SAP ECC 6.00 November 2007 English
U60: Revenue Management – Contract Accounting Financial Processing Business Process Procedure
SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany
SAP Best Practices
U60: RM-CA Financial Processing - BPP
Copyright © Copyright 2007 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, and Informix are trademarks or registered trademarks of IBM Corporation. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. MaxDB is a trademark of MySQL AB, Sweden. SAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.
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Contents RM-CA Financial Processing ........................................................................................................... 6 1
Purpose ................................................................................................................................... 6
2
Customer Financial Management ............................................................................................. 6
3
Prerequisites ............................................................................................................................ 6
4
Payment Processing – Scenario ............................................................................................... 7
5
6
7
8
9
4.1
Requirements/Expectations/Assumptions .......................................................................... 7
4.2
General Explanations ........................................................................................................ 7
4.3
Process ............................................................................................................................. 8
4.4
Scenario.......................................................................................................................... 10
Returns Processing – Scenario .............................................................................................. 20 5.1
Requirements/Expectations/Assumptions ........................................................................ 20
5.2
General Explanations ...................................................................................................... 20
5.3
Process ........................................................................................................................... 21
5.4
Scenario.......................................................................................................................... 23
Security Deposit Management - Scenario ............................................................................... 26 6.1
Requirements/Expectations/Assumptions ........................................................................ 26
6.2
General Explanations ...................................................................................................... 26
6.3
Process ........................................................................................................................... 27
6.4
Scenario.......................................................................................................................... 29
Refunds - Scenario................................................................................................................. 33 7.1
Requirements/Expectations/Assumptions ........................................................................ 33
7.2
General Explanations ...................................................................................................... 33
7.3
Process ........................................................................................................................... 34
7.4
Scenario.......................................................................................................................... 36
Dunning - Scenario................................................................................................................. 45 8.1
Requirements/Expectations/Assumptions ........................................................................ 45
8.2
General Explanations ...................................................................................................... 45
8.3
Process ........................................................................................................................... 49
8.4
Scenario.......................................................................................................................... 51
Calculating Customer Creditworthiness Scenario.................................................................... 54 9.1
Requirements/Expectations/Assumptions ........................................................................ 54
9.2
General Explanations ...................................................................................................... 54
9.3
Explanations.................................................................................................................... 55
9.4
Explanation of Functions and Events ............................................................................... 55
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9.5
Process ........................................................................................................................... 56
9.6
Scenario.......................................................................................................................... 58
10
Miscellaneous Document Posting - Scenario....................................................................... 59
10.1
Requirements/Expectations/Assumptions..................................................................... 59
10.2
General Explanations................................................................................................... 59
10.3
Process ....................................................................................................................... 60
11
Write-offs - Scenario ........................................................................................................... 61
11.1
Requirements/Expectations/Assumptions..................................................................... 61
11.2
General Explanations................................................................................................... 61
11.3
Process ....................................................................................................................... 62
11.4
Scenario ...................................................................................................................... 64
12
Reconciliation and Closing - Scenario ................................................................................. 68
12.1
Daily Reconciliation...................................................................................................... 68
12.2
Requirements/Expectations/Assumptions..................................................................... 68
12.3
General Explanations................................................................................................... 68
12.4
Process ....................................................................................................................... 70
12.5
Scenario ...................................................................................................................... 72
13
Appendix A : Menu Map with Transaction Codes................................................................. 81
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RM-CA Financial Processing 1
Purpose
This business process procedure is used to test the listed processes below for Revenue Management – Contract Accounting after the completion of the configuration and the creating of the master data.
2
Customer Financial Management
This scenario document describes the Contract Accounts Receivable and Payable (RM-CA) portion of the product. It contains financial transactions and processes inherent to a telecommunications company. Revenue Management -Contract Accounting, a sub-ledger accounting system, interfaces with Financial Accounting (FI) to properly record the transactions occurring at the customer (Business partner) level. FI-CA supports the following financial processes:
3
•
Payment Processing
•
Processing of Returns
•
Security Deposit Management
•
Refunds
•
Dunning
•
Calculation of Customer Credit Worthiness
•
Miscellaneous Document Posting
•
Reconciliation and Closing
•
Write-off
•
Reconciliation and Closing
Prerequisites
You have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario:
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Payment Processing – Scenario
4.1 Requirements/Expectations/Assumptions The payment function provides ability to process: •
Payments at the cash desk
•
Batch payment processes
•
Lock-box payments
•
Direct debit process
4.2 General Explanations The payment function provides the ability to process walk-in payments, lock-box payments, batches of payments and direct debit transfers. The payment methods supported include cash, check, money order, and direct debit payments. Direct debit payments represent the contract accounts that allow directly draft the amount of the invoice from a customer-selected bank account. Assumptions: •
The billing requires one company code.
•
The company code for the telecommunications is collecting payments.
•
The company is depositing all payments in one bank.
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4.3 Process 4.3.1 Process Flow
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4.3.2 Process Overview Table Role
Transaction Code
Expected Results
Miscellaneous Document Posting
Accounts Receivable Clerk
FPE1
A document has been generated, and you can view Account Balance FPL9
4.4.2
Payments at Cash Desk
Accounts Receivable Clerk
FPCD
The system generates a document number
4.4.3
Account Display
Accounts Receivable Clerk
FPL9
4.4.4
Batch Payment
Accounts Receivable Clerk
FP05
4.4.5
Display Document
Accounts Receivable Clerk
FPE3
4.4.6
Account Display
Accounts Receivable Clerk
FPL9
4.4.7
Clarification Process
Accounts Receivable Clerk
FPCPL
4.4.8
Direct Payment Run
Accounts Receivable Clerk
FPY1
Step
Step Name
4.4.1
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External Process Reference
Business Condition
The system generates a document number
If you don't get any output it means your posting entries are correct and nothing needs to corrected
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4.4 Scenario 4.4.1 Miscellaneous Document Posting Use This activity creates additional receivable item for a business partner. It can also be used to create open items for a business partner for testing.
For more information on the Reconciliation Key, refer to section 12.5 Creation of Reconciliation Keys.
Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable → Document → Post
Transaction code
FPE1
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Document Processing Post Document RM-CA - Miscellaneous
2. On the ‘Post Document: Enter items’ screen, make the following entries: Field name
Description
User action and values
Document Date
Defaults to current date
Posting Date
Defaults to current date
Document Type
Default AB
Currency
USD
Reconcilation Key
310807BS01
Company Code
BP01 Hit enter to get to next screen
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Comment
Confirm the message Reconcil. Key xxxxx does not exist ,want to
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Field name
U60: RM-CA Financial Processing - BPP
Description
User action and values
Comment create.
Business Partner
1
Main
6000
Sub
0020
0020 is for debits and 0010 for credits
Amount
1000
Enter amount
Business Partner
Enter business partner
Company Code
BP01
Contract Account
Enter contact Account
Main
6000
Sub
0020
0020 is for debits and 0010 for credits
Amount
1000
Enter Amount
Use F4 to select ,based on business partner
3. Choose Save.
Results A document has been generated, and you can view Account Balance FPL9.
4.4.2 Payments at Cash Desk Use The cash desk process provided by the system allows customers to make payments using cash, check, or money order. The payments are applied to the customers account (Contract account) in real time and may be allocated automatically or manually to the customer’s outstanding items. The system prompts the cashier to print a receipt for the payment amount received. The system also displays the amount of change owed to the customer if they paid by cash. The cash desk process requires establishment of a reconciliation key for balancing receipts accepted each day. To reduce the number of keys created each day, multiple cashiers can share this reconciliation key. In addition to the reconciliation key, each cashier must have at least one lot that is uniquely assigned to each respective cashier. Any differences discovered during the balancing process will require debiting or crediting the over/short account directly.
Repeat these steps for check payments and credit card payments.
Procedure 1. Access the transaction using one of the following navigation options:
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Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access → Telecommunications → Contract Accounts Receivable and Payable → Payments → Payment at the Cash Desk
Transaction code
FPCD
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA the Cash Desk
Payments
Post Payment At
2. On the ‘Post Payment In ‘screen, make the following entries:
Field name
User action and values
Comment
Company code
BP01
Document date
Current date
System defaults to current date
Posting date
Current date
System defaults current date
Reconciliation key
071007SJC01
MM=Month DD=Day YY=Year XXX = Initials of person creating key SS = Sequence number if more than one key is required per day
Currency
USD
Business partner
1
Required field
Contract account
Use F4 to choose based on business partner
Enter
Select the enter key to bring in Partner Information
Cash payment amount
50.00
Inc Cash Pymt
Check
2. Choose Lot management on the top of the ‘Post Payment In ‘screen 3. Choose the Lot in the ‘Lot management’ screen and choose continue. 4. Enter 50 in the Summary Payment Amount field. 5. Choose Select Items button at the top of the screen.
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6. In ‘Select Items: Process Open Items’ screen, double click on the gross amount in the first line. 7. The Gross Clearing field becomes changeable. Change the original amount to amount 50. 8. Choose Enter. 9. Choose Back. 10. Choose Post. The message ‘The payment posted under number 00010000000X’ displays in the screen below. 11. Choose No on the Receipt Print screen. Back.
12. Choose
If you want to reverse the document, you can go to Environment->Reverse Payment Document. It will display the document you created today. Select that you want to reverse, and choose Save.
Result The system generates a document number. Make a note of the document number: __________ To verify the balance for the business partner and contract accounts, run transaction FPL9.
4.4.3 Account Display Use This step is to display business partner’s amount and open items.
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access → Telecommunications → Contract Accounts Receivable and Payable → Account → Account Balance
Transaction code
FPL9
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Account Balance
Credit Management
Display
2. On the ‘Account Display: Initscrn’ Screen, make the following entry:
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Business partn.
1
List Type
ALL All Items
3. Choose Enter. 4. On the ‘Account Display: Basic List’ screen, you will see the contract partner .and amount still open. 5. Double click the line item. You will see the detailed information, like Credits/Receivable ,pmtOnAcct etc. You can also click them to find the corresponding item.
4.4.4 Batch Payment Use The batch payment process handles payments received via mail or other processes delivering multiple payments. The process allows the user to key multiple accounts and amounts under one lot (reconciliation key) and post multiple payments in a single batch. The system captures the number of items entered and the total amount to be credited. The system prevents posting if the totals do not match. Any number of batches can be created and each batch can contain as many transactions as is convenient.
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications → Contract Accounts Payable and Receivable → Payments → Payment Lot
Transaction code
FP05
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Payment Lot
Payment
Process
2. On the ‘Payment Lot: Initial’ Screen, make the following entries: Field name
User action and values
Comment
Lot
071007sjc02
Choose create
Currency
USD
Company code
BP01
Value date
Current date
Line layout
SAP Choose New item
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Field name
User action and values
Comment
Payment amount
100.00
Item 1
Selection Value 1
See step 4.4
Sold to party
See step 4.4
3. Choose
Save.
4. Choose Back on the ‘Payment Lot’ screen twice to go to the Initial Screen. 5. Choose Close at the top of the ‘Payment Lot : Initial Screen’. 6. Confirm the message, All Payments entered in Full? With YES 7. Choose Post ,on the ‘Schedule Job’ screen, and choose Background –Start Immdeidate. 8. A message ‘Posting run is complete, check status’ reminds you that the process is complete. 9. If there is a error, it will display in Status. For example, ‘Postings made, postprocessing is required’. 10. Choose List to see the detail and correct the error. Then choose postprocess.
Result If the system does not generate errors, the clarification process is not required and the status is complete. The system generates a document number. Make a note of the document number here: __________ When you display the account balance, you will see the line item detail.
4.4.5 Display Document Use The activity is used to display document
Procedure 1.
Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access → Telecommunications →Contract Accounts Payable and Receivable → Document → Display Allocation
Transaction code
FPE3
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role
Accounts Receivable For RM-CA
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Document Processing
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U60: RM-CA Financial Processing - BPP Display Document
2. Use F4 in the Document Number field. On the ‘Display Document : Initial’ Screen, enter the document No. 3. Choose Enter. 4. On the ‘Display Document : Overview’ screen, you will see the detailed information.
4.4.6 Account Display Use This step is to display business partner’s amount and open items.
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access → Telecommunications → Contract Accounts Receivable and Payable → Account → Account Balance
Transaction code
FPL9
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Account Balance
Credit Management
Display
2. On the ‘Account Display: Initscrn’ screen, make the following entry: Business partn.
1
List Type
ALL All Items
3. Choose Enter. 4. On the ‘Account Display: Basic List’ screen, you will see the contract partner, and the amount still open. 5. You will see the PmtOnAcct we just posted in step 4.4.4. Double click the line item to see the detailed information, like other credits/Receivable ,pmtOnAcct etc. You can also click on them to find the corresponding item.
4.4.7 Clarification Process Use
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The batch process does not validate individual contract account numbers as the transactions are entered. This means it is possible for the user to enter invalid contract accounts. The system validates accounts when the batch is posted. If an error is detected, the batch posting screen display as a message indicating that further processing is required to complete the batch. The system moves the effected amount to the clarification process for correction. This process can be accessed directly from the batch posting screen or it can be accessed through a separate transaction path.
This step is not needed if no errors occur during the batch processing.
Procedure 1.
Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access → Telecommunications →Contract Accounts Payable and Receivable → Payments → Clarification Activities →Payment Assignment
Transaction code
FPCPL
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Processing: Pmnt Lot
Payment
Clarification
2. In the Lot field, enter the lot number you entered in step 4.4.4 or select from the drop down, and then choose Execute 3. If there are any errors, choose Clarify and make necessary corrections. 4. If you made some change, choose 5. Choose
Save.
Back.
Result When the corrections are made, the status is completed and you will no longer be able to view anything in the post-process list. If you don't get any output, then it means that your posting entries are correct and nothing needs to be corrected. To check that the document has been updated to the account, use transaction code FPL9 to view the Account balance for the business partner and contract.
4.4.8 Direct Payment Run Use This feature offers customers the convenience of having their bank accounts automatically drafted for the amount of the monthly invoice. This process involves the generation of a file for delivery to
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the selected house bank of customers who have selected this option. The house bank in turn contacts the customer’s bank to request a transfer of the invoiced amount to the utilities account. The system has several screens where the customer information is captured to produce the standard files required for this transaction. The screens may require some customization to meet the requirements of the selected house bank. The file is created as a part of transaction FPY1 and the transaction is scheduled to run three days before the past due date of the account. Customers enroll in the program by providing the with their account number and ABA number. In addition, the contract account to be drafted must be cross-referenced to the business partner and have a debit incoming payment method.
Prerequisites The system provides a standard open interface (IMG: Financial Accounting →Contracts Accounts Receivable and Payable →Program Enhancements →Define Payment Medium Format) to create files for use by the house bank to complete the draft process. The transaction clears the contract account uses the configured data medium program to create the required file. The data medium must be customized to meet the requirements of the bank chosen by the client.
Procedure 1. Access the transaction using the one of the navigation option: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access Telecommunications Contract Accounts Receivable and Payable Periodic Processing For Contract Accounts Payment Run
Transaction code
FPY1
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Debit Memo Run
Payment
Payment Run /
2. On the ‘Payment Run / Debit Memo’ screen, make the following entries: Field name
Description
User action and values
Comment
Date ID
Current day
MMDDYYYY
Identification
PAY01
3. Choose Enter. 4. Choose the General Selections tab. 5. Make the following entries:
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Field name
U60: RM-CA Financial Processing - BPP
Description
User action and values
Comment
Selection criteria
Open Items
Business partner
Company code
BP01
Payment Method
D
Due date
From a week before to today
Reconciliation key
07010PAY01
Only needed if not defaulted
Type of Run: Simulation run
Check
First run should check it
6. Choose the Bank Selection tab. 7. Make the following entries: Field name
Description
User action and values
Paying company
BP01
Payment method
D
Currency
USD
House bank
BANK1
Account id
ACT01
Comment
8. Choose the Technical Settings tab. 9. Make the following entries: Field name
Description
User action and values
Target computer
Comment Optional
10. Choose payment list from Environment on the top of the screen 11. On the List of Payment Data (Standard ALV with Logical Database) screen, choose Execute 12. On the List of Payment Data (Standard ALV with Logical Database) screen , the documents are displayed. 13. Double click the documents you want to process 14. On the screen Display Document : Item, go to menu ->Document ,choose Display_> Change 15. On the screen Change Document : Item ,choose payt data tab ,and change the payment method from blank to “C” for outgoing payment 16. Choose save . 17. Then choose Back third times, 18. On the screen ‘Payment Run / Debit Memo’ deselect the simulation run flag, and choose Save.
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19. A message ‘Payment data from the simulation run is lost when saving’ appears. Choose enter to confirm, then a message Parameters for run MM/DD/YYYY PAY01 is saved appears. 20. Choose Schedule program run , and choose Background – Start Immediate. Choose Ok. 21. Then you can choose payment list from Environment on the top of the screen . 22. On the screen List of Payment Data (Standard ALV with Logical Database) ,Choose Execute 23. On the List of Payment Data (Standard ALV with Logical Database) screen, you will see two part data. The upper one is the document cleared and processed, while the lower one is detail info about the process. 24. Choose
5
Back.
Returns Processing – Scenario
5.1 Requirements/Expectations/Assumptions The returns transaction allows the to process returned items that are deposited as part of the incoming payment process. The return function will: •
Apply returned payments to the contract account
•
Pass returned fund charges to the contract account
•
Generate returned check notifications to the contract account automatically
Assumptions: •
The fee charged by the business for a returned item does not include an individual charge from the bank to the customer. Only the service charge from the bank is added to the business partner’s account.
•
All returned items are handled manually with the bank returning all paper documents to the .
5.2 General Explanations The return check function combines returned items into return lots that are processed in a manner similar to payment lots. The lots will be created manually based upon information received from the bank and data gathered by the . When the return lot is posted: •
The payment clearing is reversed.
•
Any charges related to returned items are automatically created.
•
Creditworthiness is updated to reflect the return transaction.
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5.3 Process
Accounts Receivable Clerk
5.3.1 Process Flow – Processing Returned Checks
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5.3.2 Process Overview Table Step
Step Name
5.4.1
Role
Transaction Code
Entering Returns Lots Manually
Accounts Receivable Clerk
FP09
5.4.2
Closing Return Lots Manually
Accounts Receivable Clerk
FP09
5.4.3
Posting Return Lots Manually
Accounts Receivable Clerk
FP09
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External Process Reference
Business Condition
Expected Results
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5.4 Scenario 5.4.1 Entering Returns Lots Manually Use The returned check process is similar to the payment lot concept, each house bank that returns items will require its own returned lot. The returned lot is linked to the GL clearing account with a specific bank. Once a returned lot is opened, the individual returned check entries are entered for processing. Based on the house bank and company code, the return reason is proposed, but can be overridden. The return reason contains the applicable charges that may be passed on to the contract partner and update the creditworthiness of the business partner
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications → Contract Accounts Receivable and Payable → Payments → Returns →Returns Lot
Transaction code
FP09
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Lots
Payment
Payment Return
2. On the ‘Returns: Request ‘screen, make the following entries: Field name
Description
Return lot 3. Choose
User action and values
Comment
070707sjc04
Only needed if not defaulted
Create.
4. Choose the New Items button. 5. Make the following entries: Field name
Description
User action and values
Comment
Selection Cat.
Document
B
The selection type determines how your entry in the field value field is interpreted.
Selection value
10000XX
Choose one of the payment document using tcode FPL9
Return amount
100.00
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Field name
U60: RM-CA Financial Processing - BPP
Description
User action and values
Comment
Return Reason
01
Select from drop down
House Bank
BANK1
Account ID
Act01
6. Choose
Save.
7. Choose
Back.
5.4.2 Closing Return Lots Manually Prerequisites You have entered all the data for a returns lot
Use Once you have made all your entries, close the returns lot
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications → Contract Accounts Receivable and Payable → Payments → Returns →Returns Lot
Transaction code
FP09
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Lots
Payment
Payment Return
2. On the Returns: Request Screen, choose Close. 3. On the ‘Close lot’ screen, confirm the message, All returns completely entered? with Yes. 4. There is a message below saying, ‘Lot does not allow a status for Change’.
5.4.3 Posting Return Lots Manually Prerequisites
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You have entered all the data for a returns lot and
have closed them
Use Posting the return lots
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications → Contract Accounts Receivable and Payable → Payments → Returns →Returns Lot
Transaction code
FP09
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Lots
Payment
Payment Return
2. On the Returns: Request Screen, choose Post. 3. A dialog box for scheduling the program run appears. Choose Start online To display an online log after the posting run, choose Further Parameters and enter X in the Display Online Log field. Use the log file density to select how comprehensive the log should be.. 4. Choose OK
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6
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Security Deposit Management - Scenario
6.1 Requirements/Expectations/Assumptions Deposit Management includes the following processes: •
Security deposit request
•
Payment of security deposits
•
Manual refund of security deposits
•
Refund of security deposit with final invoice
•
Refund of security deposit for exhibiting good payment
Assumptions: •
Security deposits are requested as a part of the customer’s next invoice.
•
Security deposits for new customers are requested through the front office process.
•
Security deposit refunds are credited to customer’s open items.
•
Creditworthiness is used to trigger automatic deposit refunds.
•
Security deposits are held for of twelve months.
•
The telecommunications company does not accept non-cash security deposits.
•
No interest is paid on cash deposits collected by the telecommunications.
6.2 General Explanations Deposit management allows requests and accounts for deposits to be accepted from customers or classes of customers. The process includes the requesting, the refunding, and accounting of security deposits while they are being held. The deposit request is established as a statistical transaction within SAP. These transactions do not affect the general ledger until the requested amount has been paid. This prevents any unpaid requests from affecting the balances recorded on the general ledger.
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6.3 Process
Accounts Receivable Clerk
6.3.1 Process Flow
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6.3.2 Process Overview Table Role
Transaction Code
Expected Results
Security Deposit Request
Accounts Receivable Clerk
FPSEC1
The system will generate a document number
6.4.2
Security Deposit Request
Accounts Receivable Clerk
FPSEC2
You have changed the security deposits
6.4.3
Display Statistics of Security Deposits
Accounts Receivable Clerk
FPD1
Step
Step Name
6.4.1
© SAP AG
External Process Reference
Business Condition
You display the statistics of Securtiy deposits
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6.4 Scenario 6.4.1 Create Security Deposit Request Prerequisite You have to check the setting in SPRO for Maintain Reconciliation Groups for Default Values,(You can find this in U51 config guide ).Make sure that your sap log id has been maintained in the system. Or you will meet error when you process this step.
Use Upon review of a contract partner’s credit rating, the customer service representative has the option of requesting a security deposit through the front office process. The same functionality for requesting a security deposit exists to request a security deposit from a contract partner with an existing contract. In both cases, the request of the security deposit is a manual process that triggers a transaction to request a security deposit in the CCS application. A security deposit request is established at the contract level that could result in two deposits if both water and sewer for the same business partner require security.
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable→ Account→ Security Deposit→ Enter , Create Deposit Request Manually
Transaction code
FPSEC1
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Deposit
Payment
Create Security
2. On the Create Security Deposit screen, make the following entries: Field name
Description
User action and values
Contract
1
Contract account
1000000
Comment
Choose Enter Reason for Request
Select from drop down
Request Amount
200
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3. Choose
Save.
4. Choose
Back.
U60: RM-CA Financial Processing - BPP
Result The system will generate a document number. Make a note of the document number: _________ To display the account balance, run transaction FPL9.
6.4.2 Change Security Deposit Request Use A security deposit, once it is paid, resides on the contract account as a protected credit. The paid security deposit cannot be depleted by account maintenance or payment processing until the deposit is released. The establishment of the deposit request allows the payment of the request to flow in the normal payment process. Deposits can be paid through the cash, desk, batch transactions, or lock-box. The will need to configure the settlement rules to establish in what order deposits should be cleared. The payment of the deposit request will also trigger the process of removing the statistical transaction (request), creating a real transaction and clearing the created transaction. This process (an SAP standard) is necessary to account for the paid deposit properly. Security deposit refunds may occur: •
Manually, released either upon request or during periodic review by a representative of the company
•
Automatically, through the invoicing process or after the contract partner establishes good credit, based on a credit rating of 10 or less and after the required one-year time limit
•
Automatically during the final billing procedure
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable→ Account→ Security Deposit→ Change , Change Deposit Request Manually
Transaction code
FPSEC2
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Deposit
© SAP AG
Payment
Change Security
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2. On the Change Security Deposit: Initial screen, make the following entries: Field name
Description
Security Deposit
User action and values
Comment
20000XX
3. On the Change Security Deposit screen, you have three choices: •
Change the security deposit by creating a new receivable – see Case 1
•
Convert outstanding receivables – see Case 2
•
Reverse the security deposit – see Case 3
Case 1 4. Choose New receivable, and you can choose new Reason for Request ,and change new amount .For example:100, Choose save and back. 5. Choose Enter ,you will see one additional request document displayed in the screen below. Case 2 6. Choose convert outstanding receivables, and you will get a message that reminds you ‘If you convert the cash security deposit request USD xxxxx.xx into a non-cash security deposit,then the cash security deposit will be reversed.Request documents will be cleared.Are you sure you want to convert the sec. dep?’ Choose one Reversal Reason, and choose Continue. 7. Then it will jump to another screen. Choose reversal reason 0002 ,and choose continue. 8. A message Clearing document 9000000XX posted appears, Choose continue. 9. Then it will lead you to create a new security deposit. 10. On the screen Create Security Deposit ,choose one type in the filed type, and choose save. 11. Choose Save. You will create a new Security Deposit. Case 3 12. Repeat steps in 6.4.1, and on the Change Security Deposit screen, choose Reverse . 13. Choose reversal reason 0001, and choose continue. 14. A message Clearing document 9000000XX posted appears, Choose continue 15. The status of this security deposit has become to 99 Reversed. 16. Choose
Back.
Result You have changed the security deposits.
6.4.3 Display Statistics of Security Deposits Use Display the statistics of Security deposits
Procedure © SAP AG
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1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access →Contract Accounts Receivable and Payable→ Periodic Processing→ For Contract Accounts→ Security Deposits→ Statistics
Transaction code
FPD1
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Security Deposits Statistics
Periodic and Closing Activities
2. Choose Execute on the Security Deposit Statistics and Monitoring screen. 3. On the next Security Deposit Statistics and Monitoring screen, you will see the all the Security Deposits.
Result You display the statistics of Securtiy Deposits.
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U60: RM-CA Financial Processing - BPP
Refunds - Scenario
7.1 Requirements/Expectations/Assumptions The refund process lets you remit amounts to customers that arise from: •
Refund overpayments
•
Refund credit from application of deposit
•
Refund security deposits at the request of the business partner
Assumptions: •
All remitted payments are by check
7.2 General Explanations Refund processing exists as outgoing payments to the contract partner. The process involves the identification of credit items that may be candidates for refunds to the customer. These amounts are analyzed and coded if the decision is made to make a refund. Credit amounts that are not to be refunded are left unchanged to be applied against future invoiced amounts. The refund process enables refund checks to be created and mailed everyday. Employees will be able to start the refund process by identifying credit items to process. The system will produce a file of business/contract account items that will be used as an input file for the existing accounts payable system. The check will be produced from the A/P system on a schedule dictated by the accounts payable process. In general, this process will: •
Identify credit items in the system
•
Analyze the identified credits for possible refund
•
Code the credit items to be refunded by entering an outgoing payment method for the item
•
Initiate the Payment run transaction
7.2.1 Overpayments Overpayments within the SAP system arise from several business processes, including: •
Overpayment of an account
•
Canceled re-bill of an incorrect invoice that has been paid
•
Application of a customer deposit
These situations can cause a credit item to appear on the account that could be subject to refund. Each of these transactions has a unique account determination code that will be used to identify the credit items that are candidates for refund. The system will only consider payment on account (Overpayment or Cancel Re-bill of a paid invoice) and the application of a deposit as candidates for refund.
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7.3 Process 7.3.1 Process Flow U60 Refunds Scenario
Accounts Receivable Clerk
Event
7.4.1 Miscellaneous Document Posting
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7.4.3 Process Open Items
7.4.4 Create the Credit List
7.4.2 Payments at Cash Desk
7.4.5 Clarifying Credits
7.4.6 Initiate the Payment Run Transaction
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7.3.2 Process Overview Table Role
Transaction Code
Expected Results
Miscellaneous Document Posting
Accounts Receivable Clerk
FPE1
A document has been generated and you can view Account Balance FPL9
7.4.2
Payments at Cash Desk
Accounts Receivable Clerk
FPCD
The system generates a document number
7.4.3
Process Open Items
Accounts Receivable Clerk
FPCD
7.4.4
Create the Credit List
Accounts Receivable Clerk
FPCRPO_DET
7.4.5
Clarifying Credits
Accounts Receivable Clerk
FPCRPO
7.4.6
Initiate the Payment Run Transaction
Accounts Receivable Clerk
FPY1
Step
Step Name
7.4.1
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External Process Reference
Business Condition
The system generates a Payment List upon completio n
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7.4 Scenario 7.4.1 Miscellaneous Document Posting Use Create an additional receivable item for a business partner. This step can also be used to create open items for a business partner for testing.
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable → Document → Post
Transaction code
FPE1
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Document Processing Document RM-CA - Miscellaneous
Post
2. On the ‘Post Document: Initial’ screen, make the following entries: Field name
Description
User action and values
Document Date
Defaults to current date
Posting Date
Defaults to current date
Document Type
Default AB
Currency
USD
Reconcilation Key Company Code
Default by system BP01 Hit enter to get to next screen
Business Partner
© SAP AG
Comment
Confirm the message Reconcil. Key xxxxx does not exist ,want to create.
2
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Field name
U60: RM-CA Financial Processing - BPP
Description
User action and values
Comment
Main
6000
Sub
0020
0020 is for debits and 0010 for credits
Amount
500
Enter amount
Business Partner
Enter business partner
Company Code
BP01
Contract Account
Enter contact Account
Main
6000
Sub
0020
0020 is for debits and 0010 for credits
Amount
500
Enter Amount
Use F4 to select ,based on business partner
3. Choose Save.
Results A document has been generated and you can view Account Balance FPL9.
7.4.2 Payments at Cash Desk Use The cash desk process provided by the system allows customers to make payments using cash, check, or money order. The payments are applied to the customers account (Contract account) in real time and may be allocated automatically or manually to the customer’s outstanding items. The system prompts the cashier to print a receipt for the payment amount received. The system also displays the amount of change owed to the customer if they paid by cash. The cash desk process requires establishment of a reconciliation key for balancing receipts accepted each day. To reduce the number of keys created each day, multiple cashiers can share this reconciliation key. In addition to the reconciliation key, each cashier must have at least one lot that is uniquely assigned to each respective cashier. Any differences discovered during the balancing process will require debiting or crediting the over/short account directly.
Repeat these steps for check payments and credit card payments.
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC
© SAP AG
SAP Easy Access → Telecommunications → Contract Accounts
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menu
Receivable and Payable → Payments → Payment at the Cash Desk
Transaction code
FPCD
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA the Cash Desk
Payments
Post Payment At
2. On the ‘Post Payment In’ screen, make the following entries: Field name
User action and values
Comment
Company code
BP01
Document date
Current date
System defaults to current date
Posting date
Current date
System defaults current date
Reconciliation key
071007SJC01
MM=Month DD=Day YY=Year XXX = Initials of person creating key SS = Sequence number if more than one key is required per day
Currency
USD
Business partner
2
Required field
Contract account
Use F4 to choose based on business partner
Enter
Select the enter key to bring in Partner Information
Cash payment amount
1000
Inc Cash Pymt
Check
Summary Payment Amount
1000
Lot management
Choose
3. Choose the Lot in the ‘Lot management’ screen. 4. Choose Continue. 5. Choose Post. The message ‘The payment posted under number 00010000000X’ will display in the screen below. 6. Choose No in the Receipt Print screen dialog box.
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7. Choose
U60: RM-CA Financial Processing - BPP
Back.
Result The system generates a document number. Make a note of the document number: __________ To verify the balance for the business partner and contract accounts, run transaction FPL9.
7.4.3 Process Open Items Use The step is to process open items just like normal accounts receivable function. It clears the invoice with the payment.
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable → Document → Post
Transaction code
FPCD
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Document Processing Document RM-CA - Miscellaneous
Post
2. On the ‘Post Document: Enter items’ screen, make the following entries: Field name
User action and values
Document Date
Current Day
Posting Date
Current Day
Currency
USD
Reconcil. Key
See step 7.4
Comment
3. Choose Process Open Items. On the Enter Selection Criteria screen, make the following entries: Field name
User action and values
Business Partner
2
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4. Choose Continue. 5. On the Post Document: Process Open Items, you will see two line items listed. One is invoice, and the other is incoming payment. 6. Make the following entry for the second line item: Field name
Old value
User action and values
Gross Clearing
1,000.00-
500.00-
7. Choose Post
7.4.4 Create the Credit List Use To clarify existing credits systematically, place them in clarification processing using the Create Credit List function.
Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access: Telecommunications→ Contract Accounts Receivable and Payable→ Periodic Processing→ For Contract Accounts→ Create Credit List Transaction
Transaction code
FPCRPO_DET
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA List
Payments
Create Credit
2. On the ‘Create Credit List’ screen, make the following entries: Field name
Description
User action and values
Date Id
Current Date
Identification
Bob1
Comment
User-defined unique identifier, you can use your own one
Choose Enter
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Field name
U60: RM-CA Financial Processing - BPP
Description
User action and values
Comment
Business partner
2
Contract account
Choose F4 based on business partner
Company code
BP01
This report can be done in background or foreground and can be a scheduled job. No spool is generated. Need to go to the next step to see output
3. Choose Save. 4. Choose Schedule Program Run. 5. Choose Background - Start Immediate on the Schedule Job screen. 6. Choose OK. 7. Choose Refresh on the Run Status part to get the latest process status. 8. You will see the Program run: Completed message. 9. Choose
Back.
7.4.5 Clarifying Credits Use You can use credit clarification to systematically process existing credits in accounts for your business partners. This transaction searches the system for open credit items that meet the criteria from configuration and the report selection screen to build a listing of open credits. These items (Overpayments and Deposit Applications) are candidates for refund. The items appearing on the list may be marked for refund by placing a C in the outgoing payment method field. They may also be deferred from a specified or unspecified period, or they may be transferred to another account. These options will be used by the depending on the status of the customer.
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable→ Payments→ Credit→ Clarification
Transaction code
FPCRPO
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
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Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Processing: Credit
Payments
Clarification
2. On the ‘Select Screen: Credit’ screen, make the following entries: Field name
User action and values
Comment
Business partner
2
Contract account
1000000
Company code
BP01
3. Choose
Description
Execute.
4. After you have executed the program, you will get a credit worklist showing business partner or partners that have a credit balance. No credit worklist will be created if there are no credit balances for selected business partner or partners. 5. If you change the document, choose 6. Choose
Save.
Back.
7.4.6 Initiate the Payment Run Transaction Use The process used to create the required transaction is the same as the one used for creating the direct debit file for the bank. The difference is in the payment method selected for this payment run. The option of a “C” must be input in to payment method field on the FPY1 screen. The other options such as company code, date, bank information, and log settings will also have to be a part of the selection screen process. The scheduling and completion of the payment run debits the contract account of the selected credits to clear the item. It generates a payment medium file to be used by the existing accounts payable system. The output file from the payment run becomes the input file for accounts payable. The system uses the data to create an invoice using a one-time vendor number for each customer to be sent a refund check. Once the file has been entered into the accounts payable system, the payments can be scheduled and checks issued according to the normal business practice.
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access: Telecommunications→ Contract Accounts Receivable and Payable→ Periodic Processing→ For Contract Accounts →Payment Run
Transaction code
FPY1
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Business Role
U60: RM-CA Financial Processing - BPP
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Debit Memo Run
Payments
Payment Run /
2. On the screen ‘Payment Run / Debit Memo’, make the following entries: Field name
Description
User action and values
Date ID
Current day
Identification
PAY01
Selection criteria
Open items
Business partner
Company code
BP01
Due Date
Enter from and to
Payment Method
C
Reconciliation key
07010PAY01
Type of Run: Simulation run
Check
Comment
All items that are fall between these dates will be selected
First run should check it
3. Choose the Bank selection tab. 4. Make the following entries: Field name
Description
User action and values
Paying company
BP01
Payment method
C
Currency
USD
House bank
BANK
Account Id
CHECK
Comment
5. Choose the Technical settings tab. 6. Make the following entries:
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Field name
U60: RM-CA Financial Processing - BPP
Description
User action and values
Target computer 7. Choose
Comment Optional
Save.
8. Choose Schedule program run, and choose Background – Start Immediate. Then choose Ok. 9. Choose payment list from Environment on the top of the screen 10. On the List of Payment Data (Standard ALV with Logical Database) screen, choose Execute 11. On the List of Payment Data (Standard ALV with Logical Database) screen , the documents are displayed. 12. Double click the documents you want to process 13. On the screen Display Document : Item, go to menu ->Document ,choose Display_> Change 14. On the screen Change Document : Item ,choose payt data tab ,and change the payment method from blank to “C” for outgoing payment 15. Choose save. 16. Then choose Back third times, 17. On the screen ‘Payment Run / Debit Memo’ deselect the simulation run flag, and choose Save. 18. A message ‘Payment data from the simulation run is lost when saving’ appears. Choose enter to confirm, then a message Parameters for run MM/DD/YYYY PAY01 is saved appears. 19. Choose Schedule program run, and choose Background – Start Immediate. Choose Ok. 20. Then you can choose payment list from Environment on the top of the screen. 21. On the screen List of Payment Data (Standard ALV with Logical Database) ,Choose Execute 22. On the List of Payment Data (Standard ALV with Logical Database) screen, you will see two part data. The upper one is the document cleared and processed, while the lower one is detail info about the process. 23. Choose
Back.
Result The system generates a Payment List upon completion. Any error are in the payment list and need to be corrected before you can successfully generate a check. You can go to FPL9 and check Account Balance.
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Dunning - Scenario
8.1 Requirements/Expectations/Assumptions The system uses the dunning process to track past due open items and to start collection activities to facilitate the payment of these items. The system uses the dunning program to monitor payment behavior for customers and start the required activities. These activities include: •
Create dunning notices
•
Create disconnection notice
•
Charge Late fees
•
Identify candidates for write-off as uncollectible
Assumptions •
The business will dun monthly
•
All invoices are due in 30 days
•
Penalty fees are charged for unpaid balances three days after the past due date
•
The invoice transaction date originates the invoice due date
•
No invoice with an amount less than $5.00 is dunned
•
No customer with a credit worthiness of less than five is dunned
•
The dunning run occurs as a batch process after payments and before billing/invoicing is applied to customer accounts
8.2 General Explanations The dunning system provided by SAP consists of two separate processes: •
Dunning Proposals The dunning proposal examines the customer’s contract account for open items and applies the rules established by the customer’s dunning procedure to these items. The output of this process is a proposal (a list of accounts with the proposed actions) that identifies the actions that will be enacted by the activity run. This proposal allows the user to review the list of business partners who should not be included in the run and to reverse them out of the proposal. Transaction FPVA requires the user to input a date and initial to identify the particular run. Upon entry, the system allows the user to identify the options for the proposal. These parameters can include general items such as a specific range of contracts, contract accounts, business partners, companies or general items. Once these general parameters are determined (It is acceptable to leave them all blank and run against all accounts) the specific dunning parameters are input that define the date of issue , open item due dates to be considered, and ranges of dunning procedures to be considered. The date of issue and the open item due date are the key data for these procedures. The remaining tabs control parallel processing and the level of detail in the program logs. The level of detail in the logs should be limited as a many entries can be generated from a single proposal. The selection entries should be saved and the proposal should be scheduled for execution.
•
Dunning activity
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The activity run cannot be performed unless a proposal exists. The system uses existing proposals as input for the activity. The activity run executes all actions identified by the dunning procedure for those customers remaining in the proposal This includes: •
Generating the identified collection letters.
•
Generating disconnect service orders.
•
The identification of candidates for write-off.
•
The updating of customer’s creditworthiness totals.
•
Activities that Exist to Suspend Dunning
If it is desired to suspend dunning for a certain period due to a dispute or other reason, the system allows the user to input locks or other processes that block the item or contract account from being included in the procedure. •
Lock all dunning from occurring for a period of time - a date range is specified on the contract account.
•
Lock dunning from occurring on an item for a period of time - a date range is specified on the line item.
•
Prevent dunning of a line item by adding a deferred due date on the document
•
Prevent dunning of a line item by checking the `cannot be dunned` option in configuration
8.2.1 Explanation of Functions and Events The dunning functional area encompasses customer notices, disconnection, and penalty charges for delinquent contract partners within the . The dunning procedures are built based on the assumptions listed in this process. The following dunning procedures exist in the system: 01- Active customers. 02 - Final Accounts Each dunning procedure contains levels of activities to be performed against delinquent contracts. Each level and activity contains a credit value multiplied against an internal credit worthiness table to arrive at an overall credit score. The credit scores accumulate month by month and reside at the level of the contract partner record for internal review and system monitoring. The dunning procedure and dunning level provide the basis for the appropriate activity to be performed. Execution of the dunning process evaluates each customer account and, based on account attributes, will generate charges against the account, notices, and may or may not generate a proposal for disconnection. The dunning proposal becomes history when the activities are run. Running the proposed dunning activities affects the contract/contract account/contract partner objects. Activities performed include: •
Incrementing the creditworthiness for the month
•
Creating dunning history
•
Creating a late payment charge
•
Creating a notice/dunning letter
•
Creating dunning blocks for the contract account in certain instances
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Creating disconnection documents
The batch scheduler runs the dunning activity job to activate or initiate the activities of the dunning proposal.
8.2.2 Dunning a Delinquent Procedure 01 This dunning procedure processes active customers who are delinquent. The system will analyze each account to identify those in arrears. Once identified, the system follows the steps/dunning levels identified in the procedure: 1. Late Payment Accounts move to the first step of the process one day after the due date. This step increases the customer’s credit worthiness (10) points to reflect the failure to pay by the due date. 2. First Collection Letter and Late payment Charge Accounts move to step two of the procedure three days after the due date. This step of the procedure increases the customer’s creditworthiness by 20 points, generates the first collection letter requesting payment from the customer, and initiates a late payment charge. 3. Second Collection Letter Accounts move to step three of the procedure twenty days after step two. This step generates a second collection letter and increments the customer’s credit worthiness score (20) points. 4. Disconnection Document Accounts move to step four of the procedure seven days after step three. This step generates a disconnect notice for the customers account and increments the customer’s credit rating (30) points. Customers with accounts reaching this step must either pay their invoices or be disconnected for failure to pay. The system creates a file of disconnect documents to be used to produce a sorted list of accounts to be worked for disconnection.
8.2.3 Dunning Procedure 02 This dunning procedure analyzes off service accounts to determine the appropriate dunning activity. The dunning levels in this procedure are: •
First Collection Letter The system generates a collection letter for final customers one day after the account is due as a reminder. The process also updates the customer’s creditworthiness (10) points to reflect the failure to pay in a timely manner.
•
Second Collection Letter, Dunning Lock on accounts over $25.00, and Internal Collection efforts The system moves the customer to step two thirty days after going to step one. This step generates a second letter to the customer and updates the customer’s creditworthiness rating (20). At this level for total amounts over $25.00, a dunning lock is placed on the contract account that prevents any further dunning for this business partner until the lock is removed. Before removing the lock, the should determine who the correct owner of the property (premise) is and validate the alternate dunning recipient if required. If the business desires to start an internal collection procedure for off service accounts, it would be advisable to leave the dunning block on the account and produce a listing of accounts that meet selected criteria. It would be possible to produce a listing from the open item evaluation functionality of accounts over $150.00 in dunning procedure 02 at level two. The dunning lock prevents any further actions by the system on these accounts while the internal efforts were on going. If these efforts proved to be unsuccessful, the removal of the
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dunning block allows these accounts to move to the next level for delivery to an external collection agency. The removal of the lock and changing of the procedure to 05 allows the account to move into the lien process. •
Write-off
Step four of the process is to mark the open items as ready to be written off. This step occurs onehundred twenty days after the customer has moved to step three. The system also increments the customer’s credit worthiness (20) points to reflect this activity.
Step three of process 02 occurs fifteen days (15) after step two. This assumes that the dunning lock has been removed from those items over $25.00 . If the lock has not been removed within the fifteen days, then the item displays in step three one day after the lock is removed.
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8.3 Process 8.3.1 Process Flow Diagram
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8.3.2 Process Overview Table Step
Step Name
8.4.1
Dunning Procedure
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External Process Reference
Business Condition
Role
Transaction Code
Accounts Receivable Clerk
FPVA
Expected Results
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8.4 Scenario 8.4.1 Dunning Procedure Use Dunning is used to send late notices to customers based user define requirements and creditworthiness
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications →Contract Accounts Receivable and Payable →Periodic Processes→ For Contract Accounts →Dunning Notice →Dunning Proposal Run
Transaction code
FPVA
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Dunning Proposal
Document Processing
2. On the ‘Dunning Proposal’ screen, make the following entries: Field name
Description
User action and values
Date ID
Current date
Identification
User-defined
Comment
Choose enter Business partner
Contract account
Company code
BP01 Select the Dunning Parameters tab
Payment Consideration
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Field name
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Description
User action and values
Comment
Net due date
Enter from and to due date
Proposal will include all pass due in this range
Dunning Procedure
Select from drop down
Start Current Run
Optional
to
3. Choose
You can run dunning proposal as one step and revenue the dunning history before running the next step or the system will run the dunning activity after creating the dunning proposal.
Save.
4. Execute the dunning proposal after saving and check with transaction SM37 to see if the job is complete. 5. To see the dunning history on the dunning proposal transaction, select Environment Dunning history. Enter the business partner and you can also select additional values. If there is no history there will be no input to the dunning activity run. 6. If no dunning history has been created for the business partner, select logs tab from the dunning proposal and select the application log. Double-click on the totals field to see the errors. 7. Choose
Back.
8. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications →Contract Accounts Receivable and Payable →Periodic Processes→ For Contract Accounts →Dunning Notice →Dunning Activity Run
Transaction code
FPVB
Business Role
Accounts Receivable Clerk
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK- S (ACCOUNTS RECEIVABLE CLERK)
Business role Menu
Accounts Receivable For RM-CA Dunning Activity Run
Document Processing
9. On the ‘Dunning Activity Run’ screen, make the following entries: Field name Date id
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Description
User action and values
Comment
Current date
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Field name
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Description
User action and values
Identification
User define
For dunning proposal
Use the default date ID and identification
10. Choose
Comment
See step 8.4.1
Save.
11. Choose Schedule program run, and choose OK to continue. 12. To check any errors go the logs tab and select application log and display the dunning record. Click on the totals field to see the error. 13. Choose
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9
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Calculating Customer Creditworthiness Scenario
9.1 Requirements/Expectations/Assumptions The creditworthiness of a business partner provides information on the business partner’s payment history and influences the selection of activities for dunning and/or returns and the calculation of charges. The creditworthiness is updated in the system automatically by various different business transactions returns, dunning notices, and write-offs. Creditworthiness can also be updated manually. The status of a business partner’s creditworthiness is determined as a weighted total based on the creditworthiness figures recorded over the last 12 months. You define the monthly weightings in Customizing. A creditworthiness of zero means that the business partner has a very good payment history. The maximum value is 9999. The level of creditworthiness depends on: •
Initialization in Customizing
•
The creditworthiness factor in percent
•
Manual creditworthiness
•
Number of dunning notices, returns, and write -offs
The creditworthiness figure is adjusted if a dunning notice or return is reversed. Assumptions: They will use the SAP creditworthiness functionality - instead of a third-party system - to track the payment patterns of business partners.
9.2 General Explanations Creditworthiness is defined at the business partner level and changes in the creditworthiness rating will be determined in dunning, returns and write-off activity. The business partner’s payment patterns are reflected in the creditworthiness value. These values are determined by the using individual criteria of their own choosing. The range selected for the system is: Range
Creditworthiness
0 to 10
Excellent
11 to 50
Moderate
51 and above
Poor
The processes that can automatically update creditworthiness include: •
Dunning Dunning is coded in configuration to increase a business partner’s creditworthiness value because of dunning activity. Creditworthiness is used by dunning to exclude business partners from certain dunning activities. The dunning activity run reads the current creditworthiness of a business partner and selects the dunning activity and dunning charge
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where the creditworthiness determined is greater or the same as the creditworthiness value defined. A creditworthiness weighting can be used with the creditworthiness values in the dunning levels of dunning procedures. Once dunning has taken place, the creditworthiness figure of the current month is increased by this weighted number. •
Returns Return activities is coded in configuration to increase a business partner’s creditworthiness value because of return transaction. You can define a creditworthiness weighting in the returns reasons. Once returns processing has occurred, the creditworthiness figure for the current month is increased by the value associated with the return multiplied by the weighting.
•
Write-offs Write-offs affect a customer's creditworthiness. A business partner’s creditworthiness value will be increased by the value associated with the write-off transaction. This derived value becomes part of the customer’s current calculated creditworthiness value. You can define the creditworthiness weighting with the write-off reasons in Customizing (see IMG structure Contract Accounts Receivable and Payable → Business Transactions → Write-Offs → Configure Write-Off Reasons).
9.3 Explanations The system automatically determines the creditworthiness of a business partner. The three transactions used to determine the creditworthiness value are returns, dunning, and write-off. Often dunning and returns are combined as both of these processes can be accomplished in one dunning run. The creditworthiness influences the activities and the charges levied in the various levels of dunning and in the return reason codes for return transactions Credit worthiness can also be entered manually into the system. The manual creditworthiness is added to the value of the automatically determined creditworthiness, and forms the overall creditworthiness of a customer
9.4 Explanation of Functions and Events 1. A business partner ’s creditworthiness is determined by transactions associated with dunning, returns, and write-off. 2. Each of these transactions is assigned a value to be added to a business partner’s creditworthiness if the partner has items involved in these transactions. 3. A business partner’s current credit worthiness value can be used to determine the charges or deposit refund dates. 4. The business partner’s creditworthiness history can be viewed. 5. Creditworthiness is a rolling value that allows a customer to improve his score if his payment pattern changes. 6. A manual creditworthiness can be used by entering a percentage-based weighting and creditworthiness data manually.
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9.5 Process
Accounts Receivable Supervisor
Requirements
9.5.1 Process Flow
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9.5.2 Process Overview Table Step
Step Name
9.6.1
Calculating Creditworthiness
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External Process Reference
Business Condition
Role
Transaction Code
AR Supervisor
FPCR1
Expected Results
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9.6 Scenario 9.6.1 Calculating Creditworthiness Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access menu: Telecommunications → Contract Accounts Receivable and Payable → Account → Other Information → Creditworthiness
Transaction code
FPCR1
Business Role
AR Supervisor
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK-K (AR SUPERVISIOR)
Business role Menu
Accounts Receivable For RM-CA Creditworthiness
Credit Management
Display
2. On the ‘Display Business Partner Creditworthiness screen, in the Business partner field, enter the business partner number used in step 8.4.1 Dunning Procedure. Then choose Enter. 3. For the message ‘There is still no creditworthiness data for business partner X’, choose change. 4. Confirm the message ‘Initial record on business partner 1 created for calendar year 200X,’ with continue. 5. Choose Enter to see the details. 6. The Dunning Notice will be displayed in the Creditworthiness history. 7. The business partner’s creditworthiness is displayed.
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10 Miscellaneous Document Posting - Scenario 10.1 Requirements/Expectations/Assumptions A document is generated for each posting. Postings are usually generated automatically by the corresponding business processes in FI-CA or by invoicing. Documents can also be posted manually. The account determination function can be used to determine G/L accounts automatically and to propose due dates using payment conditions in the contract account. Telecommunications businesses generally have special miscellaneous transactions that may be unique to the company. Examples may include a goodwill credit or a special charge. The SAP system allows a simple method for developing these transactions: •
Post Miscellaneous Charges
•
Post Miscellaneous Credits
Assumptions: •
You will use a goodwill credit transaction for settlement of inquiries.
•
You will use a manual credit for manually processing amounts.
•
These miscellaneous credits do not have any tax effect.
10.2 General Explanations The process of posting miscellaneous adjustments enables you to apply debits and credits manually to the contract account. The miscellaneous posting process will serve as the manual way of applying charges/credits.
10.2.1
Explanation of Functions and Events
This requires a method for manually entering documents for adjusting business partner accounts for miscellaneous items. These transactions can be entered directly to the contract account using transaction FPE1 (or from the menu, SAP Easy Access→ Industry → Contract Accounts Receivable and Payable →Document →Post) or a front office call can be used to create the transaction. The format of the created document consists of three areas: 1.
Header The document header contains the document general data including the document date, posting date, document number, document type, document category, and reconciliation key, currency, and company code.
2.
Business partner Item This item contains the contract account number or other information to identify the customer, transaction codes, and amount of the transaction.
3.
GL Offset This item contains the general ledger offset accounts to the receivable. This area is normally defaulted from the transaction codes entered in the business partner item.
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10.3 Process Process Flow Diagram
Accounts Receivable Clerk
10.3.1
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11 Write-offs - Scenario 11.1 Requirements/Expectations/Assumptions The write-off function in SAP allows the company to remove customer receivables from the customer account when all reasonable chance of collecting any money has passed. Once these amounts are written off, the company is able to recognize a write-off or bad debt expense.
11.2 General Explanations Write-offs can occur automatically, or at the discretion of a employee, based on customer circumstances. SAP supports both approaches. For automatic write-offs, dunning can be configured to automatically trigger the write-off process a certain number of days (x days) after the due date of a final bill. This is typically accomplished by changing the dunning procedure to a final billing procedure during the move out. Then, x days after the final bill is due, the dunning process moves the receivables to a predetermined dunning level. Then, the nightly batch write-off process runs to write-off all items that qualify. Manual write-offs are also supported for individual accounts based on customer circumstances. Bankruptcy processing is one example of a situation where a company might consider doing a manual write-off of monies charged to a customer account.
11.2.1
Explanation of Functions and Events
Items can be written off if receivables are irrecoverable or payables cannot be paid because it is not possible to determine the payment recipient. FI-CA supports automation of this process. You can record individual write-off rules (such as amount limits) in the system. FI-CA can also be used to write-off individual items in dialog processing or to write-off partial amounts. The system automatically makes the necessary posting, including tax correction postings required during writeoff. Write-off also includes the following functions: •
Items to be written off can also be transferred to a collection agency.
•
Accounts that are final and where the telecommunications company has made the decision not to seek a lien will be automatically assigned to a certain dunning (See Dunning Procedure 02). A nightly write-off run will write off the items.
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11.3 Process Process Flow
Accounts Receivable Supervisor
11.3.1
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11.3.2
Process Overview Table Role
Transaction Code
Expected Results
Write-off
AR Supervisor
FP04
The account receivable of the business partner has been written off
Mass run: WriteOff
AR Supervisor
FP04H
Step
Step Name
11.4.1
11.4.2
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External Process Reference
Business Condition
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11.4 Scenario 11.4.1
Write-off
Use This transaction is used to write off amounts that cannot be collected from the business partner.
Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable > Account > Write off Items
Transaction code
FP04
Business Role
AR Supervisor
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK-K (AR SUPERVISIOR)
Business role Menu
Accounts Receivable For RM-CA Activities Write Off
Periodic and Closing
2. On the Write-off Item screen, make the following entries: Field name
Description
User action and values
Business partner
Contract
Posting date
Company code
BP01
Currency
USD
Write-off reason
04
Document type
RA
Reconciliation key
071207sjc01
Comment
MM=Month DD=Day YY=Year
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Field name
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Description
User action and values
Comment XXX = Initials of person creating key SS = Sequence number if more than one key is required per day
3. Choose enter, confirm the message Reconciliation key xxxxxxxxxx has been created, if you use new key . 4. On the Write-off Item screen, make the following entries: 5. Select the flag selection of the document you want to write off: 6. Double click the amount of the line item, Be sure not just choose the line item.choose post. 7. Select Save 8. The message Document posted under the number 30000000X
Result The account receivable of the business partner has been written off.
11.4.2
Mass run: Write-Off
Use To mass write-off, you can run transaction FP04M. This transaction provides write-off batch process for more than one contract account or for a range of accounts in the system. You can define what amount you want to process.
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable→ Periodic Processing → For Contract Accounts → Write-off Run
Transaction code
FP04M
Business Role
AR Supervisor
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK-K (AR SUPERVISIOR)
Business role Menu
Accounts Receivable For RM-CA Activities Mass Write Off
Periodic and Closing
2. On the Display Write-off History screen, make the following entries:
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General Selections
Additional Selection
Posting Parameters
Field
User Actions
Business Partner
xxxxx
Company code
BP01
Amount
100
To
1000
Write-Off Reason
03
3. Choose Save. 4. Choose Schedule program run and then OK. 5. Choose Write-off history from Environment in menu on top screen. 6. On the Write-Off history (X Item Selected) screen, you will see the documents which indicate what business partners have been written off.
11.4.3
Display Write-Off History
Use After write-off, you can run transaction FP04H. This transaction provides information about write-off process
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable→ Periodic Processing → For Contract Accounts → Write-off Run
Transaction code
FP04H
Business Role
AR Supervisor
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK-K (AR SUPERVISIOR)
Business role Menu
Accounts Receivable For RM-CA Display Write-Off History
Periodic and Closing Activities
2. On the Display Write-off History screen, make the following entries: Field
User Actions
Comment
Business Partner
1
From
Business Partners
99
To
3. Choose Execute.
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4. On the Write-Off history screen, you select a document and drill into details by double clicking for the detail to indicate what business partners have been written off.
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12 Reconciliation and Closing - Scenario This scenario enables the general ledger to be updated periodically with postings from Contract Accounts Receivable and Payable. The transaction figures are not automatically updated in the general ledger when postings are made in Contract Accounts Receivable and Payable. Instead, the data is summarized and transferred periodically to the general ledger for reasons of system performance, and to limit the volume of documents in the general ledger. The Contract Accounts Receivable and Payable documents are grouped automatically. For each group, posting totals are recorded that are later transferred to the general ledger. Each group contains a unique key known as the reconciliation key. A reconciliation key can be closed so that no more postings can be made for that particular key. The recorded posting totals can be transferred to the general ledger for each closed reconciliation key. Posting programs and reconciliation programs are available for transferring data to the general ledger. The prerequisite is that General Ledger Accounting is managed in the same system as Contract Accounts Receivable and Payable. The process we configured in the template is daily reconciliation.
12.1 Daily Reconciliation 12.2 Requirements/Expectations/Assumptions The Contract Accounts Receivable and Payable is a sub-ledger system designed to process a large volume of individual transactions for many customers. The system uses reconciliation keys as a vehicle for transferring summarized transaction data from the sub-ledger to the general ledger. The delivered process must allow •
Creation of Reconciliation keys
•
Closing of reconciliation keys
•
Transfer of financial data from the sub-ledger to the general ledger
•
Reporting of transferred amounts and account balances
Assumptions: •
The will close, post, and reconcile transactions to the general ledger on a daily basis
12.3 General Explanations 12.3.1
Recording Business Partner Transactions
The primary financial responsibility of a sub-ledger system is to record transactions accurately for each business partner, and then to transfer the results of these transactions to the company’s financial systems. Individual financial transactions in SAP create a document with a unique document number. Each document includes the amount of the transaction and the account determination for these transactions. In addition to these items, each document references a reconciliation key that has been assigned as part of the transaction. The system uses the reconciliation key as the method of summarizing and transferring the financial results of transactions to the general ledger.
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Explanation of Functions and Events
The creation of financial transitions to record activity for business partners will require the creation of reconciliation keys to allow the transfer of these amounts to the general ledger. This process will consist of the process steps: 1.
Creation of reconciliation keys as automated or manual transactions are initiated for existing business partners.
2.
The closing of reconciliation keys as the automated processes are completed (done by the system automatically).
3.
The closing of manually created keys as the process is completed or upon completion of the business day
4.
The transfer of the closed reconciliation keys to the general ledger.
5.
The balancing of the general ledger to the sub-ledger.
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12.4 Process Process Flow
Accounts Receivable Supervisor
12.4.1
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Process Overview Table
Step
Step Name
12.5.1
Creation of Reconciliation Keys
12.5.2
Role
Transaction Code
Display Reconcilliation Keys
AR Supervisor
FPF3
12.5.3
Closing of Reconciliation Keys
AR Supervisor
FPF2
12.5.4
Reconciling Totals - Check Summary Records
AR Supervisor
FPT1
12.5.5
Recreate Totals Records
AR Supervisor
FPT6
12.5.6
Transfer to General Ledger
AR Supervisor
FPG1
12.5.7
Delete and Close Reconciliation Key
AR Supervisor
FPG4
12.5.8
Check General ledger Documents
AR Supervisor
FPG2
12.5.9
Recording Business Partner Transactions
12.1.5
Reports
AR Supervisor
FPG5
AR Supervisor
FP02
AR Supervisor
FPT3
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12.5 Scenario 12.5.1
Creation of Reconciliation Keys
1. Automatic determination of the key for certain mass processes. a. Payment Run YY DDD PAY01 PP
(Name PAY01)
c. Invoicing YY DDD R04 LLLL
(Source R04)
YY = Year DDD = Day (Julian Date) PP = Number of process LLLL = Run ID 2. Determination of manual keys a. Payment Lots XXXXXXXXXXXX = Lot Name b. Posting of miscellaneous transactions Suggest
MMDDYYXXXSS as a standard MM= Month DD= Day YY= Year XXX = Initials of person creating key SS = Sequence number if more than one key is required per day.
3. Default of Manual Keys. a. Transactions can be identified as eligible for default keys. b. Employees can be grouped into groups for proposed reconciliation keys via
12.5.2
Display Reconciliation Keys
Use This activity allows the telecommunications company to view the status of the reconciliation key and to verify that the key has been closed and transferred to the general ledger. The screen also allows the viewing of totals and accounts for the key
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
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SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable→ Document → Reconciliation Key
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Transaction code
FPF3
Business Role
AR Supervisor
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK-K (AR SUPERVISIOR)
Business role Menu
Accounts Receivable For RM-CA Display Reconciliation Key
Periodic and Closing Activities
2. Make the following entries: Field name
Description
Reconciliation Key
User action and values
Comment
Select the individual key from the drop down search Check to make sure that Posting can be made has a green light
12.5.3
Closing of Reconciliation Keys
Use Reconciliation keys that are created by automatic processes are closed by the system when the process is complete. Reconciliation keys created manually must be closed manually. The payment at the cash desk transaction used to accept cash payments requires the creation of a reconciliation key at the beginning of each workday. This key can be proposed to the user or it can require manual entry. The method is dependent upon the decisions made by the during implementation of the system. Regardless of the method used to create the key, it will be necessary to close the key each day to transfer the results of the day’s transactions to the general ledger. The key can be closed manually (a) or it may be closed as a part of a range of keys (b).
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable→ Document → Reconciliation Key → Close
Transaction code
FPF2
Business Role
AR Supervisor
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
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Accounts Receivable For RM-CA Change Reconciliation Key
Periodic and Closing Activities
2. On the ‘Change reconciliation key’ screen, in the Reconciliation Key field, enter the reconciliation key, and choose Enter. 3. Review the summary totals record and document itemization. 4. When asked, Are you sure you want to close the reconciliation. key? Choose Yes.
12.5.4
Reconciling Totals - Check Summary Records
Use The report RFKKABS1 verifies the totals in the table (DFKKSUM) to insure the total agrees with the sum of the relevant FI-CA documents. The report allows the user to select parameters including reconciliation key, date, company, or a combination of selections. If a difference is detected, it may be corrected in dialog or in the background using this report. This report can only be used for reconciliation keys that have been closed and not transferred to the general ledger.
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable→ Periodic Processing → Forward Postings → Preparation →Check Summary Records
Transaction code
FPT1
Business Role
AR Supervisor
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK-K (AR SUPERVISIOR)
Business role Menu
Accounts Receivable For RM-CA Check Totals Tables
Periodic and Closing Activities
If an error exists in the totals, it can be corrected by the RFKKABS1 program. The totals record will require rebuilding via report RFKKABS8. This process will delete the original totals records and rebuild the record. The key can then be transferred to the general ledger in the normal process. Report RFKKABS8 can only be used for reconciliation keys that have been closed but not transferred to the general ledger
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2. In the Reconciliation Key field, select a key from the dropdown, and then choose there are any differences, the file is ready for transfer.
12.5.5
Execute. If
Recreate Totals Records
Prerequisite The reconciliation key you want to use to recreate totals records is closed and not transferred to General Ledger. 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable→ Periodic Processing → Forward Postings →Preparation →Recreate Totals Records
Transaction code
FPT6
Business Role
AR Supervisor
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK-K (AR SUPERVISIOR)
Business role Menu
Accounts Receivable For RM-CA Recreate Totals Records
Periodic and Closing Activities
If an error exists in the totals it can be corrected by the RFKKABS1 program, the totals record will require rebuilding via report RFKKABS8. This process will delete the original totals records and rebuild the record. The key can then be transferred to the general ledger in the normal process. Report RFKKABS8 can only be used for reconciliation keys that have been closed but not transferred to the general ledger 2. In the Reconciliation Key field, select a key from the dropdown, select the Correction run checkbox, then choose Execute.
12.5.6
Transfer to General Ledger
Use The report, RFKKGL00, is used to transfer the financial data associated with one or a range of reconciliation keys from the sub-ledger to the general ledger. The selection criteria include reconciliation keys, company codes, or transfers to date. Reconciliation keys must be closed before they can be transferred to the general ledger. The transfer of the key to the general ledger results in the creation of a general ledger document for the transferred amount. The system will create multiple general ledger documents if the key contains multiple posting dates.
Prerequisite The step 12.5.2 Closing of Reconciliation Key should have been processed © SAP AG
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Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable→ Periodic Processing → Execution → Transfer to General Ledger
Transaction code
FPG1
Business Role
AR Supervisor
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK-K (AR SUPERVISIOR)
Business role Menu
Accounts Receivable For RM-CA Transfer Posting Totals to G/L
Periodic and Closing Activities
The program, RFKKGL20, is used to carry out the reconciliation between the general ledger (FI-GL), Contract Accounts Receivable, and Payable (RMFI-CA). The report compares the transferred (FI-CA) totals to the documents posted in the general ledger during the transfer. This report can output the total and line items of all selections or can output only selected items with differences. If a difference exists, this report can also generate the correcting entries for posting. 2. In the Reconciliation Key field, select a key (or range of keys) from the dropdown. 3. Select the Test run checkbox, and then choose Execute. If there are no errors, deselect the Test run checkbox, and then choose Execute.
12.5.7
Delete and Close Reconciliation Key
1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable→ Periodic Process → Forward Postings → Preparation → Delete and Close Reconciliation Key
Transaction code
FPG4
Business Role
AR Supervisor
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
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Accounts Receivable For RM-CA Periodic and Closing Activities Close Reconcil. Keys Automatically
This transaction allows the Telecommunications company to close a range of reconciliation keys in one transaction. In addition, keys that have been opened, but not used, can be closed and deleted in this process. 2. Make the following entries: Field name
Description
User action and values
Reconciliation Key From
Select the individual key from the drop down search
Reconciliation Key To
Select the individual key from the drop down search
Processing Options
Select Close Keys and can select the other options
Test Run
Run in test mode first and validate and then run again with test run off
Comment
Review Summary Totals Record and Document itemization
Closed reconciliation keys will not accept additional transactions and are eligible for transfer to the general ledger.
12.5.8
Check General Ledger Documents
1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable→ Periodic Processing → Forward Posting →Reconciliation→Check General ledger Documents
Transaction code
FPG2
Business Role
AR Supervisor
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK-K (AR SUPERVISIOR)
Business role Menu
Accounts Receivable For RM-CA Reconcile with General Ledger
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Periodic Processing
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This activity allows the telecommunications to display the general ledger documents that have been created because of posting a particular reconciliation key from the FI-CA sub-ledger. The total of this document will match the total record from the sub ledger system. Only documents concerning with the reconciliation key that has been closed and transferred to general ledger will be checked. 2. Make the following entries: Field name
Description
User action and values
Company Code
BP01
Reconciliation Key
Select the key (or range of keys)from the dropdown
Output Options
Incorrect Items
Comment
3. You can see the message ‘No difference found’.
12.5.9
Recording Business Partner Transactions
Reports Use This activity will reconcile the G/L documents.
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable→ Periodic Processing → Forward Postings → Reconciliation→ Itemization for General Ledger Documents
Transaction code
FPG5
Business Role
AR Supervisor
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK-K (AR SUPERVISIOR)
Business role Menu
Accounts Receivable For RM-CA FI-CA Docs to FI-GL Docs
Periodic and Closing Activities
RFKKGL30- The program selects the general ledger documents according to the selection criteria and displays the FI-CA totals record and document lines that comprise
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the total. This process allows the user to track from the general ledger document to the FI-CA documents that are included in the posting 2. Make the following entries: Field name
Description
User action and values
Company Code
BP01
Reconciliation Key
Select the individual key (or range of keys) from the dropdown
3. Choose
Comment
Execute.
Reports Use This activity reconciles Contract A/P and A/R with FI in the general ledger
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable →Periodic Processing → Forward Postings → Reconciliation → Reconcile Open Items
Transaction code
FP02
Business Role
AR Supervisor
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK-K (AR SUPERVISIOR)
Business role Menu
Accounts Receivable For RM-CA Reconciliation of OI's in G/L
Periodic and Closing Activities
RFKKOP10- Report RFKKOP10 reconciles Contract A/P and A/R with FI in the general ledger. It reconciles the current balance for all reconciliation accounts or the reconciliation accounts specified, and tax on sales and purchases clearing accounts. The report will also allow the user to identify differences via the status, missing customization, or missing IO columns 2. Make the following entries: Field name
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Description
User action and values
Comment
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Field name
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Description
User action and values
Company Code
BP01
Reconciliation Key
Select the individual key (or range of keys) from the dropdown
3. Choose
Comment
Execute.
Reports Use This activity displays postings transferred to the general ledger.
Procedure 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu
SAP Easy Access→ Telecommunications→ Contract Accounts Receivable and Payable → Forward Postings → Reconciliation → Display for General Ledger Transfer
Transaction code
FPT3
Business Role
AR Supervisor
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role Business role (Name)
SAP_BP_TEL_AR_CLERK-K (AR SUPERVISIOR)
Business role Menu
Accounts Receivable For RM-CA Alternative Period Transfer
Periodic and Closing Activities
RFKKABS6- Report RFKKABS6 displays postings transferred to the general ledger as a balance overview or as line items with the associated posting date. 2. Make the following entries: Field name
Description
User action and values
Company Code
BP01
Reconciliation Key
Select the individual key (or range of keys) from the dropdown
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Comment
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13 Appendix A : Menu Map with Transaction Codes Additional transaction codes are provided for optional transactions and processes that may be used in the financial close and review processes. SAP Easy Access→Telecommunications →Contract Accounts Receivable and Payable→
Account Account Balance (FPL9) Further Information Clarification Case for Account Balance (FPDM00) Dunning History (FPM3) Returns History (FPCOHIST) Correspondence History (FP04H) Write-Off History (FPCR1) Creditworthtiness (FPCR1) Security Deposits (FPD2) Reposted Adjustments to Receivables (FPZWH) Maintain (FP06) Write-off Items (FP04) Adjust Receivables (FPZW) Process Credits (FPTCRPO) Transfer Items (FP40) Security deposits Enter (FPSEC1) Change (FPSEC2) Display (FPSEC3) Calculate Interest (FPI2) Payments Agree Payment Amounts (FPVZ) Process Payment Advice Notes From Customer (FPAV) Payment at Cash Desk (FPCD) Cash Journal Cash Journal (FPCJ) Cash Journal Master Data (FPCJM)
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Overview of Cash Desk Closing (FPSC) Cash Journal Evaluation (FPCJR) Responsibilities Branch Office Manager (FQ_FPCJ_SU) Cashier with Special Tasks (FQ_FPCJ_SC) Cashier (FQ_FPCJ_NC) Payment Lot (FP05) Check Lot (FP25) Credit Card Lot (FP35) Payment Order Lot (FP45) Manual Outgoing Check Lot (FP50) Clarification Activities Payment Allocation (FPCPL) Maintain Exception Accounts for Payment Clarification (FP05_PROP) Find Payment (FP30) Find Own Clarification Cases (FP30C) Overview of Repayment Requests (FPRU) Reverse Repayment Request (FP18) Payment Form Items (FPZP) Cashed Checks (FPCCR) Write-Off from Clarification Worklist (FPCUM) Online Check Printing (FPCH1) Check Management (FPCHR) Receipt Management (FPREPT) Returns Returns Lot (FP09) Clarification Cases (FPCRL) Reporting of Incorrect Bank Data Edit Lot (FP70) Clarification Cases (FPCNR) Payment Run Change Payment Order (FPOR2) Display Payment Order (FPOR3) Mass Reversal of Payment Orders (FPOR8) Overview of Payment Orders (FPOR8M) Exception Clarification (FPS_RFKKPYOL) Find Payment (FP31)
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Check Assignment for Payment Run (FPCHP) Stop Future Payments (DK) Credit Clarification (FPCRPO) External Payment Banks Copy Payment Confirmations (FPCVS_CONF) Monitor Payments (FPCVS_EXAM) Clarification of Transferred Payments (FPCVS) Document Post (FPE1) Change (FPE2) Mass Change (FPE2M) Display (FPE3) Display Changes (FPE4) Reset cleared items (FP07) Reverse (FP08) Mass Reversal (FP08M) Reconciliation Key Create (FPF1) Close (FPF2) Display (FPF3) Display Document List (FPT5) Maintain User-Specific Posting Settings (S_KK4_74002356) Standing Request Edit (FKKORKD2) Generate Documents (FPDUDC) Approve Request (FKKORDA) Reporting Display Documents Generated from Standing Requests (RFKKO2) Reconcile Documents Generated from Standing Requests (RFKKO2H) Periodic processing For Contract Accounts Payment Notifications Create (FPDDAX) Change (FPDDA3) Display (FPDDA2) Prenotification
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Payment Run (FPY1) Printed Receipt (FPREPTM) Interest Run (FPINTM1) Write-off run (FP04M) Reversal of Check Payments (FPCHS) Dunning Notice Dunning Proposal Run (FPVA) Dunning Activity Run (FPVB) Mass Reversal of Dunning Notices (FPVC) Telephone List (FPDUTL) Forward Telephone List (FPVT) Correspondence Create Account Statements (FPCC0002) Create Balance Notification (FPCC0026) Print (FPCOPARA) Installment Plan Printing (FPRD) Monitor Tax Exemptions (FKEXMA) Create Business Partner Statements (FPCC0029) General Write-Off Notification (FPCC0034) Submit for Collection Release Run (FP03M) Submission Run (FP03DM) Information for Collection Agencies (FPD1) Receivables Recalled (FP03U) Automatic Clearing (FPMA) Set Processing Locks (FP03DM) Delete Processing Locks (FPKLOCK2) Check Conditional Locks (FPLKA) Security deposits Release (FPRL) Interest for Cash Security Deposit (FPINTM2) Statistics (FPD1) Create Credit List (FPCRPO_DET)
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Forward Postings Preparation Assign New Reconciliation Key to Payment Lot (FP05FIK) Assign New Reconciliation Key to Returns Lot (FP09FIK) Check Summary Records (FPT1) Recreate Totals Records (FPT6) Maintain Alternative Posting Date (FPG0) Execution Transfer to General Ledger (FPG1) Transfer to Profitability Analysis (FPG3) Cash Management Transfer (FPCF) Control Reconcile open items (FP02) Reconcile G/L Accounts (FPTP) Check General Ledger Documents (FPG2) Reconcile G/L Documents (FPG5) Missing Transfer (FPT4) Check CO-PA Documents (FPG7) Closing Preparation Foreign Currency Valuation (FPW1) Reverse Foreign Currency Valuation (FPW2) Itemization Interim Account (FPR_PLCL) Document Journal (FPS_RFKKBELJ00) Open Items at Key Date (Parallel Processing) (FP01P) Post Reclassifications (FPRECL) Determine Missing FI-CA Documents (FPDOC) Adjustment postings Transfer Posting of Deferred Revenues (FPDR) Adjust Receivables According to Age (FPRW) Transfer Posting of Adjusted Receivables (FPRV) Display Adjusted Receivables (FPRA) Data for Government Tax Audit Documents Export Document Extracts (FPDE_EXP) Export Document Extracts from Archive (FPDE_AEXP) Import Document Extracts (FPDE_IMP) Export Extracted Documents (FPD_EXTR)
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U60: RM-CA Financial Processing - BPP Overview of Documents Extracts (FPDE) Delete Document Extracts (FPDE_DEL)
Evaluation of Open Items Define Preselection (FPSELP) Define Layout (FPSELP1) Create Preselections for Business Partner (FPSP) Create Preselections for Contract Accounts (FPSA) Evaluate (FPO4) Evaluate (Parallel Processing) (FPO4P) Extraction for Business Information Warehouse Extract OIs (FPBW) Extract Cleared Items (FPCIBW) Administration of Extraction (FPBWS) Delete Extracts (FPBWD) Data for Externals Payment Card Organizations Bill (FPPCDS) Display Data Medium (FPPCSF) List of Payments (FPPCAS) List of Settlements (FPPCLP) List of card data (FPPCBP) External collection agencies Banking Check deposit list (FP20) Tax Authorities Process Foreign Trade Declarations (FPAWM) Create Country-Specific Tax Returns (FPTX1) Copy Data Documents Adopt (FPB1) Process Errors (FPB2) Payment Lot Adopt (FPB3) Process Errors (FPB4) Returns Lot Adopt (FPB5) Process Errors (FPB6)
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Manual Outgoing Check Lot Adopt (FP51) Process Errors (FP52) Check Encashment Adopt (FPB12) Process Errors (FPB13) From Electronic Account Statement Transfer (FPB7) Process Errors (FPB8) From MultiCash File Convert Country-Specific Formats to MultiCash (FPBMC) Transfer Data from MultiCash File (FPB17) Payment Advice Notes Transfer (FPB20) Process Errors (FPB21) Documents from External Billing Systems Transfer Documents (FKK_EBS_TOI_COPA) Edit Documents with Errors (FKK_EBS_TOI_COPA_E) Transfer Reversals (FKK_EBS_MRD) Process Reversals with Errors (FKK_EBS_MRD_E) Link Documents with Invoices (FKK_EBS_ARC) Edit Links with Errors (FKK_EBS_ARC-E) Settings Current Settings Enter exchange rates (S_BCE_68000174) Maintain User Group for Reconciliation Key Default (S_KK4_74002323) Maintain Alternative Posting Date (FPG0) Assign Internal Check Numbers (FQP6A) Administration Reset Check Reason in Document (FPE2C) Reset Check Reason in Repayment Request (FP02RC) Create Search Index for Archived Payment Lot (FP05ARC)
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