billing document items

Figure 468: Invoicing Transactions

During the transfer from external billing systems, the main transaction and subtransaction of the debit posting and credit posting, company code and division of the billing document items from the external document data are determined (mapping).

—

SAP Customizing Implementation Guide: Financial Accounting > Contract Accounts Receivable and Payable — > Integration — > Invoicing in Contract Accounts Receivable and Payable > Transfer of Billing Documents * Define Determination of Transactions for Billing Document Items

—

—

When you create billing documents from Public Sector Billing, the main transaction and subtransaction of the billing document item is maintained in Business Rule Framework.

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IPS510

Transactions in invoicing can: • • •

Be transferred from the billing document items Be summarized based on the transactions in the billing document items for the business partner item. You can find the Customizing settings under: SAP Customizing Implementation Guide: Financial Accounting — > Contract Accounts Receivable and Payable *• Integration > Invoicing in Contract Accounts Receivable and Payable —> Invoicing — > Document Account Assignment ► Posting Documents —* Define Summarization Transactions for Business Partner Items

—

—

—

■

In invoicing, the transactions are used for a differentiated invoice display and account determination. ■ When summarizing transactions for business partner items, you have the following options:

■ No summarization ■ Maximum summarization ■ Differentiated summarization ■ The use of different transactions has no effect on setting up the invoicing items and the revenue/CO postings.

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a e
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Maintain Invoicing: Summariz. Transactions for

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Figure 469: Summarization for Business Partner Items

Even though you usually want the billing statement in the bill printout to be as detailed as possible and you want the revenue and CO account assignment to be detailed, you would like the posting of the bill receivable in the customer account to be displayed concisely. To achieve this, in Customizing, you can convert the transactions that come from the billing document for creating the business partner items to a differenct transaction. You can convert several billing transactions to a common transaction and thus enable a common business partner item to be created for the respective billing document items.

2011


629


IPS510

Using different transactions does not have any effect on the creation of the invoicing items and the revenue/CO postings. However, it does affect the determination of the general ledger accounts in the business partner items. The determination of these accounts is dependent on the main transaction of the business partner item, among other things. The maintenance of this activity is optional. If you have not defined any entries here, the transactions of the respective billing document items are used in the business partner items (= no summarization).

The summarization transactions are assigned using posting area 2612. If you do not use the optional key, you can define a separate main transaction and subtransaction for debit and credit postings. All billing document items are summarized for business partner items with this transaction (= maximum summarization). The decision whether to use the debit or credit transaction for the posting depends on the amount +/- sign of the summarized business partner item.

mn

IMG

Business transaction:

Contract

account or Contract

Example: Billing

»

Company Code: 0001

Main Transact: 0100

01

Division:

Acc. determination

ID:

01

Receivables Account: Balance Acct: 140500

(Receivables)

Figure 470: Account Determination: Receivables Accounts

The determination of the receivables accounts for the business partner account assignment is carried out in Customizing using the industry-neutral posting area 2611 as standard.

SAP Customizing Implementation Guide: Financial Accounting — > Contract Accounts Receivable and Payable ► Integration * Invoicing in Contract Accounts Receivable and Payable — » Invoicing — » Document Account Assignment * Posting Documents ► Define Account Assignment for Business Partner Items

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—

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IPS510

Posting area 2611 corresponds to the industry-specific posting areas P000, R000, T000 and so on. The value-added tax code in the key enables a VAT-dependent account assignment to be carried out. The summarization main transaction for invoicing is used to access the posting area. IMG

Business transaction: Example: Billing Main transact.: 0100 Subtransaction: 0010

Transaction: 0100-0010

Contract

r

Account or Contract Company Code: 0001 Division:

Revenue acc.:

01

Acc. determination ID: 01

P/L Account: 800010

Example: Rev. from

Figure 471: Account Determination: Revenue Accounts

For invoicing, a logic for the accounts and CO account derivation that applies to all industries is available in FI-CA. The industry-dependent posting area 2610 is used for this.

—

SAP Customizing Implementation Guide: Financial Accounting ► Contract Accounts Receivable and Payable * Integration > Invoicing in Contract Accounts Receivable and Payable — > Invoicing — > Document Account Assignment ► Posting Documents * Define Account Assignment of General Ledger Items

—

—

—

—

Posting area 2610 corresponds to the industry-specific posting areas P001, R001, T001 and so on.

2011


631 ET


IPS510

mu

IMG

Acct Determination: Company Code: 0001 w Business Area: U001

Profit Center CO Acct Assgmt: K01

PC001

Cost Center Order

PSP Element Result Object

4711

Figure 472: CO Account Assignment

The CO account assignment is determined from the account assignment key CO account assignment that is defined in posting area 2610. You can use this key to activate account assignment for a result object as well (CO-PA Integration). The result object is derived using table TFK2610. The segment account assignment (SEGMENT) is determined from posting area 0301.

Note about deriving the result object: The source field to be used must be contained in structure FKKINV COPACRIT. This structure contains some standard fields, for example, contract account, business partner and address data. You can use the corresponding Cl include CI FKKINVCRIT to add your own fields. The function module to be defined in TFK2610-FUNCC is used to derive the additional fields. All the data of the billing document to be invoiced can be used for the derivation. If necessary, you must add the fields required in the derivation to the billing document.

Tax determination The tax can be determined internally or externally The tax indicator can:

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Either be transferred using the billing document item

-

Or be determined using posting area 2610.


2011


IPS510

U

Posting Doc. Before Difference Clearing Invoke 4711

DFKKOP

Datr. 22.10.05

Contract 1000

Amount!1 140.84 USD

Account 10024 (Rev B) Amount: 303.40 USD

1 Contract 1000- August 2005 Basic price Energy price Value Added Tax (16%)

300.00 € 180.39 €

Subtotal.

557 25 €

Contract 1000- September 2006 Baste price Energy price Value Added Tex (16%)

Account iogoaoXtax) Amount: 157 3 ' USD

Difference resulting from various summarization rules In the invoicing/posting document

76.66 €

Posting Doc After Difference Clearing 300.00 € 203.09 €

DFKKOP 1000

•T .49 €

Amo Ml 1140.1B USD

Subtotal:

583.50 €

Invoice Amount

1140,03 €

Inclusive of Value Added Tax

DFKKOPK Account 10023 (Rev A) Amount 600,00 USD

157.35 USD

—

2

L

DFKKOPK Account- 10023
Account: 100030 (Ta«) Amount: 157 30 USO

Tax posting corrected as a result of adjusting the receivable amount

Figure 473: VAT Difference Clearing

In invoice preparation, there may be different requests with regard to the display of the tax amount in the invoice. Depending on the requirement, the tax can be displayed on the total invoice, or the tax information can be displayed for each invoice block defined (for example, division, company code).

You can define the rules for grouping the invoicing document items for the tax display using the configuration of the key for the tax display. Dependencies • • •

•

•

2011

The grouping control is only active during the processing of the billing document FKKINVBILL and an internal tax calculation. The tax calculation is carried out in invoicing for each grouping determined so that the exact tax amount can be assigned for each group in the bill display. The invoicing items combined into one group and the tax items determined for them receive a common unique value in the invoicing items in the 'Grouping Key1 field for the tax display. Since the grouping of the invoicing items for creating the posting document may be different from the grouping for the bill display, there may be tax differences in the tax calculation for these two groups due to the rounding. These differences are automatically cleared in the posting document. Example for handling the value added tax difference: In the example, the value added tax is displayed separately for each for each month of reference in the invoice. However, the revenue postings are bundled by energy price and basic price. The tax is calculated for each revenue item and posted to the tax account summarized. This results in a difference of EUR 0.01 between the tax displayed in the invoice and the tax to be posted in the general ledger. There is then an automatic adjustment of the value-added tax to be posted to the value-added tax displayed in the invoice.


633


mu

IPS510


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Document

Invoicing Process Invoicing

Document SD Billing

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Customizing

Invoicing Process

Figure 474: Invoicing SD Documents

You can use the invoicing function 'Invoicing of SD Documents' to process documents created by the component Sales and Distribution (SD) and that are to be posted or processed to an invoice during invoicing. The invoicing function 'Invoicing of SD Documents' processes documents to be invoiced that are flagged with the value SD SD documents of the characteristic source document type. These are SD invoices that were created using the special invoicing type U and that display a billing request for the integration into invoicing in contract accounts receivable and payable.

An SD document is processed if there is an invoicing order for it and if it is contained in the invoicing orders of the contract account to be invoiced. The SD document can also trigger invoicing of the respective contract account if the source document type SD SD documents is flagged with the indicator 'Main Selection'. When the SD document is invoiced, it is included in an invoicing unit. An invoicing document is created for each invoicing unit.

The SD document is posted in contract accounts receivable and payable and is displayed in the invoice. A posting document is created for each SD document that is flagged with the reference document type OSD in the invoicing document. The tax determination and calculation is carried out when the SD invoice is created in the Sales and Distribution component so that the tax display on the invoice and the tax to be posted in FI-CA is determined.

In the invoicing document, the SD items are flagged with the invoicing item type OSDITEM. These items are taken into account in the final invoice amount.

The system carries out an invoicing/reversal history for the SD document.

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IPS510

U

Contract

Account

Invoicing

Document

I Invoice

_

Collective Bill

Collective Invoicing jtocument

CA for Collective Invoicing

f

{ Contract Account

Contract Account

I

|Contract*|| I

Account

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0

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I Invoice

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;

i

Invoice

Figure 475: Master Data Collective Invoicing

You can use the invoicing function 'Creation of Collective Invoicing Document' to process documents that were created by invoicing of the individual accounts of a collective bill account and that should be converted into a collective invoicing printout during invoicing of the collective billing account (values COLBI collective bills of the source document type characteristic). A collective bill is processed if there is an invoicing order for it and if it is contained in the invoicing orders of the collective bill account to be invoiced. The collective bill can also trigger invoicing of the respective contract account if the source document type COLBI collective bill is flagged with the indicator 'Main Selection'. During invoicing, the collective bill is included in an invoicing unit. An invoicing document is created for each invoicing unit that makes the collective invoicing printout possible. In this invoicing document, the items of the invoiced collective bill are flagged with the type of the invoicing item OCOLLBIL. These items are taken into account in the final invoice amount.

The general ledger-relevant postings - if required- are carried out during the invoicing of the individual accounts. If posting documents are created for the individual accounts, a statistical posting document is automatically created or set up in steps for the collective bill account. The statistical posting document has posting items with the clearing restriction: Collective Bill: Only Regulate After Collective Invoicing (7). As a result, these items and accompanying individual items are blocked for payment and clearing regulation. This prevents them from being (partially) cleared before a collective invoicing printout has been created. You can only regulate the posting items after you execute the invoicing function 'Creation of Collective Invoicing Document'.

2011


635


IPS510

During the invoicing of the individual accounts, invoicing documents are created on which the creation of the individual bills is based. You can only print the individual bills once the invoicing function 'Creation of Collective Invoicing Document' has been carried out for the respective collective bill.

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I

Documents

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V ; Invoicing Order T*

i

Invoicing Order ;

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Invoicing Document

Customizing Invoicing

Process

Invoicing Pfocess for Collective Invoicing

Figure 476: Overview of Collective Invoicing

Collective invoicing processes the documents of source document type COLBI. These are created during invoicing of the individual accounts of a collector and are combined into a collective invoicing document in collective invoicing. The collective invoicing document is used for invoice correspondence with the collective invoicing contract partner. In addition to the collective invoicing document, this contains the respective single invoices (invoices of the individual accounts of a collector).

Creating the collective invoicing document involves two process steps: • •

Invoicing the individual accounts of the collector Invoicing the collective bill account: Combining the single invoice created in 1 . into a collective invoicing document

The function is based on the collective invoicing function of contract accounts receivable and payable whereby during the posting of an individual document, this document is automatically linked to a statistical collective bill that represents the invidual document in the subsequent business cases (payment, dunning and so on). Several individual documents can reference a common collective bill. The amount of the collective bill is calculated from the total amounts of these individual documents.

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IPS510

mn CA for Collective Invoicing

Contract Account

"“FTCA"!-

I Document

fHSESXr-l> Invoicing Order

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Single documents far each Individual account that has been invoiced and also a statistical collective bill with clearing restriction 7 on the collective bill

account.

Invoicing

Invoicing order for further processing of the collective bill (source document type COLBI). Billing

.Documentÿ

Invoicing

l DocumentJ

Invoicing documents for each individual

account that has been invoiced. Customizing

Note: The invoicing functions: Invoicing

Process

Dunning in invoicing Determination of the payment method Creation of a payment form are not supported when invoicing the individual

accounts.

Figure 477: Collective Invoicing: Invoicing the Individual Accounts

When invoicing individual accounts, a collective bill is created and updated step by step in parallel to the creation of individual documents (for example, when invoicing billing documents). The individual posting items are summarized in one collective bill according to the following criteria: • • • • • • •

Source Posting date Due date Due date for cash discount Cash discount percentage rate Currency +/- sign of amount (credit/receivable)

The statistical collective bill created during the invoicing of individual accounts is posted with the clearing restriction Collective Bill: Only Regulate After Collective Invoicing (7).

In addition, during posting of a collective bill (during invoicing of the individual account), an invoicing order with the source document category COLBI (collective bill) is created for this document for further processing in collective invoicing.

2011


637 ET


IPS510

mu Contract Account

The clearing restriction in the collective bill for the collective bill account is reversed.

[


j FI-CA Document,

Collective invoicing document as the basis for creating a collective invoicing printout Invoicing

Document

Collective invoicing supports the most important additional functions such as: a Account maintenance at collective bill account level a Selection of subitems for the invoice display a Calculation of interest for open items in the collective account

Invoicing Process for Collective Invoicing

Figure 478: Collective Invoicing: Invoicing the Collector Account

Collective invoicing is carried out at collective bill account level. Your first task is to bundle the collective bills created during invoicing of the individual accounts into one collective invoicing document. Collective invoicing consists of the following logical processing steps: •

•

• •

•

•

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Selecting the invoicing orders: The selection is made using the invoicing orders with the source document type COLBI (collective invoicing document) created during invoicing of the individual accounts. In addition to the collective bill contract partner and the collective bill account, the due date for net payment is the most important selection criterium. This is interpreted as the To Date. As a result, all collective bills with this due date or an earlier due date are selected. Creating the invoicing unit: The selected invoicing orders are bundled into invoicing units according to the collective bill accounts and the common due date. Determining the due date: The due date is not calculated again during collective invoicing. Creating the invoicing document: A collective invoicing document is created for the collective invoices that were processed together and this is the basis for creating a collective invoice printout. Releasing the collective invoices for the payment: The clearing restriction 7 that was set during invoicing of the individual accounts in the posting items of the collective invoice is removed. Integrating the additional invoicing functions


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mn

Additional Functions Subitems

Account Maintenance

m-

Interest Calculation for Cash Security

Interest Calculation for Receivables

Opcnltemi:

Deposits

% £ exp

% £ exp

Dunning Proposal

Debit Entry Stat. Items

Charges

and Discounts

Figure 479: Additional Functions in Invoicing

mn

IMG &J

The invoicin rocess. determine how the invoicing functions are controlled. Assignment of the Invoicing Function to the ess The system checks whether the function is assigned to the invoicing

process. 2. Assignment of the Invoicing Function to the The system checks whether the function is assigned to the invoicing type. 3. Selection of the Function in Dialog , the system checks If invoicing is carried out in dialog and in whether the user has selected the invoicing function. |Dialog Structure Application Area ” C] invoicing Process Imoicing Process Selection Control C3 invoicing Functions invoicing Functions Cl Alternative Grouping Function

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_

ACCTJIMNT Hr.C.T_«*lNT_D

Public Administration

3

Invoicing

[Function Optional

..a 0

|Description Automatic Account Maintenance Manual Account Maintenance (Dialog C

Figure 480: Additional Functions in Invoicing

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The system decides whether an invoicing function is carried out for each invoicing unit depending on the following criteria:

1.

Assignment of the invoicing function to the invoicing process The system checks whether the function is assigned to the invoicing process.

Assignment of the invoicing function to the invoicing type and invoicing category

2.

The system checks whether the function is assigned to the invoicing type.

Selection of the function in dialog

3.

If invoicing is carried out in dialog and in expert mode, the system checks whether the user has selected the invoicing function.

mu r

Include subitems (open items) in the balance.

Alternative 2 Subitems

*/-343.58

We wish to inform you that the invoice issued to you on 01/04/2001 is still in arrears. $343.58 is now due.

Alternative 1

Print an informative note about subitems (open items) on the bill.

Figure 481: Subitems - Invoice Display

You can use the invoicing function 'Subitems' to display the selected open items for infomation on the invoice. You can also define whether you want these subitems to be taken into account in the invoice balance.

Dependencies Note that the due date of the open items does not change even if you include the subitems in the invoice in the invoice balance and therefore possible print a new due date for the open items. This is not allowed in all countries.

Example You can print the last unpaid bill on the current bill for example. Subitems are open items that you want to print on the invoice. You can print the last unpaid bill on the current bill for example.

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■ The open items to be printed Subitems in Invoicing

mn

are selected in the table

2TL

IMG

Q'osAr 263S).

depends on the following: invoicing process, invoicing category, invoicing type, main transaction/subtransaction and the debit/credit indicator.

P

about the items selected is printed on the bill. They can be included in the (only items without a clearing restriction). ■ You can use a user-specific function module for to override the proposals created using posting area 2635. In the invoicing document, the subitems are assigned the item type

OHIST INV

The items selected for the invoice display are not changed, that is, they retain their posting attributes such as due data, payment block, and so on. Figure 482: Subitems - Customizing

You can select the open items for the invoice display in the implementation guide for contract accounts receivable and payable under the following menu path: Integration — > Invoicing in Contract Accounts Receivable and Payable Invoicing ► Invoicing Processes > Additional Functions > Define Item Selection (Subitems) for Invoice Display —*ÿ

—

—

—

You can use event 2635 to fine-tune the item selection. The items that were already posted before the invoicing are flagged as items with the invoicing item type OHIST IT in the invoicing document. The reference to these posting items in the invoicing document is carried out with reference document type OHIT for the final invoice amount-relevant items and OHIS for the items with open amounts that are not taked into account in the final invoice amount.

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IMG

B

£« fi<

a

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Maintain Selection of Subitems In Invoicing: Detail scr 0 ATOMIC* «4

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Selection of open items ' * = All items

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T Only Items for contracts to be Invoiced *2' Same as 1♦ Hems w/o contracts '9' No Hems, and so on

=

Ol Grace Days

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r«t*-RMwnt

Grace days for due date

Defer Items

Defer Items

Inv.TII-Rclevant

Include In final Invoice

amount

&

Oe«fS*m*

Figure 483: Subitems - Item Selection

The selection rule (field Selection of Open Items) controls which open items should be included in the invoicing document as subitems. The selection can be restricted to items with reference to the contracts that are involved in the invoicing. The Grace days is the number of days between the document date used in the invoicing process and the due date of an open item. It controls which open items that have already been posted should be included in the invoicing document.

Dependencies: If you specify a negative grace period, the system takes only items into account that have a due date that was reached since the number of days specified in the grace period (with regard to the document date of the invoice).

The function Consider Items In Invoice Final Amount specifies whether the open amount of the document item in the final invoice amount is taken into account/is to be taken into account. The function Defer Items until Invoice Due Date specifies that an open item that is to be taken into account in invoicing is to be deferred. The due date of the invoice is assigned as the deferral date. As a result, the subitems that are taken into account in the invoice (open document items that were already posted before the invoice was created) are regulated together with the other posting documents of this invoicing.

Dependencies: An open post is only deferred if it is also taken into account in the final invoice amount.

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mn

tnvoie#4711

Date 01A2J1099

1

!

Ill I i I I

IMG Clearing Control

'YiminrWinn

PrfM

Account maintenance:

tffiravnng itwwo amouH

Clearing the final invoice

Account Billing

amount with the next discount or other credit memos/receivables

1. Discount Other credlt/recelv.

Subitems


Please note that the Invoice

amount on 12/16/2001...

Figure 484: Clearing Control and Account Maintenance

You can use the Automatic Account Maintenance and Account Maintenance invoicing functions in the dialog to clear the document items posted in invoicing with the open items of the contract account. Example: You can use this function to clear the invoice amount with a payment on account or a bill credit with an open old receivable.

mn

IMG Integrated account maintenance means that document itei posted during invoicing can be cleared with other open items from the contract account. During this process, a

is posted.

The clearing document takes on the origin, document date and posting date from the invoice. ■ Items that were already posted before invoicing and cleared stored in the print document with the document line item ■ They can be included in the

n

i

are

mount

■ Irrespective of the the clearing document reversed using the FI-CA document reversal.

can be

Figure 485: Account Maintenance: Postings

Clearing postings are carried out during account maintenance: The system creates a clearing document.

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Dependencies: You can reverse the clearing document independently of the invoice reversal with the document reversal of contract accounts receivable and payable.

This posting document contains the reference document type OACM in the invoicing document. The calculated items that were already posted before the invoicing are flagged as items with the invoicing item type OACCTMNT in the invoicing document. These items can be taken into account in the final invoice amount. You can check the item clearing in the account balance display. Account Maintenance: Customizing

mn

• •

• •

Open items are selected for clearing analysis in the table Item selection for account maintenance. This is carried out depending on the invoicing process, invoicing type, invoicing category, main transaction and subtransaction and the debit/credit indicator of the invoicing unit. You can use event 2630 to override the proposal offered. Caution: Open item selection only determines whether they are included in the clearing analysis The actual decision whether the items are (partially) cleared is made based on the clearing control that is allocated to the clearing type.

You can select the open items for the comparison analysis in the implementation guide for contract accounts receivable and payable under the following menu path: Integration — * Invoicing in Contract Accounts Receivable and Payable * Invoicing > Invoicing Processes > Additional Functions > Define Item Selection for Account Maintenance

—

—

—

—

You can use event 2630 to fine-tune the item selection. This selection determines whether the open items are included in the clearing analysis. The decision about whether the items are actually cleared or partially cleared is made in the clearing control configuration.

Recommendation: To guarantee the consistency of the bill display, the selected open items should form a partial quantity of the selected sub-items for account maintenance. This is because the items selected using tables for account maintenance are only displayed in the bill if they have already been (partially) cleared.

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IMG

ID Posting

areaarea

P 2630

Public Administration Item Selection for Account Maintenance in Invoicing

Account determination

{invoicing Pr jot Sel ection

}QI Grace D

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11

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Selection of open items All items in the contract account (both with and without a contract

Ol selection

=

reference)

1 2 3 9

- Only items with reference to contracts for the invoicing unit = Same as '1' , but with items without a contract reference

= Only the open items entered in current invoicing

- No item selection

Grace days for due date

Ol Grace Days

= Do not include

Inv.Ttl-Relevant

1 = Only include the cleared subitem X = Include the entire document item

Reverse statistical items without a

Rev.Stal Items

follow-on

posting

Figure 486: Clearing Control and Account Maintenance

mn

In invoicing, the interest is calculated for outstanding, open receivables and cash security deposits for the contract account. ■ During this

process, interest documents with origin

are created in

invoicing. ■ The posting documents transfer the invoice's posting date, document date and due date. ■

In the print document, the interest receivables and the interest information are stored as invoice print lines with a separate )• or document line type (

■ The interest documents can be cleared within account maintenance in

invoicing. ■ Irrespective of the invoice reversal, the interest documents can be reversed using the document reversal for contract accounts receivable ). and payable (

Figure 487: Interest Calculation

The invoicing function Calculate Interest on Overdue Receivables means that interest for open and overdue items of contract accounts receivable and payable is calculated with the invoicing run.

If interest if charged for overdue items, they are then cleared with billing documents and other open items of contract accounts receivable and payable and the invoice is transferred.

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So that you can cany out the invoicing function 'Calculate Interest on Overdue Receivables', you must make settings in the system so that an interest key can be found.

You can calculate the interest for an overdue receivable when an invoicing process is carried out in which the 'Calculate Interest on Overdue Receivables' function is available and all document items for this receivable contain an interest key. Calculating the interest before the invoicing of cleared receivables is not supported. The invoicing function Calculate Interest on Cash Security Deposits means that interest is calculated for open and cash security deposit payments for the contract account with the invoicing run.

You can make relevant system settings for cash security deposits so that you can treat interests for cash security deposit payments that still contain clearing restriction 2 as a cash security deposit increase. In this case, these interests are also posted with clearing restriction 2. As a result, the interest on cash security deposits calculated in invoicing cannot be cleared. However, the interest on cash security deposits is visible immediately in the account display. SAP Customizing Implementation Guide: Financial Accounting — > Contract Accounts Receivable and Payable > Integration Invoicing in Contract Accounts Receivable and Payable — > Invoicing — > Invoicing Processes — > Additional Functions » Define Item Selection for Calculation of Interest on Open Items or ... > Define Item Selection for Calculation of Interest on Cash Security Deposits

—

—

—*ÿ

—

In invoicing, the dunning procedure can be used for due, open items for the contract account.

PD ■

A dunning proposal is created.

■

The identification characteristic for the dunning history remains empty.

■

The dunning counter is defined in the invoicing document header.

■

The invoicing document date is used as the print date for the dunning history.

■

The associated dunning text must be taken into account when you create the billing form.

Figure 488: Dunning

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You can use the invoicing function 'Dunning Proposal' to create a dunning proposal for all due open items of the contract account. The 'Dunning Proposal' function is processed in invoicing after an integrated account maintenance to take into account possible clearings of due open items. The due items are grouped for the dunning. A dunning proposal must have been created successfully so that a corresponding dunning text can be printed during the creation of the billing fonn.

A dunning counter is updated in the invoicing document header for this. The dunning counter enables you to distinguish between the dunnings of a business partner within a dunning ran. The dunnings are numbered consecutively starting with 1.

You can use the 'Dunning Proposal' function to post the dunning charges. The identification characteristic is used to distinguish between program runs with the same execution date. If you do not create a dunning history using a dunning run, rather using invoicing or by migrating dunning data, for example, the identification characteristic does not have a value.

m

Statistical items in the contract account can be debited during

invoicing. ■ During this process, a debit entry document is created for the invoicing origin. ■ The posting document transfers the invoice's posting date, document date and due date.

■ The debit entry clears the statistical items. ■ The invoice print lines for the document line type detailed information about the debit entry items.

contains

■ You can select the statistical items to be debited.

Figure 489: Debit Entry for Statistical Items

The invoicing function 'Debit Entry for Statistical Documents' means that documents that have been posted 'statistically' are posted in actual receivables during invoicing. This function corresponds to a transfer posting with a change of the statistical indicator.

You can select the statistical items that are to be entered as debit in Customizing under SAP Customizing Implementation Guide: Financial Accounting > Contract Accounts Receivable and Payable — > Integration — > Invoicing in Contract Accounts Receivable and Payable > Invoicing > Invoicing Processes > Additional Functions * Define Item Selection for Debit Entry of Statistical Documents by selecting the De field (debit entry) for the bill printout.

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You can find the debit entry transactions in Customizing for financial accounting under Contract Accounts Receivable and Payable > Basic Functions * Postings and Documents » Document * Define Account Assignments for Automatic Postings — * Define Account Assignments for Down Payments and Charges

—

—

—

—

For the debit enries, you must set account determination in Customizing for financial accounting under Contract Accounts Receivable and Payable —> Basic Functions — > Postings and Documents — ► Document — > Define Account Assignments for Automatic Postings > Automatica G/L Account Determination — » Define Accounts for Charges Receivable Revenue

—

PD

The "Charges and Discounts" function allows you to make charges and to grant discounts in invoicing. Using a base amount, you car calculate scaled percentage charges and • discounts, or minimum charges and discounts, ora maximum

combination of fixed and percentage charges and discounts. ■

The charges or discounts are posted in contract accounts receivable and payable and are displayed in the invoice.

■ For these posting documents, the reference document

types OCHG or

GDIS are used in the invoicing document.

« In the invoicing document, the charges or discount items are flagged as items with the invoicing Item type QCHARGE or GDISCNT. These Items pan be included in the final invoice amount. Figure 490: Charges and Discounts

The function Charges and Discounts allows you to make charges and to grant discounts in invoicing. It enables you to calculate charges and discounts on a base amount and to post them in contract accounts receivable and payable. Using a base amount, you can calculate scaled percentage charges and discounts, maximum or minimum charges and discounts, or a combination of fixed and percentage charges and discounts.

The charges or discounts are posted in contract accounts receivable and payable and are displayed in the invoice.

For these posting documents, the reference document types OCHG or ODIS are used in the invoicing document.

In the invoicing document, the charge and discount items have type of invoicing item OCHARGEor ODISCNT. These items can be taken into account in the final invoice amount. There is an optional history management for the business partner items that have been included in the calculation of the base amount. Several charges and discounts can be posted in one invoicing.

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IMG

M Charges and discounts can be

*

€

as follows:

€

Fixed Amount

Percentage of the Dunning Balance

€

€

Staggered Amounts

Percentage with Upper/Lower Limits

Figure 491: Charge and Discount Key

Define the calcualtion rules for the charges and discounts under Charge and Discount Key.

You can assign the charge and discount keys to the invoicing process in the implementation guide for contract accounts receivable and payable under the following menu path: Integration ► Invoicing in Contract Accounts Receivable and Payable > Invoicing ► Invoicing Processes —* Additional Functions > Assign Charge and Discount Keys

—

—

—

—

If the base amount for detennining the charges and discounts is calulated form the amounts of the open items, you can select the items in the implementation guide for contract accounts receivable and payable under the following menu path: Integration * Invoicing in Contract Accounts Receivable and Payable > Invoicing ► Invoicing Processes —* Additional Functions —* Define Item Selection for Determination of Base Amount for Charge/Discount

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—

—

In addition, you can implement an alternative base amount determination in a customer module.

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Lesson Summary You should now be able to: • Invoice billing documents • Invoice SD documents • Explain the meaning and purpose of collective invoices • Explain the process steps of a collective invoice • Explain the additional invoicing functions • Explain account determination for invoicing in FI-CA

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Lesson: Invoice Reversal

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Lesson: Invoice Reversal Lesson Overview This lesson will give you an overview of the invoice reversal functions in the PSCD solution.

M


Explain the options for reversing invoicing documents

Business Example

m

Individual processing transactions that reverse Invoices for a business partner or contract account:

■ Reverse invoices (individual reversal) (FKKINV_REV_S) Mass processing transactions that reverse invoices for a business partner or contract account interval:

■ Reverse invoices (mass reversal) (FKKINV_REV_M)

Mass processing reversal of invoices executed in parallel:

■ Invoice reversal (FKKINV_REV_MA; 2610) Figure 492: Reversal Transactions

You can reverse an invoicing document. When you do so, all the posting documents that were posted during the creation of this invoicing document are reversed and the invoiced source documents are flagged as 'not yet invoiced'. Then you can invoice these source documents again. Invoicing function: The function is mapped with the invoicing function Invoice reversal.

You can use the individual reversal and mass reversal functions to reverse the invoicing documents. You can select using the individual invoicing documents to be reversed or the reconciliation key. If you select using the reconciliation key, all the invoicing document belonging to the reconciliation key are reversed. If there is a mass reversal in parallel, parallel processing is carried out using the reconciliation key.

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When an invoicing document is reversed, several actions are carried out such as the following: •

• •

• •

A reversal (invoicing) document is created that is an exact copy of the invoicing document to be reversed. However, in the document header, it contains the number of the invoicing document to be reversed in the REVERSEDDOC field. The number of the reversal document is defined in the header of the reversed invoicing document in the REVERSALDOCfield. In the reference table DFKKINVDOC S of the invoicing document to be revered, the number of the reversal document is defined in the field REVERSALDOC. The PSCD posting documents that were posted during the creation of the invoicing document to be reversed are reversed (with document source 78). An invoicing order DFKKINV_TRIG is created for a new invoicing for each source document. IMG

mn ■ For individual

processing and mass processing (together), you determine whether:

4 The reversal date should be adjusted if the posting period is already closed ♦ A print document should be created during the reversal ♦ For a clearing reset, a new open item should be created or the amount should be posted to a clarification account

■ For individual

processing and

mass processing (separately), you determine whether:

4 Within the reversal, a clearing reset or a partial clearing of an item that was created in the invoicing document to be reversed should be permitted 4 The clearing reset must be confirmed in dialog, if necessary

4 Collective invoicing documents must be reversed if they are cleared

4 Invoicing documents must be reversed, if they were included in a collective bill

§ÿ:

Figure 493: Reversal - System Settings

In the SAP Customizing Implementation Guide: Financial Accounting Contract Accounts Receivable and Payable * Integration * Invoicing in Contract Accounts Receivable and Payable > Invoicing Reversed > Basic Settings for Invoicing Reversal, you can define how you want the system to behave in various reversal situations for each application area and invoicing process.

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Lesson: Invoice Reversal

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Resetting Clearing

During the individual reversal, there are the following options for resetting clearing:

No clearing reset Automatic clearing reset Automatic clearing reset with partial reset Clearing reset online During the mass reversal, there are the following options for resetting clearing: -

-

-

No automatic clearing reset Automatic clearing reset Automatic clearing reset with partial reset

During the control of the clearing reset, you have the following options: • •

•

•

No clearing reset'. The invoicing documents are not reversed. The system writes an error message in the reversal log. Automatic clearing reset (without dialog), however no partial clearing reset. The clearing reset for settlement payments for the invoicing document to be reversed are only posted by the individual invoicing reversal if there are no other documents (receivables) that are cleared by these payments simultaneously. If additional documents are cleared with the invoicing document, the reversal is terminated and the system writes an error message in the reversal log. Automatic clearing reset and partial clearing reset (both without dialog)'. The clearing reset is carried out for the items of the settlement payment items that have cleared the invoicing document to be reversed. The individual invoicing reversal also behaves like this if the invoicing document is cleared together with other documents (receivables). Clearing reset in dialog: The individual invoicing reversal displays a dialog box and prompts the user to confirm that they want to post a clearing reset.

For collective bills, you can define whether the reversal can be carried out, even if the collective bill has already been cleared. For invoicing documents that refer to other documents (individual bills to collective bills), you can define whether a reversal is allowed if the collective bill has already been created.

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Lesson Summary You should now be able to: • Explain the options for reversing invoicing documents

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Lesson: Invoice Printout

IPS510

Lesson: Invoice Printout Lesson Overview This lesson will give you an overview of the invoice printout function in the PSCD solution.

M


Explain the two rounding types in invoicing Explain the determination of the payment methods in invoicing Explain the term "final invoice amount"

Business Example

M

There are two rounding types within invoicing:

1. Currency-specific rounding

_

2. Invoice rounding

_

Billing amount 155.43 SFR

- 155.40 SFR Items:

MAR/10/02155.43 SFR

One rounding per bill

MAR/10/02 0.03 -SFR

Figure 494: Currency-Specific Rounding

Invoicing supports currency-specific rounding and invoice rounding.

You can define the rounding rules in Customizing for Financial Accounting under Contract Accounts Receivable and Payable -> Basic Functions -> Postings and Documents -> Basic Settings -> Define Rounding Rides for Currencies.

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Currency-specific rounding: • • • • •

Is required in some countries due to the currency used in payment transactions (for example, 5 rappen rounding in Switzerland) Is carried out at posting document or posting item level Is carried out once for each invoice Is displayed in the account and on the invoice Is carried out according to the rounding rules defined in contract accounts receivable and payable

In the invoicing document, rounding information is flagged with the type of the invoicing item OROUNDCU (currency rounding for the posting document) and ORND NEW and ORND OLD (rounding of the current final invoice amount/rounding amount from previous invoices). The rounding function is mapped using the invoicing functions Rounding per Posting Document (RND POST DOC) or Rounding per Invoicing Document (RNDINVDOC).

mn

There are two rounding types within invoicing: 1. Currency-specific rounding

2. Invoice rounding ln«>K« Min

Billing amount 480.61 USD

R*c

£.041

Rttbl*

(urWOfl

Mat Ci Tin WrfleCrtT

- 480.00 USD

Mwv* round Bonn

Credit Rooodmg Of* Credit amount metnoo

k

1,8» round w

Items: MAR/10/02 480.61 USD

•> WTfOrVWO*

MAR/10/02 0.61 -USD Rounding carried forward to next bill

Figure 495: Invoice Rounding

You can use the "Rounding of Final Invoice Amount" invoicing function to round according to the invoice rounding settings you have selected. You can choose whether you want the rounding amount to be written off or to be left in the contract account and taken into account during the next invoicing session.

If you want a rounding amount to remain in the contract account, the corresponding posting item has clearing restriction I. This clearing restriction means that the items cannot be processed until the next invoicing of the affected contract account

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(that means no clearing, no dunning and no interest calculation). In the next invoice, the clearing restriction is removed from the rounding item and the rounding amount is taken into account in the final invoice amount for this invoice.

In addition to the rounding rules, you can define the minimum amounts for the bill receivable and bill credit for the bill payment. If this minimum amount is not reached, the calculation amount is rounded to zero and the difference amount is either written off as a small difference or taken into account in the next calculation. In addition, you can set that if there is a zero rounding in the invoice, all open items contained in the final invoice amount and the rounding items are cleared against each other in a clearing document. In the invoicing document, the items that are created during the invoicing function are flagged with invoicing item type 0RND_NEW. The rounding item triggered from the previous invoice is flagged with invoicing item type ORNDOLD. If the rounding amount is written off as a small difference, the corresponding item in the invoicing document is flagged with invoicing item type ORND TOL. If the rounding difference for each invoicing document is flagged for the next calculation, the rounding key must be assigned to one of the invoicing processes and the invoicing function must not be activated in this process.

You can maintain the calculation rounding rules in Customizing: SAP Customizing Implementation Guide: Accounting —> Contract Accounts Receivable and Payable ► Integration *• Invoicing in Contract Accounts Receivable and Payable > Invoicing — > Invoicing Processes — > Define Key for Invoice Rounding

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The final invoice amount is the sum of all invoicing document item amounts that are flagged as relevant for the final invoice amount.

Determination of the final invoice amount when invoicing billing documents: Net amounts from billing + Tax amount from the subtotal line - Clearings from account maintenance + Subitems if they are relevant for the final invoice amount

y\r*.

Figure 496: Determining Final Invoice Amount

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The final invoice amount is the total of the amounts of all invoicing document items that are flagged as relevant for the final invoice amount (that is, the TOTALREL indicator is set for these document items).

In the standard system, the amounts of all posting-relevant billing document items are relevant for the final amount. In addition, for certain additional functions, the you can define that they are relevant for the final amount during the item selection (see below).

mu

Subitems _l

TE529 lnvoic*aT11

Dalt;

JAHO209

Selection of Items in Invoicing Items selected using: Clearing type, clearing category, main transaction/subtransaction and interval

Alternative 2 ♦/- 343.58

We wish to inform you that the invoice issued to you on JAN/04/2001 is still S343.58 is now due

Alternative 1

Include subitems (open items) in the balance.


Figure 497: Determining Final Invoice Amount

Due date determination

mu

• • • • •

The due date of the bill is based on the general elements of due date determination Final bill amount (credit/receivable) forms the basis for due date determination The due date is determined in the event Document: Determine due date from payment condition (1330) using the payment condition The bill due date is defined in all business partner items from the posting documents that have just been created and in the invoicing document header. Event 2640 can be used for customer-specific adjustments.

Invoicing for determining the due date processes event 1330 of contract accounts receivable and payable by default. The due date determined in event 1330 and the cash discount due date with the corresponding cash discount percentage rate if necessary are transferred as the bill due date to all posting items that have just been created for the invoicing document and to the invoicing document header. At event 1330, the final invoice amount is not yet known.

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In addition, event 2640 is available for invoicing. After the final invoice amount has been determined (after an integrated account maintenance and subitems have been created), you can use this event to check the bill due date originally determined in event 1330 and change it if necessary. Determination of Incoming Payment Method Contract Account Incoming Payment Method D Direct Debit C Credit Card

Check Lower Amount Limit

Event 2641

Check Incoming Payment Blocks

Figure 498: Payment Method Determination - Incoming Payment Method

You can use the payment method determination invoicing function to determine a payment method according to the specifications in the contract account. The payment method determination invoicing function supports a payment method detennination based on the final invoice amount. If the final bill amount represents a receivable, invoicing tries to determine an incoming payment method. The customer payment method defined in the contract account, the amount limits defined in Customizing and possible the incoming payment blocks maintained in the contract account influence the determination of the suitable payment method.

An incoming payment block ensures that a direct debit payer is treated as a cash payer - i.e. a payment method is not determined. The determined payment method is transferred to the invoicing document header.

The invoicing posting documents, however, do not have a payment method so that they can be regulated together in a payment run with other open items for the contract account. The items are interpreted by the payment run.

In addition, event 2641 enables you to determine the payment method for a specific industry or customer and, if necessary, to set a payment method at business partner item level. You can also exclude the final invoice amount from the payment until the next invoice.

2011


659


mu

Determination of the Outgoing Payment Method Contract Account Outgoing Payment Methods P Postal Transfer

CCheek

IPS510

IMG

Check Lower Amount Limit

Event 2641

Postmg Area 268

Check

P Priority 1 S Priority 2 U Priority 3

Outgoing Payment Blocks

Figure 499: Payment Method Determination - Outgoing Payment Method

If the final invoice amount is a credit, invoicing tries to determine an outgoing payment method. The required outgoing payment methods defined for the customer in the contract account, a prioritization of the outgoing payment methods to be used, amount limits from Customizing, and outgoing payment locks that can be set in the contract account influence the determination of the outgoing payment method. The payment method determined is transferred to the invoicing document header. However, the posting documents created during invoicing do not receive the payment method determined; this enables a common payment together with other open items for the contract account. The items are interpreted by the payment run.

If you want to use the payment method determination function, you must activate it in the relevant invoicing process and make the corresponding system settings for the automatic determination of the payment method in contract accounts receivable and payable.

In Customizing for invoicing in posting area 2685, you can define the priorities of the outgoing payment methods to be used for each company code (for example, postal transfer has a higher priority than check or bank transfer).

EZT

660


2011


IPS510

U

IMG Invoice 4711

Service

Dale: JAN/02/02

Device Tint Code

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Bill Receivable

283764159 4711

Smith. Peter

Figure 500: Payment Form Reference

The payment form invoicing function allows you to assign a payment form number. The payment form number is an internally assigned, unique number that can be allocated to a payment form and that cash payer can use to pay the bill.

This is defined in the invoicing document and can be printed on the invoice. During invoice correspondence, a payment form can be sent to the business partners that summarizes all the open items that are taken into account in the final invoice amount.

If payment is made using a payment fonn, these open items can be selected using the payment form number. To create a payment form in the invoice, you must activate this invoicing function in the invoicing process and activate the payment form detemrination in the implementation guide for contract accounts receivable and payable under the following path:

Integration — > Invoicing in Contract Accounts Receivable and Payable — Invoicing > Invoicing Processes *• Define Specifications for Payment Method/Payment Form Control

—

—

>

Here you can activate differentiated by the +/- sign of the invoice amount and the cash payer/direct debit payer criteria of the payer. The payment form number is allocated regardless of whether a payment form is created during bill printout.

2011


661 5ÿ


mn

IPS510

An invoicing block can be defined in the contract account by specifying a validity period and the reason for the invoicing block. ■

Invoices cannot be created during the time specified.

■

This is controlled by the Blocks field ( account.

) in the contract

Figure 501: Locks

662


2011


IPS510

M

Lesson Summary You should now be able to: • Explain the two rounding types in invoicing • Explain the determination of the payment methods in invoicing • Explain the term "final invoice amount"

2011


663


IPS510

Lesson: Invoicing Execution Lesson Overview This lesson will give you an overview of invoicing execution in the PSCD solution.

mn


Carry out the individual transaction and mass transaction for invoicing

Business Example

PD

Individual processing transactions that create invoices fora business partner or contract account:

■ Invoicing in contract accounts receivable and payable - individual creation (FKKINV_S) Mass processing transactions that creates invoices for a business partner or contract account interval:

■ Invoicing in contract accounts receivable and payable - mass creation (FKKINV_M)

■ Create collective bill - mass creation (FKKINV_COL_M) Mass processing transactions of invoices executed in parallel:

■ Invoicing (FKKINV_MA; 2600) Figure 502: Transactions for Creating the Invoice

You can find the invoicing transactions in the SAP menu under Contract Accounts Receivable and Payable -> Invoicing. The invoicing transactions for parallel processing use the function for the mass activity for contract accounts receivable and payable. The mass activity type is the key under which the type of a mass activity with the corresponding tax attributes is defined. In the IMG, you can find the settings for the different mass activities under the technical settings for contract accounts receivable and payable.

EZT

664


2011

Lesson: Invoicing Execution

IPS510

Overview of the invoicing transactions •

You must specify posting parameters for the invoicing transactions: Posting date Document date Reconciliation key (specification is only required for the single run, otherwise it is specified by the system) Invoicing transactions can be started as a simulation run The individual creation can be executed in expert mode During mass processing and parallel processing, a reconciliation key is created and closed at the end of the processing automatically. During mass processing and parallel processing, you can define the Validity Period End (time and date) and you can control the log output. You can supress the error messages. -

• • • •

You can execute invoicing transactions as individual creation, mass processing and parallel processing. In expert mode for the individual creation for invoices, the invoicing functions can be activated individually if this is allowed in Customizing.

2011


665


mn

IPS510

Lesson Summary You should now be able to: • Carry out the individual transaction and mass transaction for invoicing

666


2011

Lesson: Document Display and Monitoring

IPS510

Lesson: Document Display and Monitoring Lesson Overview This lesson will give you an overview of how to display documents in the PSCD solution.

Lesson Objectives After completing this lesson, you will be able to: Display billing documents and invoicing documents in the system

•

Business Example

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You can use the "Display Billing Document" transaction to display the related billing documents (based on the selections made). ja) aigiaal l?-i

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Figure 503: Displaying the Billing Document

You can use transaction 'Display Billing Document' to display the billing documents, their items, addditional items and the corresponding invoicing history based on selection specifications for example, business partner and contract account. You can find the transaction in the menu under: Contract Accounts Receivable and Payable Invoicing * Display > Document Display > FKKINVBILLDISP Billing Document

—

2011

—


—

667 ET


mn

IPS510

You can use the "Display Invoicing Document" transaction to display invoicing documents based on the selections made.

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Figure 504: Displaying the Invoicing Document

You can use transaction 'Display Invoicing Document' to display the invoicing documents, their items, addditional items and the corresponding posting documents based on selection specifications for example, business partner and contract account. You can find the transaction in the menu under: Contract Accounts Receivable and Payable Invoicing — > Display — > Document Display — » FKKINVDOCDISP - Invoicing Document You can also use event 1206 and function module FKK INV INVDOC DISP 1206 to include the function in the account balance.

You can use the transaction to Simulate invoices Display a preview of the invoice Call the optical archive

ET 668


2011

Lesson: Document Display and Monitoring

IPS510

mn

Lesson Summary You should now be able to: • Display billing documents and invoicing documents in the system

2011


669 ET


IPS510

Lesson: BW Integration Lesson Overview This lesson will give you an overview of BW Integration in the PSCD solution.

mu


Explain how invoicing document are extracted in BI (Business Intelligence)

Business Example

mu

The application provides the technical infrastructure for extracting billing information for Business Information Warehouse (BW) and monitoring the extraction process. The infrastructure supports the following steps: a tipi Jrders When invoice documents are created in FI-CA, orders for extracting invoice documents for BW are also created. P rocessing L

The process of extracting data for BW takes place after the invoice is created. The extraction process selects the selection orders and transfers the billing information to BW.

Monitoring Monitoring functions analyze the extraction orders.

Figure 505: Data Extraction for BW

670


2011

Lesson: BW Integration

IPS510

mn

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Billing

BW Extraction

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Figure 506: Extraction Process

When the invoice documents are created, an order for the extraction of the invoice documents for BW is created.

The extraction of the invoice documents is carried out as a separate process. The extraction process accesses the extraction order and writes the relevant data to the BW data structure.

Note: The extraction of the invoice document is not part of the standard functions. The extraction occurs using event 2710. In this event, the invoicing data is available and you can add additional data to it (for example, master data) for the extraction. The monitoring transactions support the extraction process and can be used for the simulation and analysis.

2011


671 ET


mn

r

BW Extraction Billing Process

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IPS510

3,

1

Billing Document

i

BW Tngger Inv. Ooc

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T

\ 2710 J

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BW Trigger Reconciliation

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Billing

If the extraction for a single invoice document is incorrect, a single document action is created.

_

The extraction process contains group selection orders and single selection orders.

Document Invoice Document

The billing process creates group extraction orders for each reconciliation key.

The extraction order is deleted after extraction.

Figure 507: Extraction Orders

The extraction order selects the invoice documents for the extraction to BW. There are two types of orders for the extraction: • •

Group extraction order (table DFKK1NV_BWTRIG) and Individual extraction order (table DFKKINV BWTRIGS).

Group extractions are created for each reconciliation key whereas individual extractions are created for each invoice document. If errors occur during the group extraction, an individual extraction order is created for each billing document. Note: An invoice document can either be in a group extraction order or in an individual extraction order.

672


2011

Lesson: BW Integration

IPS510

mn

Billing

Process

BW Extraction

Event 2710 must be filled using customer-specific extraction logic

InvoiceOocument

+

Event 2710

\ I

Integration

Payment

I

Into the BW sales statistics must be

I

Document

f-=i

activated.

Master Data

FKKINV BW EXTRflCTDO

The required data sources and the associated extraction structure is to be adjusted to your

TIT I

requirements.

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l

H

F

I I

Extract Structure
Delta Queue

Data Source
Figure 508: Execution and Requirements

Data source 0FC_INVDOC_00 (from SAP) can be used. You use extraction structure FKKINV BW EXTRACT00.

Hint: The individual extraction structure can only contain the fields of the SAP structure FKKINV BW EXTRACT00. If necessary, you can use the include to extend this structure. Execution and Requirements: • •

•

Assign the data source that you want to be used for the BW extraction. Activate the function Integration in BW Sales Statistics in the billing process. This ensures that the billing process creates group extraction orders (FKKINV_BWTRIG). To create extraction orders, you must carry out the following steps: -

Connect to a BW system Initialize the data sources

To extract the data, you must implement a customer-specific module in event 2710. The extraction process only takes into account orders with a reconciliation key that has been closed.

2011


673 ET


mn

IPS510

Lesson Summary You should now be able to: • Explain how invoicing document are extracted in BI (Business Intelligence)

674


2011

Lesson: CRM Integration

IPS510

Lesson: CRM Integration Lesson Overview This lesson will give you an overview of CRM integration in the PSCD solution.

m


Name the prerequisites for the integration of CRM documents in invoicing

Business Example SAP ERP Invoice in FI-CA

SAP BW

RM-CA

PSCD FI-CA

[fj Posting

Document

IB1-

Print Workbench

Invoice Printout

Figure 509: CRM Integration

CRM integration is a special case among the generic integration scenarios. The CRM system represents an external system that provides invoice documents.

2011


675


IPS510

Technical Settings: • •

•

676

The technical communication between SAP CRM and SAP ERP occurs using CRM Middleware. The master data replication between SAP CRM and SAP ERP must be activated. During the replication, the CRM business partner is replicated to the PSCD business partner and the CRM business agreement is replicated to the PSCD contract account. The CRM adapter BEM BEM UPLOAD INV SRV is used to transfer data from the CRM invoice to the ERP invoice.


2011

Lesson: CRM Integration

IPS510

mn

Lesson Summary You should now be able to: • Name the prerequisites for the integration of CRM documents in invoicing

2011


677 EF

Unit Summary

mu

EZT

678

IPS510

Unit Summary You should now be able to: Understand the concept of the Business Rules Framework • • Execute the billing run • Configure invoicing in FI-CA Use invoicing in FI-CA • • Understand the concept of the Business Rules Framework • Give an example for using the Business Rule Framework (BRF) in public sector billing • Explain the concept and function of public sector billing • Explain the advantages of generating billing documents Describe the components of the billing document • • Explain the mapping and the reasons for generating adjustment documents • Explain the invoicing process • Explain the basic terms in invoicing Name the functions in invoicing (for example, automatic account • maintenance and so on) • Explain the grouping characteristics of the billing document in invoicing • Explain the influencing factors and the process flow in the invoicing process • Select invoicing orders for invoicing or simulate an invoicing • Explain the derivation of the billing documents during the invoicing process Make Customizing settings for invoicing in Contract Accounts Receivable • and Payable Invoice billing documents • • Invoice SD documents • Explain the meaning and purpose of collective invoices • Explain the process steps of a collective invoice • Explain the additional invoicing functions • Explain account determination for invoicing in FI-CA • Explain the options for reversing invoicing documents • Explain the two rounding types in invoicing • Explain the determination of the payment methods in invoicing • Explain the term "final invoice amount" • Carry out the individual transaction and mass transaction for invoicing • Display billing documents and invoicing documents in the system • Explain how invoicing document are extracted in BI (Business Intelligence) • Name the prerequisites for the integration of CRM documents in invoicing


2011

Course Summary

IPS510

M

Course Summary You should now be able to: Create, display and maintain business partners, contract accounts and contract objects

Understand how to use the standard PSCD functions and other public sector accounting activities (Manually) post and clear open items Configure Customizing parameters for the key processes Enter installment plans (deferrals), payment lots and returns lots and to update the general ledger Carry out periodic processing and closing operations Create invoices Explain the integration with other SAP applications

2011


679

Course Summary

680

IPS510


2011

Feedback SAP AG has made every effort in the preparation of this course to ensure the accuracy and completeness of the materials. If you have any corrections or suggestions for improvement, please record them in the appropriate place in the course evaluation.

2011


681 5ÿ

IPS510.pdf

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