The PSCD work

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

Date Training Center Instructors Education Website

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

An SAP course - use it to learn, reference it for work

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

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© 2011 SAP AG. All rights reserved.

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Contents Course Overview .......................................................... ix Course Goals ........................................................... ix Course Objectives ..................................................... ix

Unit 1: Basics ............................................................... 1 Introduction to the Public Sector Solution ...........................2 Event Technology .......................................................8 Parallel Mass Processes in PSCD.................................. 12 Master Data Objects in Contract Accounts Receivable and Payable ............................................................. 17 Master Data Public Sector ........................................... 37

Unit 2: Documents ....................................................... 75 Lifecycle of Documents .............................................. 77 Document Structures ................................................ 84 Posting Documents ................................................... 93 Exercise on document posting .....................................105 Integration with General Ledger Accounting .....................109 Account Balance Display ...........................................121 Exercise on accounting integration ................................131 Public Sector Requests .............................................134 Exercise on General Requests.....................................155

Unit 3: Transactions and Account Determination ............... 159 Structure of Transactions ...........................................160 General Ledger Account Determination ..........................166 Tax Determination....................................................173 USA - Tax Jurisdiction Code (Only relevant for US training) ...177

Unit 4: Incoming Payments........................................... 183 Processing Incoming and Outgoing Payments..................185 Payment Lots and Check Lots .....................................188 Exercise on Check Lot and Payment Lot (Entering Payments in Payment Lots) ....................................................202 Clarification Processing .............................................205 Exercise on Account Maintenance (Clarification Processing)..217 Cash Desk/Cash Journal ...........................................222 Exercise on the Cash Journal ......................................235

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Unit 5: Payment Run ................................................... 239 Prerequisites for Making Payments ...............................240 Payment Program....................................................246 Exercise on Payment Program – Scheduling and Executing ..258 Payment Cards.......................................................261 Check Management .................................................266 FSCM Biller Direct ...................................................270 Revenue Distribution ................................................274 Exercise on Revenue Distribution .................................280

Unit 6: Returns Processing........................................... 287 Configuration of Returns ............................................288 Processing Returns..................................................300 Exercise on the Returns Process (Editing Returns) .............307

Unit 7: Clearing Control ............................................... 313 Terminology and Definitions ........................................314 Configuration of the Clearing Strategy ............................319 Special Cases: .......................................................334

Unit 8: Dunning and Collections .................................... 343 Dunning - Terminology ..............................................344 Exercise on carrying out dunning activities .......................348 Configuration and Execution of the Dunning Program ..........351 Collection Processing ...............................................367 Inbound Correspondence Public Sector ..........................376

Unit 9: Interest Calculation ........................................... 391 Calculation of Interest on Items ...................................392 Interest Keys and Calculation Rules ..............................395 Processing of Interest Calculation .................................406

Unit 10: Deferral/Installment Plan ................................... 417 Deferral: Definition and Processing ...............................418 Installment Plan: Definition and Processing......................422

Unit 11: Other Business Transactions ............................. 433 General account......................................................434 Reversing Documents and Resetting Clearing ..................442 Document Transfer ..................................................451 Doubtful Entry/Individual Value Adjustment .....................454 Write-Off...............................................................458 Exercise on writing off (installment plan)..........................463

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Contents

Unit 12: Security Deposits ............................................ 467 Cash and Non-Cash Security Deposits ...........................468 Request, Payment and Settlement of Cash Security Deposits 471

Unit 13: Correspondence ............................................. 481 Definition and Types .................................................482 Handling and Customizing ..........................................489 The Print Workbench ................................................497 Exercise on Correspondence Handling ...........................502

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

Unit 15: Invoicing in Contract Accounts Receivable and Payable .................................................................... 569 Overview of Billing and Invoicing ..................................571 Business Rule Framework .........................................574 Public Sector Billing .................................................584 Transferring Billing Documents ....................................589 Overview of the Invoicing Processes..............................599 Basic Terms in Invoicing ............................................602 Invoicing Process Flow .............................................614 Posting Documents and Invoicing Documents ..................619 Invoicing Functions ..................................................626 Invoice Reversal .....................................................651 Invoice Printout.......................................................655 Invoicing Execution ..................................................664 Document Display and Monitoring ................................667 BW Integration .......................................................670 CRM Integration......................................................675

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

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

Project manager and project team Consultants

Course Prerequisites Required Knowledge •

AC010 Business Processes in External Accounting or

•

Experience in subledger accounting in the public sector

Course Goals This course will prepare you to: • •

• •

Understand the scope of the public sector-specific transactions in Public Sector Collection and Disbursement (PSCD) Become familiar with the interface between PSCD and SAP Tax and Revenue Management (TRM), SAP Biller Direct and other e-government components with reference to integrated TRM. Describe and configure key activities within the PSCD product Identify the integration points between PSCD and other R/3 Accounting modules

• Note: This course does not go into detail about the interface design of public sector assessment systems.

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

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


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

• • • • • •

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

x

SAP ERP Central Component 6.0


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

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

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

Unit Contents Lesson: Introduction to the Public Sector Solution ............................2 Lesson: Event Technology........................................................8 Lesson: Parallel Mass Processes in PSCD .................................. 12 Lesson: Master Data Objects in Contract Accounts Receivable and Payable............................................................................ 17 Lesson: Master Data Public Sector............................................ 37 Exercise 1: Master Data Public Sector ................................... 49

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

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

Explain the most recent solutions in the public sector

Business Example

Figure 1: Frequent Application Environment

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Lesson: Introduction to the Public Sector Solution

Figure 2: Advantages of an Integrated Solution

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

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Figure 4: What is Tax and Revenue Management?

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

Figure 5: What is Grants Management?

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

Figure 7: SAP-Integrated Case Management

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Figure 8: What is SAP Customs Administration?

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

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

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


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

Business Example

Figure 9: Technology: Event Concept (1)

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

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Lesson: Event Technology

You maintain events and their function modules in the implementation guide for Contract Accounts Receivable and Payable, under Program Enhancements → Define Customer-Specific Function Modules. The FKK_FUNC_MODULE_DETERMINE function module runs for each event. It determines the event modules stored for processing in Customizing from the following tables: •

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

• •

The technical name of the function module is formed from the technical code FKK_SAMPLE_ and the name of the event. In the case of a sample function module defined at event 0010, the name would be FKK_SAMPLE_0010. As well as the events that are available to all industry components, additional industry-specific events also exist. You can recognize these from the encryption of the application area in the technical name. Overview of event nomenclature

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From event

To event

Application

0

9999

Application-independent

R0

R999

Utilities Industry

V0

V999

Insurance

T0

T999

Telecommunications

P0

P999

Public Sector

X0

X999

Partner Developments

Z0

Z999

Customer Developments

S0

S999

SAP Contract Accounts Receivable and Payable


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Figure 10: Technology: Event Concept (2)

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

10

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


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Lesson: Event Technology

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

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


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

Business Example

Figure 11: Technology: Mass Processes in PSCD

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

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Lesson: Parallel Mass Processes in PSCD

Figure 12: Technology: Splitting-Up Processes

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

Figure 13: Technology: Parallel Processing - Interval Creation

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

Figure 14: Technology: Parallel Processing - Portioning

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Lesson: Parallel Mass Processes in PSCD

Figure 15: Technology: Parallel Processing - Realization

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

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

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Lesson: Master Data Objects in Contract Accounts Receivable and Payable

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


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

Business Example

Figure 16: Central Objects

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Figure 17: Business Partner and Roles: Examples

Application-neutral data, such as name, address, bank details and payment cards, is contained on the business partner master record. Special requirements involved in setting up business partners that are organizations, groups, and individuals are also fulfilled. The SAP Business Partner also provides an open infrastructure for linking the application-specific attributes of the business partner. From a business point of view, this link is made by way of the role concept. On the technical side, SAP Business Partner offers predefined interfaces via which business partner attributes from different applications can be linked. This means that existing business partner mapping (from resident to tax payer) within SAP can gradually be integrated into SAP Business Partner.

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Figure 18: Business Partner: Role Definition

A business partner role corresponds to a business context in which a business partner can appear. A business partner can have several business partner roles. Possible roles include a contract partner (PSCD), contact person, interested party (potential customer) or business partner (general). The above example shows that a business partner can assume several roles (contact person, prospect, contract partner) depending on the business process in which he/she is involved. BP roles consist of blocks (attributes) known as data sets. These are shown as little black boxes in the graphic above. SAP’s Business Partner offers an open infrastructure. This means that other components (ERP core, industry components, components of development partners, and a customer’s-own components) can easily include their own application-specific business partner data. As of release ERP2005, business partners must exist in the business role MKK for role category MKK. If you use time-dependent business partner roles, note that the MKK business role for role category MKK cannot have a time limit. It must always have a validity period from today's date to 12.31.9999. You may not, and cannot, restrict the validity of this role.

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Figure 19: Business Partner: Business Partner Category

A business partner in PSCD is usually an person, organization or group that makes payments or that receives payments. It is primarily the constituent or taxpayer from the collections point of view and the beneficiary from the disbursements point of view. Business partner category is the term used to classify a business partner as a natural person (e.g. private individual), group or organization (legal entity or part of a legal entity, such as department). The business partner category determines which fields are available for data entry. For example, when you want to create a business partner as an organization, one of the fields requires you to enter the legal form. With a person, you have to enter first name, name components and gender, etc. When a business partner is created, the business partner category must be selected (required entry). Assignment of the business partner category is static and cannot be changed once the business partner has been created. It is not possible to create any other business partner categories.

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Figure 20: Business Partner: Business Partner Group

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

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

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

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

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

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Figure 21: Business partner: Business Partner Type

When you create a business partner in PSCD, the business partner type controls the field status definition (which fields on the business partner master record are mandatory, hidden, displayed or optional). You can use business partner types to group business partners according to your own criteria. You can find the business partner type in the control data of the business partner.

Figure 22: Business Partner: Address Management

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Central address management allows different addresses to be assigned to a business partner for different functions (see the business partner address types in Customizing). These addresses can be classified according to address types (e.g. delivery address, correspondence address, etc.). You can maintain any number of addresses for each business partner. One address per business partner is flagged as being the standard address. Postal data and information on different communication types is assigned to the address. You can maintain different communication types for each address (telephone, fax, Internet mail address, pager services, printers, remote mail, Secure Store & Forward, telex, teletex, URI/URL/FTP, X.400). The address can be used independently of the business partner. The address is an object in itself and offers interfaces. The business partner is based on these, and offers corresponding business partner interfaces. The standard address is always maintained on the “Address” screen. As of release ERP2005, the standard address of a business partner is no longer portrayed using the indicator XDFADR in table BUT020. This indicator is obsolete and you can no longer specify it on manual entry. With effect from Release 6.40, the standard address is portrayed with the address use XXDEFAULT. If you want to use addresses on a time basis, you can create different standard addresses for different periods. For each time, you can specify one address as standard address for the business partner.

Figure 23: Address Management: Additional Functions

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

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

• •

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

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

Figure 24: Contract Account: Structure and Function

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

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The contract account category determines the following attributes: • • • • • •

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

You can use the method “BAPI_CTRACCOUNT_EASYCREATE” to create a contract account with sample values.

Figure 25: Contract Account: Company Code Group

The company code group includes all company codes that are permitted for posting to a contract account. One company code group is assigned to each contract account. Company code groups can overlap. This means, for example, you can have a group G1 that consists of company codes 0001, 0002, and 0003, and group G2 that consists of 0001 and 0003. Using the new event 1010, you can check whether a company code group is permitted in a contract account. This enables you to prevent, for example, that cross-country groups (in certain contract accounts) are used.

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Figure 26: Company Codes in Contract Accounts Receivable and Payable

•

Exactly one paying company code is always assigned to each company code group in Customizing. A paying company code is responsible for payment transactions. You have to define house banks and payment methods for paying company codes. Several company code groups can have the same paying company code. The paying company code does not have to be in the company code group itself. You can also specify the paying company code in a business partner item. In this case, this specification overrides the paying company code determined via the company code group of the contract account. If a paying company code specified in the line item is in a different country to the paying company code determined via the contract account, you also have to specify a payment method in the line item. In this case you cannot use the payment methods from the contract accounts since they refer to a different country.

•

26

A standard company code is allocated to each contract account You use the standard company code for all postings for which no company code can be determined by other means (for example, for payments on account).


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Figure 27: Transfer of Responsible Company Code

The first check (contract account or document), which checks the validity of the company code group or has it as a prerequisite, automatically transfers the relevant company code to the company code groups and paying company codes. The system creates a company code group with the same key for each responsible company code. The company codes that were previously allocated to the responsible company code are allocated to this company code group. The responsible company code is allocated as the paying company code for the group. This guarantees the continuity for the existing organization model. The description of the responsible company code is copied as the description of the company code group. As the new description is language-dependent, it is automatically created in all languages used in the installation. The languages are determined by analyzing the document type texts. Change to contract accounts A company code group and standard company code are necessary specifications for new contract accounts. You can use conversion report RFKKSTDBK to add the missing standard company code for contract accounts that already exist. The standard company code is then given the value of the previous responsible company code. The conversion of contract accounts can take place in sections subsequently. Accounts that have not yet been converted are handled by the system as though the conversion had already taken place.

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Figure 28: Elements of the Customer Profile

The dunning procedure that should be used is defined at contract account level. The clearing category controls payment allocation and the clearing of credit notes and receivables. The interest key is used to determine individual conditions for interest calculation. The account determination ID is used for determining general ledger accounts. The tolerance group defines limits for payment differences in the incoming payment. The business partner's payment patterns are reflected in his/her creditworthiness. You can override automatic determination of creditworthiness by entering a percentage-based weighting and creditworthiness data manually.

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Figure 29: Creditworthiness 1

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

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Figure 30: Creditworthiness 2

Dynamic calculation of current creditworthiness: Table of creditworthiness weighting TFK046A: 1 month - factor 4 2 months - factor 3 The following formula is used for the runtime 04.01.2003: 5 creditworthiness points (February) * 3 + 15 creditworthiness points (March) * 4 = 75 creditworthiness number When SAP Credit Management from Financial Supply Chain Management is activated, the creditworthiness recorded in Contract Accounts Receivable and Payable is transferred to SAP Credit Management and is used to evaluate the internal creditworthiness that is stored here. Internal processes such a dunning and returns processing shall be influenced by the internal score of SAP Credit Management and thus it has to be transferred back to Contract Accounts Receivable and Payable. It is visible here in the creditworthiness display in FI-CA with the date of the last replication.

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Figure 31: Lock Concept

Postings to a contract account can be prevented by a central posting block. This prevents postings, clearing, reversal, and the cancellation of clearing for the involved account. In addition, the open items in this account are not dunned. During online clearing processing, open items of blocked contract accounts are flagged with an appropriate icon. It is not possible to activate these items. Individual business processes can also be prevented by locks. You can set these locks for all items at contract account level, or at the level of an individual item. Lock reasons can be defined in Customizing. All locks can be given a time limit. Once this limit has expired, the locks are deactivated. You can generate a list of business locks in the SAP application menu under Utilities Industry → Contract Accounts Receivable and Payable → For Contract Accounts → Evaluation of Business Blocks. When you do this, you can select lock entries according to business partner, contract account, lock category, process and lock reason. The entries are output as a report list or ALV list and can be sorted according to business partner or contract account. You can create processing locks with transaction FKLOCK2 (menu: Periodic Processing → For Contract Accounts). Using the selection criteria Business Partner, Contract Account, Contract, and Company Code, you can set mass locks for a combination of Lock Category, Process and Lock Reason. To delete mass locks, use transaction FPLKDEL.

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Figure 32: Locks

Locks for contract account: Dunning, posting, invoicing, correspondence dunning, interest calculation, incoming payments and outgoing payments. You can set the lock for a limited period, or multiple locks for the individual business transactions. Hint: If you only define one reason for the lock, then it is valid for an unlimited amount of time. If you only enter one lock reason, then you can change or delete it. If you have set several time-dependent locks, use the arrow key to make changes. You can then enter the changes in a dialog box. If you have set multiple time-dependent locks, then only a ~ is displayed. In this case you can use the arrow key to display the other locks. To evaluate locks that have been set, use transaction FPLKA , 'Periodic Processing → For Contract Accounts → Evaluation of Processing Locks'.

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Bank Data and Payment Card Maintenance •

You can use transaction FPP4 to: –

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

– –

Change/delete existing bank details Create new payment cards (determine a new payment ID for event 1054)

– – – –

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

Transaction FPP4 makes it considerably easier to change business partner-related bank data. This allows you, for example, to change the bank details for a customer changing from cash payer to direct debit payer in the business partner master record and in dependent objects at the same time in the Maintain Payment Data transaction. You can use a flexible set of rules to control follow-up actions such as the reversal of dunning notices. If you set the 'Create Bank ID' indicator in the client-specific settings in Customizing, you can determine a new bank details ID for the relevant business partner at event 1053. If you set the 'Create Credit Card ID' indicator in the client-specific settings in Customizing, you can determine a new payment card ID for the relevant business partner at event 1054. With a function module processed in event 1083 you can make further changes to the contract account when you save the data. In this event, you can, for example, change the field Planning Group in the contract account if a customer changes from being a cash payer to a direct debit payer.

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Figure 33: Bank Data and Payment Card Maintenance

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

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

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

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

Figure 34: Basic Customizing

The overviews of the Customizing activities in this unit only represent an extract of the IMG. Customizing of the (central) business partner is stored in the “cross-application components” area.

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

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Lesson: Master Data Public Sector

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


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

Business Example

Figure 35: Master Data Structure: Structure Element

SAP business partner: Is a natural or legal person. Contract account: Does not physically exist, contains accounting information. Contract object Exists (or does not exist), is either a natural person/legal entity, a moveable or non-moveable object or a right. • •

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

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

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If you use this component, you can merge partner data that may be distributed over several systems within one company. Seamless integration of customer-specific data is possible without modification, that is, release-independent, because defined interfaces exist for this purpose. The SAP Business Partner component is part of SAP Business Framework. This has considerable advantages because the link to the Business Framework ensures that the business partner can be integrated into an existing system landscape and that you can work with other external applications.

Figure 36: Master Data: Minimum Structure

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

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

If you use the contract account object as a posting level when the document is posted, this enables you to use the following functions: You can assign a contract object to one or more business partners (for example, mapping of condominium owners' association). The selection option is defined in Customizing. You can define the following control elements at contract object level: • • •

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

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

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

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

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Using different contract account categories depends on whether different dunning procedures and clearing controls for payments are relevant for different receivable types. You can distinguish between the different receivable types by using different contract object types and/or main and subtransactions in the document.

Figure 40: Control Parameter in the Master Data

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

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Figure 41: Duplicate Search for Creating Business Partners

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

Figure 42: Contract Object: Configurations

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

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

Figure 43: Contract Object: Master Data Structure

In BDT (Business Data Toolset), you define the data structure of a contract object type. This is called the contract object category. In the context of the BDT application object “contract object”, the term “category” is used as a synonym for “business partner role” (BP role). SAP provides three contract object categories (“PAAC with a link to the business partner and contract accounts”, “PSOB without a link to the business partner and the contract account”, “PSDD for a campus with a link to the business partner, the contract account and the due date”). The contract account data is not mandatory. Hint: As soon as postings are made, this data can no longer be changed.

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Figure 44: Contract Object: Configuration

You can create a contract object directly, you can use a template (an existing contract object) or you can use template values from Customizing. You can only assign a contract object to a business partner, a contract account (contract account data) using a contract object type with the contract category “PAAC or PSDD” defined in Customizing. You can create the contract account data with or without the default values defined in Customizing for the contract object. On the Basic Data tab page, you enter a partner relationship by assigning a business partner and a contract account type. If necessary, you can create new business partners and contract accounts directly. If you want to have a different control logic for the contract object from the one assigned in the contract account, proceed as follows: To define an alternative correspondence control, set the “Correspondence Parameters Active for Contract Object” indicator on the Correspondence tab page and enter the required correspondence data. To define an alternative invoicing, you must set the “Correspondence Parameters Active for Contract Object” indicator and the “Separate Invoice” indicator on the Correspondence tab page and enter an invoice type. To define an alternative payer or payment recipient set the “Correspondence Parameters Active for Contract Object” indicator on the Payment Data tab page and enter the relevant business partner.

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You can flag individual records of contract account data that are assigned to a a contract object as obsolete and thereby exclude them from the further contract object processing (for example, in transaction PSOBWORK). The prerequisite for setting this indicator is that there are no open items or open inbound correspondence for the specified contract account data record (that is, for the specified business partner, contract account type and contract account). You can set the Obsolete indicator on the Basic Data tab page in the administration data screen area. The contract account data records are hidden in all the F4 helps and overview lists for contract objects. Only administrators with the special authorization F_KK_SOND for activity '24' can display and edit these entries in transaction PSOBWORK. Administrators can edit obsolete account data by following the menu path Extras → Administration → Display Obsolete Data or Hide Obsolete Data. For each contract object type, you can define in Customizing whether several business partners are allowed to be assigned to a contract object or whether this should be a unique assignment. Since each assigned business partner corresponds to a record of tax data for the PSCD, the number of assigned contract accounts is also reduced if this option is active. Check digits •

Check digits allow you to validate: – – –

Business partner numbers Conract account numbers Contract object numbers Prerequisite: Internal number assignment

Check digits allow you to validate contract account and/or business partner numbers and you can use them with incoming payments. To be able to use check digits, contract accounts and business partners must have internal numbers. Example: A customer has deposited a payment and has entered his contract account number in the Payer field by mistake. In this case, the check digit algorithm can automatically correct the error (if the error does not involve several numbers). SAP does not provide the algorithm, however it does deliver the required events. Business partner: You add the check digit procedure with event 1051. SAP provides sample function module FKK_SAMPLE_1051_2_CHECKDIGITS for two check digits.

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Contract account: You can use leading check digits when you create contract accounts. You can have one or more characters. Event 1019 and function module FKK_SAMPLE_1019_2_CHECKDIGITS (the delivered sample function module that uses two check digits) are used for the contract account check digit procedure. Contract objects: You can use a customer enhancement to implement a check digit procedure for the contract object numbers. You can find further information about this in sample function module FMCA_SAMPLE_P500. SAP provides a check digit procedure for contract objects based on the modulo 11 procedure (FMCA_MODULO11_DIGIT_P500). This procedure is supported during the interpretation of note to payee of the electronic account statement.

Figure 45: Business Partner Overview

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

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

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Configure Business Partner Overview Maintain Additional Functions for Business Partner Overview


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

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

Task:

Figure 46: Master Data: Overview

1.

Master data overview

Continued on next page

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2.

Create business partners Choose your user menu (or choose Ctrl+F10). Hint: Check your user parameters under System → User Profile → Own Data → ‘Parameters’ tab page → Parameter ID ‘ADDRESS_SCREEN’ and assign parameter value ‘001’. Menu path: Master Data → Business Partner → Create Contract Partner (FPP1)

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

Data

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

BPXX (XX is your group number)

Grouping

PSCD alphanumeric (9999)

Business partner role

Contract partner (MKK)

Tab page: Address Name Continued on next page

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First name

Your first name

Last name

Your last name

Search terms Search term 1

Your initials or your last name

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

Standard Street

House number

Your house number

Postal code

77777

City

Standard Town

Country

US

Region

Use the F4 help to make your selection

Communication Telephone

Your telephone number

E-mail

Your e-mail address

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

Dunning Street

House number

Your house number

Postal code

88888

City

Dunning Town

Country

US

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


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Tab page: Identification Personal data Choose

(Additional fields)

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

(Save)

Make a note of the number of your business partner: Business partner number_____________________ 3.

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

Figure 48: Master Data: Overview (Contract Accounts)

Menu path: Master Data → Contract Accounts → Create (transaction CAA1) Contract account 1: Waste water fee:


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SAP field names

Data Contract account 'Waste water fee'

Enter business partner number

BPXX (your business partner)

Enter contract account type

01 (Waste water fee for property)

Choose 'Create with Sample' or 'ENTER'. Tab page: General data Enter the contract account name

Waste water fee group XX

Account relationship

Account holder

Tolerance group

Standard 0% (EUR)

Clearing Category

Public law

Interest key

Interest calculation per month started 1%

Tab page: Payments/Taxes Company Code Group

0001

Standard Company Code

0001

Tab page: Dunning/Correspondence Dunning Procedure

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

Corresp. Variants

Variant 01

Choose

(Save)

Contract account number_____________________ Contract account 2: Property taxes and fees SAP field names

Data

Contract account Property taxes and fees Enter business partner number



03 (Property tax)

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

Grundbesitzabgaben → Property taxes and fees Continued on next page

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Account holder

Change the tolerance group

Standard 0% (EUR)

Interest key



0001


0001

Tab page: Dunning/Correspondence Dunning procedure

Dunning w. interest on monthly basis

Corresp. Variants

Variant 01

Choose

(Save)

Contract account number _____________________ 4.

Create a contract object: Create a contract object for your business partner. Start by entering the contract object type and then choose Create. The number assignment is internal. Menu path: Master Data → Contract Object → Edit Contract Object (transaction PSOBWORK)


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

Create contract object 1: Property SAP field names

Data Contract object #1

Contract Object

No entry (internal number assignment)

Contract Object Type

9999 (property)

Choose ‘

Create'

Name of object Choose ‘

Property from group XX

Sample for A/R and A/P Data’

Business partner number


Choose the contract account category

01 (waste water fee)

Choose Enter to check the correct entries. Choose

(Save)

Contract object number _____________________


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Note: Now enter the assignment to the second contract account Select the contract object that you have created and choose (Change). Choose “Sample for A/R and A/P Data” Business partner number



03 (property tax)

Go to the Inbound Correspondence tab page. Status

Automatic request

Periodic

Annually

First period (year)

YYYY-1

Correspondence dunning procedure Choose

Correspondence Dunning Standard

(Save)

Create contract object 2: Child care contributions

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

SAP field names

Data Contract Object: Child care

Contract Object



0001 (Childcare contribution)


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Choose ‘

Create’

Object name

Child 1 for group XX



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

Data

Contract account



Copied from contract object

Contract account cat.

04 (Services)

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

Services group XX


Account holder

Check the tolerance group

Standard 0% (EUR)

Clearing Category

Public law

Interest key

Interest per started month

Tab page: Dunning /Correspondence Invoice type

Invoice type 01

Dunning procedure

Dunning w/o interest calc. – coll.agenc.

Corresp. Variants

Variant 01

Choose

(Save)

Contract account number _____________________ Choose

(Back F3) to return to transaction 'Create Contract Object'.

Choose

(Save) Continued on next page

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Contract object number ______________________ Contract object parking permit and waste charges:

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

Contract object Parking permit SAP field names

Data Contract object Parking permit

Contract Object



0002 (Parking permit)

Choose ‘

Create'


Your vehicle number




Contract account category

04 (Services)

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

X

Correspondence variants

Variant 01


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Separate Invoice

X

Invoice type

Invoice type 01

Choose

(Save)

Contract object number ______________________ Contract object Waste charges: SAP field names

Data Contract object Waste charges

Contract Object



0003 (Contract for garbage fee)

Choose ‘

Create'


Waste charges group XX





04 (Services)

Choose

(Save)

Contract object number ______________________ 5.

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

Data



Choose

(Continue) or ‘Enter’

New bank details: Bank key

10020030

Country

US Continued on next page

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Bank Account

Any account number

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

0001

Deselect all the contract accounts up to the property taxes and

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

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Solution 1: Master Data Public Sector Task:


1.

Master data overview


a) 2.

There is no solution.

Create business partners Continued on next page

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Choose your user menu (or choose Ctrl+F10). Hint: Check your user parameters under System → User Profile → Own Data → ‘Parameters’ tab page → Parameter ID ‘ADDRESS_SCREEN’ and assign parameter value ‘001’. Menu path: Master Data → Business Partner → Create Contract Partner (FPP1)

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

Data

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

BPXX (XX is your group number)

Grouping

PSCD alphanumeric (9999)

Business partner role

Contract partner (MKK)

Tab page: Address Name First name

Your first name

Last name

Your last name

Search terms Search term 1

Your initials or your last name

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

Standard Street

House number

Your house number

Postal code

77777

City

Standard Town

Country

US

Region

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

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Communication Telephone

Your telephone number

E-mail

Your e-mail address

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

Dunning Street

House number

Your house number

Postal code

88888

City

Dunning Town

Country

US

Choose 'Continue' to return to the address overview. Assign your standard address to the address usage 'correspondence address'. Double-click the address usage 'standard address' and assign the relevant address. Tab page: Identification Personal data Choose

(Additional fields)

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

(Save)

Make a note of the number of your business partner: Business partner number_____________________ a)

There is no solution. Continued on next page

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3.

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

Figure 54: Master Data: Overview (Contract Accounts)

Menu path: Master Data → Contract Accounts → Create (transaction CAA1) Contract account 1: Waste water fee: SAP field names

Data Contract account 'Waste water fee'

Enter business partner number



01 (Waste water fee for property)

Choose 'Create with Sample' or 'ENTER'. Tab page: General data Enter the contract account name

Waste water fee group XX


Account holder

Tolerance group

Standard 0% (EUR)

Clearing Category

Public law

Interest key



0001 Continued on next page

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0001

Tab page: Dunning/Correspondence Dunning Procedure

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

Corresp. Variants

Variant 01

Choose

(Save)

Contract account number_____________________ Contract account 2: Property taxes and fees SAP field names

Data

Contract account Property taxes and fees Enter business partner number



03 (Property tax)

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

Grundbesitzabgaben → Property taxes and fees


Account holder

Change the tolerance group

Standard 0% (EUR)

Interest key



0001


0001

Tab page: Dunning/Correspondence Dunning procedure

Dunning w. interest on monthly basis

Corresp. Variants

Variant 01

Choose

(Save)


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Contract account number _____________________ a) 4.


Create a contract object: Create a contract object for your business partner. Start by entering the contract object type and then choose Create. The number assignment is internal. Menu path: Master Data → Contract Object → Edit Contract Object (transaction PSOBWORK)

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

Create contract object 1: Property SAP field names

Data Contract object #1

Contract Object



9999 (property)

Choose ‘

Create'


Property from group XX

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

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01 (waste water fee)

Choose Enter to check the correct entries. Choose

(Save)

Contract object number _____________________ Note: Now enter the assignment to the second contract account Select the contract object that you have created and choose (Change). Choose “Sample for A/R and A/P Data” Business partner number



03 (property tax)

Go to the Inbound Correspondence tab page. Status

Automatic request

Periodic

Annually

First period (year) Correspondence dunning procedure Choose

YYYY-1 Correspondence Dunning Standard

(Save)

Create contract object 2: Child care contributions


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

SAP field names

Data Contract Object: Child care

Contract Object



0001 (Childcare contribution)

Choose ‘

Create’

Object name

Child 1 for group XX



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

Data

Contract account



Copied from contract object

Contract account cat.

04 (Services)

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

Services group XX


Account holder

Check the tolerance group

Standard 0% (EUR)

Clearing Category

Public law

Interest key

Interest per started month

Tab page: Dunning /Correspondence Invoice type

Invoice type 01


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Dunning procedure

Dunning w/o interest calc. – coll.agenc.

Corresp. Variants

Variant 01

Choose

(Save)

Contract account number _____________________ Choose

(Back F3) to return to transaction 'Create Contract Object'.

Choose

(Save)

Contract object number ______________________ Contract object parking permit and waste charges:

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

Contract object Parking permit SAP field names

Data Contract object Parking permit

Contract Object



0002 (Parking permit)

Choose ‘

Create' Continued on next page

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Your vehicle number





04 (Services)

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

X

Correspondence variants

Variant 01

Separate Invoice

X

Invoice type

Invoice type 01

Choose

(Save)

Contract object number ______________________ Contract object Waste charges: SAP field names

Data Contract object Waste charges

Contract Object



0003 (Contract for garbage fee)

Choose ‘

Create'


Waste charges group XX





04 (Services)

Choose

(Save)

Contract object number ______________________ a) 5.


Change bank details


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

Data



Choose

(Continue) or ‘Enter’

New bank details: Bank key

10020030

Country

US

Bank Account

Any account number

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

0001

Deselect all the contract accounts up to the property taxes and

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

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

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Unit Summary

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

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

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

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

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

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Lifecycle of Documents ............................................... 77 Document Structures ................................................. 84 Posting Documents.................................................... 93 Exercise on document posting......................................105 Integration with General Ledger Accounting .....................109 Account Balance Display ............................................121


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Exercise 2: Analysis of Contract Accounts..............................127 Lesson: Exercise on accounting integration.................................131 Lesson: Public Sector Requests ..............................................134 Exercise 3: Public Sector Requests - Document Entry................145 Lesson: Exercise on General Requests .....................................155

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Lesson: Lifecycle of Documents

Lesson: Lifecycle of Documents Lesson Overview Contract accounts receivable and payable is a sub-ledger accounting component that manages mass data. It is used for processing open items.


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

Business Example

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

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

• • •

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


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


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

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


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

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


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


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


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

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

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Lesson: Document Structures Lesson Overview


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

Business Example

Figure 67: Document Types for Single Processing

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

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Lesson: Document Structures

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

Figure 68: Number Ranges for Mass Processing

In addition to the document number ranges for manual posting, extra number ranges must be defined and allocated for business transactions that result from parallel mass processing (for example, invoicing or payment run). The key for the mass processing number range must begin with a letter. The parallel background processes take their document numbers from these number range intervals. As a result, they must be defined depending on the volume of business processes and the number of parallel processes. If individual postings of a certain category are frequently executed in dialog (for example, cash desk or cash journal), and if all postings are executed with the same document type, users may have to wait because all users access the same number range when document numbers are assigned. To avoid or reduce this period of waiting, several number ranges for individual postings can be allocated to a document type.

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Figure 69: Structure of a PSCD Document (1)

The document header contains general data for the accounts receivable/payable document such as: the document number, document category, document date, posting date, currency, and reconciliation key. Data about the person making entries and about the origin are stored in the administrative data of the document header. Data relevant to posting is stored in the business partner items: Data on the partner/contract, general ledger data (receivables account), data on the receivables amount, specifications on the due date, dunning and clearing data, cash management and forecast data, and other data. Information on offsetting posting is stored in the offsetting item. This normally means the line items for revenue posting(s) and the tax posting line items. Offsetting items and tax lines are created automatically, so only the business partner items must be created.

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Figure 70: Structure of a PSCD Document (2)

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

Figure 71: Structure of a Payment Document

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

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The following information is stored in the offsetting items: the payment amount, the corresponding general ledger account, and information on the cleared document. The document number of the clearing document, the clearing date, and the clearing amount are stored in the business partner items of the cleared document. This means that both documents are linked as long as the clearing exists. The payment document does not maintain a business partner item since all information on the business partner item can be viewed in the linked, cleared receivables document. If clearing is reversed, the connection between the clearing document and the receivable is deleted, and the payment document is given a new business partner item with all posting information. The clearing information is stored in the clearing history, even if clearing is reversed.

Figure 72: Document Structure for Partial Payments

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

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Figure 73: Clearing Open Items (Partial Clearing)

In some cases documents do not retain their status. Document changes and the clearing of open items sometimes require that the document is then saved in a different form. This split is required if a partial amount of the open item is cleared. An entry in the subledger is split into two entries; the open portion and the cleared portion. For the new sub-items, you also want to be able to recognize later that they arose from one original item. In order to achieve this, an additional key field is introduced into the Business Partner table: the sub-item number.

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Figure 74: Statistical Postings

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

Figure 75: Structure of a Statistical Document

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

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Figure 76: Payment for Statistical Items

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

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

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Lesson: Posting Documents

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


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

Business Example

Figure 77: Goals of Document Entry

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Figure 78: Post Document: Entry Point

You can use the screen variants defined in Customizing to design the screens to execute the functions for the business transactions mentioned above (for example, creating a manual bill). You can select the fields you want hidden when the functions for posting, changing or creating a document are executed. For example, it makes sense to hide the fields containing information on the dunning procedure from the document entry. Users can store their preferred screen variants in the central user-specific settings in Customizing. This setting can be changed in the initial screen and during document entry. In addition, certain fields can be hidden client-dependent by Customizing as long as they are not needed in business transaction. In the initial screen for document entry, the company code is used as the default value for the line items. You can overwrite it here. When posting with tax, you can select whether the tax rate is entered manually or automatically determined and calculated from the business partner item. The “net receivables” field specifies that the amount entered is treated as a net amount; otherwise the amount entered forms the basis of tax calculation as a gross amount.

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Figure 79: List Entry: Business Partner Items

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

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Figure 80: Posting: Foreign Currency

The exchange rate can either be determined from the rates stored in the system, or by an entered exchange rate when entering a document in a foreign currency. If you want to calculate the exchange rate of a specific date, you must enter this exchange rate date. If you do not, the system uses the current rate. If an exchange rate is entered, it is compared to the rates stored in the system. If the rates differ, a message is displayed. An exchange rate can only be entered by users who are assigned a local currency in the central user-specific settings for PSCD.

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Figure 81: Cross-Company Code Posting

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

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

The posting (4) is created with the incoming payment. Cross-company code posting must be set in the central user settings. The clearing accounts for payments/receivables are specified in customizing. One or more documents are posted in each affected company code during the transfer of the summary records to general ledger accounting.

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Figure 82: Post Document: Additional Functions

Document types can be blocked for manual posting. The non-periodic posting indicator means that an non-periodic posting takes place in an alternative account. The indicator specifies that the posting is not for the current posting period, however is posted there. The start of the billing period, to which the previous open items relate. Use: The business partner can be informed of the date in payment notifications, account statements, direct debits or other correspondence. The date is only used for information purposes when displaying documents or accounts. For utility and telecommunications companies, this date is used as well as the posting date for manual posting for determination of tax on sales and purchases. If postings relate to a demand period during which the tax on sales and purchases was changed, the posting date is most often unsuitable. In such cases, this date can be specified. It is used to determine the tax on sales and purchases. Individual documents can be printed using the correspondence component (correspondence type 014).

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Figure 83: Manual Posting with Clearing

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

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

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

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Figure 84: Manual Posting with Clearing: Display

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

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

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

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

Figure 86: Clearing: Generation of Line Items

Various new line items can be generated by allocating clearing amounts to open items. Differences in exchange rates must be posted during the clearing of foreign currency documents. If a cash discount is granted and deducted, you must post the cash discount paid. Minor differences that do not exceed tolerance limits are posted as paid or received. When you clear a statistical charge request, the system automatically posts and clears an actual charge request. A down payment must be posted for the clearing of a down payment request. Cash discount postings or revenue from charges can be subject to tax. The tax amount is automatically calculated and posted.

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Figure 87: Clearing: Different Currency

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

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

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

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Figure 88: Interfaces for Transferring IDocs

The IDoc interface is a standard communication procedure of the SAP System and is used to exchange business information with an external system or another SAP System. In order to be able to receive and process data from an external billing system efficiently and carry out a mass transfer of data effectively, the IDoc interfaces of PSCD use the infrastructure of the IDoc technology. You can use the FI-CA IDoc interfaces to: • • • •

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

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

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

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Lesson: Exercise on document posting

Lesson: Exercise on document posting Lesson Overview

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

Carry out manual postings Use the account balance function

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

Task 1: Go to POSTING → DOCUMENT → BOOKING. Manually post waste water fees of 300 EUR to your business partner against the relevant contract account with the period key “YYYY” and with the current date minus one month as the due date (DD/MM-1/YYYY). • •

•

Use yesterday's date as the document and posting date, “DR” as the document type and “EUR” as the currency. Enter the value “GROUP##” (your group number) in the “Reconciliation Key” field so that you can easily distinguish your documents from the documents of the other course participants. Use this reconciliation key for all postings in this exercise for this chapter. Use company code 0001. Use BP for the line layout for the business partner line and GL for the line layout for the general ledger account line. Hint: The reconciliation key from the relevant programs is set by default for postings that are automatically supported. The period key is the key that can be used to define a period (PERSL). If the period key in your business partner line is not set, you can double-click the business partner line to display the field in “Additional data”.

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

•

• • •

• •

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

Make a note of the document number: __________________________. BUKRS Business partner

Contract Account

0001

Waste water fees

Your BP

Contract object

Amount Due date

300,-

Main transaction

DD/ 4010 MM-1/YYYY

Subtransaction

Period key

0000

YYYY

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

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


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•

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

Make a note of the document number: __________________________. BUKRS Business partner 0001

Contract Account

Contract object

Amount Due date

Your property

500,-

Main transaction

DD-5/ 4010 MM/YYYY

Subtransaction

Period key

0000

1QJJ

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

•

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


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

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Lesson: Integration with General Ledger Accounting

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


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

Business Example

Figure 89: Contract Accounts Receivable and Payable as a Subledger

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

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summary record is posted to the general ledger. This summarization technique greatly reduces the volume of postings in the general ledger and results in a tremendous performance advantage. The transfer of bills from convergent invoicing is dealt with later in its own unit.

Figure 90: Integration with FI General Ledger: Definitions

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

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

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

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generated separately according to these document types. If no document type is issued for the general ledger transfer, then the posting is executed using the document type defined in Customizing for posting area 0100. As of release ERP 2005, a function is available for reversing the general ledger transfer. The documents are reversed as a real reversal in the general ledger or, if a real reversal is not possible, as an offsetting entry. The reversal is executed on the posting date of the document to be reversed. It is not possible to post with a different posting date. It is only possible to completely reverse all documents for a reconciliation key and company code.

Figure 91: Reconciliation Key Structure: Automatic Determination

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

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Figure 92: Tools: Reconciliation Keys

The reconciliation key can be can be structured user (group) specifically for online postings. User-dependent and user-independent reconciliation keys can also be proposed for origin keys stored in Customizing. However, for this to happen, the SAP function modules FKK_SAMPLE_1113_USER or FKK_SAMPLE_1113 must be used in event 1113. During mass closing (transaction FPG4), the system closes all keys that are not reserved for a specific group of postings, for example postings for a payment run or a payment or returns lot. In addition to this, keys that are reserved for posting invoicing documents from Sales and Distribution (SD) are also closed If necessary, you can also delete reconciliation keys that have been created but are not used. To do this, select the Delete Unused Open Keys or the Delete Unused Closed Keys parameter. Document itemization for reconciliation key (RFKKABS30): The report selects all PSCD documents posted under a reconciliation key The PSCD totals records are selected according to the selection criteria. The corresponding PSCD document line items are selected and sorted.

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Figure 93: PSCD Document - Summary Record - FI Document

Requirement for transferring a summary record: reconciliation key with “closed” status. Display transferred totals records in FI: Transaction FB03 (Document Display) → Document list and enter reference transaction FKKSU and the reference key reconciliation key +* in the selection parameters. Reference in FI document header: Reference key = reconciliation key + sequential transfer number set during the transfer Checking/correcting summary records Reasons: • •

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

Procedure: • • •

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Checking summary records (RFKKABS1/RFKKGL20) Correcting summary records (RFKKABS2) Transferring summary records to the general ledger in correction mode (RFKKGL00) (provided that the summary record has been transferred already)


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

Documents in a reconciliation key are cumulated according to posting date or general ledger account. Transfer of summary records with different posting dates leads to the creation of a general ledger document for each posting date. The reconciliation key is transferred according to the key date. If the reconciliation key contains documents with posting dates in the future, then the reconciliation key is only partially transferred to general ledger accounting on the key date. The rest of the key is transferred if the future posting date is earlier than or the same as the transfer date. If the number of lines in the general ledger document exceeds the maximum number of documents lines allowed in financial accounting, the document is split and another document is created. The required “zero balance” is posted via a transfer account.

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Figure 95: Reconciliation: General Ledger Documents

Report RFKKGL00 transfers the summary records accumulated in the reconciliation keys to the general ledger. Program RFKKGL20 is used to reconcile between the general ledger and contract accounts receivable and payable. This program reads the documents from the general ledger that were posted by the transfer of PSCD summary records. It then compares these documents with the PSCD summary records. Differences are displayed in color and marked with a red traffic light. If posting terminated (for example) causing differences that cannot be posted, you can select the corresponding menu option in the output list to correct these differences. If you select the correction run flag, the system executes the correction automatically in background processing. The report RFKKABS1 ("Check Totals Records") checks whether the PSCD postings totals match the totals of the associated PSCD documents and that the balance of the PSCD documents is zero. The program displays any discrepancies between the posting totals and the PSCD documents. The differences can be corrected in dialog or in background processing. If PSCD documents do not have a balance of zero, the corresponding document numbers and reconciliation keys are output. These reconciliation keys cannot be exported and cannot be corrected automatically. The report RFKKOP04 creates a list of open items for business partners on a particular date in PSCD. You can use the report during the final work (month, quarter, year) or for reconciliation purposes.

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Figure 96: PSCD Reconciliation with the General Ledger

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

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Figure 97: Reconciliation: Open Items

Report RFKKOP10 reconciles contract accounts receivable and payable (PSCD) with the general ledger (FI). It reconciles the current balance for all reconciliation accounts or the reconciliation accounts specified as well as on sales and purchase tax clearing accounts. The following balances are determined per company code, business area and reconciliation account: •

Balance of current open items in contract accounts receivable and payable The tax on sales/purchases clearing account is also useful for down payments. Statistical items are not evaluated.

• • •

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

Report RFKKOP10 creates a totals sheet with the balances for the reconciliation accounts. The Status field in the list specifies differences per company code, business area and reconciliation account. The Missing OIs field informs you that a reconciliation account in the general ledger has a balance, but no corresponding open items were found in contract accounts receivable and payable. If you want to analyze in more detail which items or business partners are involved in specific differences, start report RFKKOP04 with the relevant reconciliation account as current OI list.

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Figure 98: Documents: Customizing (1)

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

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Figure 99: Documents: Customizing (2)

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

•

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


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

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Lesson: Account Balance Display

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


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

Business Example

Figure 100: Account Balance Display

FI-CA through its account balance display functionality enables quick and comprehensive account information to be obtained regarding open, cleared, or statistical items. The display functionality is flexible in that search criteria can be defined and maintained by and for the individual user. Through the use of additional ‘selection criteria’ the user can further refine the search parameters. For example, a user might wish to search for items within a specific dollar amount range. This could be done by maintaining the amount “search range” accordingly.

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List types determine which type(s) of of line items are displayed with the account balance, such as open items, cleared items, additional business partner items, and so on. They also determine which types (if any) of statistical items should appear, and which document category to search by. If a sorting variant is not specified, the system will use the first 6 fields defined in the line layout variant for sorting (ascending order). User parameter 814 selects the last setting of ‘normal’ versus “reduced” initial screen (i.e. selection screen where parameters are entered prior to actually viewing an account balance). User Parameter 815 saves the last recorded initial “list display” screen, but will be overwritten if parameter 810 is active.

Figure 101: Line Layout Variants

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

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Figure 102: Account Balance Display: Structure of Totals Variant

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

Figure 103: Account Balance Display: Further Functions

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

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

Figure 104: Account Balance Display: Events

Figure 105: Creating Snapshots

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

Figure 106: Displaying Snapshots

When you call up the account balance display, the system checks whether a unique business partner can be determined from the selection conditions. If the system has determined a business partner and a snapshot exists for this business partner: • • •

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


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

Figure 107: Documents: Customizing

Search function: The VRGNG (transaction) field is made up of the main transaction and subtransaction fields, and enables you to search for items with specific main and subtransactions by entering a single selection criterion. You can also use the fields CPUDT (entry date) and CPUTM (entry time) for searching and displaying information. Assign transactions for account balance display: Business partner items are not saved for some documents (such as payment documents). Text is not displayed in the account balance display for these transactions. However, you can define dummy transactions in this activity, depending on the clearing reason. This ensures that a text appears in the account balance display. The texts for these transactions are then displayed. Special feature for IS-U in line layout: Fields OPBEL_KK_RG and AUGBL_KK_RG. If the document item was created during IS-U invoicing, the print document number is displayed. It is prefixed by the letter “D”. If it is a “normal” posting document, it is prefixed by the letter “F”. At the same time, the clearing number of the document is entered in the Clearing Document Number field. This enables you to replace the different FI-CA document numbers that are generated during invoicing with a universal document number. Budget billing display represents another IS-U feature: The indicator “No Clrd Budget Blg” allows you to hide invoiced budget billing plans and allocated budget billing amounts.

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

Business Example One of your business partners calls and requests information about his/her account balance. The business partner wants to see all his/her account transactions.

Task: Account Balance Display 1.

Display all open items for your business partner. _______________________________________________________________ Which line layout variant do you choose? _______________________________________________________________

2.

Change the display to show all the statistical and non-statistical open items. Which list type do you choose now? _______________________________________________________________ Which items are also shown using this list type? _______________________________________________________________

3.

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

4.

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

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

Display all open items for your business partner. _______________________________________________________________ Which line layout variant do you choose? _______________________________________________________________ a)

2.

Choose Financial Accounting → Contract Accounts Receivable and Payable → Account → Account Balance List Type:

Standard - All Open Items

Line layout:

Standard Line Layout – Account Display

Change the display to show all the statistical and non-statistical open items. Which list type do you choose now? _______________________________________________________________ Which items are also shown using this list type? _______________________________________________________________ a)

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

3.

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

4.

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

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

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_______________________________________________________________ a)

Choose the Payment List tab in the item display. Determine the payment run and choose the button at the start of this line to display the detail view. The payment has cleared other receivables and installment plan items.

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

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Lesson: Exercise on accounting integration

Lesson: Exercise on accounting integration Lesson Overview


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

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

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

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

Task 2: Execute the periodic activity to transfer documents to the general ledger. • • • • •

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Choose PERIODIC PROCESSING → FORWARD POSTINGS → EXECUTION → TRANSFER TO GENERAL LEDGER. On the selection screen, enter your reconciliation key from above and your company code (0001). Set the “List of Documents Created” indicator. Choose “Yes” in the dialog box. You can do this in a test run first and then you can start the update run.


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

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To do this, go to the SAP menu (Ctrl+F11): ACCOUNTING → FINANCIAL ACCOUNTING → GENERAL LEDGER → DOCUMENT → DISPLAY. Choose “Document List” and enter company code (0001), the reference key “GROUP##*” (do not forget the star *) and choose “Execute”. Double-click the document that is displayed. Display the line items and the document header information. Note the header field “Reference key” in particular. Go to PSCD - documents from the general ledger document by following the menu ENVIRONMENT → DOCUMENT ENVIRONMENT → ORIGINAL DOCUMENT.


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Lesson: Exercise on accounting integration

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

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


Post requests in FI-CA

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

Figure 108: Requests - Overview

Requests are used to make it easier to post customer invoices or vendor invoices. If you want to set up a principle of dual control for requests in your company, you can trigger a workflow if an approval is required to create, change or cancel requests. Once requests have been approved, contract accounting documents are created. One request document and (one) contract accounting document(s) are created for each request.

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Lesson: Public Sector Requests

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

Figure 109: Acceptance Request and Payment Request

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

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

Figure 110: Standing Request - Overview

Using standing requests is a labor-saving method that you can use to map business transactions that you want to convert to frequently occurring dates in contract accounting documents. You can enter standing requests for acceptance requests and payment request. The standing request acts as a posting template that contains all the relevant data for creating documents periodically.

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

Daily Weekly Monthly Last day of the month Yearly

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

Figure 111: Standing Request - Versions

You can change standing requests by creating different versions for a standing request. In the versions, you can specify different execution dates and/or posting dates for a standing request. The execution dates of the versions must not overlap. If the execution dates of the versions overlap, you must change one of the versions. You can use the versions to map inventories. The first installment is entered for a certain execution date with a different amount. The second version contains the posting dates of the documents that are to be created periodically.

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Figure 112: Standing Request - Creating Posting Documents

You can use the function for creating posting documents from standing requests to create contract accounting documents periodically from the posted standing requests. When you call the function, the program selects all standing requests that should be executed in the specified time period. To restrict the number of standing orders by the due dates or the request numbers, go to the tab page for the date and fiscal code number. In one run, the program creates a contract accounting document for each standing request and due date. If several execution dates for a standing request fall in an execution time period, the system creates several contract accounting documents with the different due dates for the standing request.

Figure 113: General Requests

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

Figure 114: General Request

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Figure 115: General Request - Payments

For incoming payments or outgoing payments, the system uses the electronic bank statement or cash desk to recognize that the payment is bing made due to a general request. The payment is first posted as a payment without debit, just as a payment on account. So that the system recognizes that it is a payment due to a general request, it saves the combination main transaction 0050/subtransaction 0100 internally once it can assign a payment to a general request. The system determines the main transaction and subtransaction that is actually saved in the payment document from the IMG activity 'Assign External Transactions'. The system transfers the account assignment from the general request for the master data. You can set whether you want the system to use the contract object or the classification key to assign the general request for the incoming payments and outgoing payments.

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Figure 116: Standing Request - Generate Posting Documents

You can use the function for generating posting documents from standing requests to generate periodic contract accounting documents from the posted standing requests. When you call the function, the program selects all standing requests that you want to be executed in the specified time frame. To restrict the number of standing requests by the due dates or the request numbers, go to the tab pages for the date and the request number. In one run, the program generates one contract accounting document for each standing request and due date. If there are several execution dates for one standing request in an execution period, the system generates several contract accounting documents with the different due dates for the standing request accordingly.

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Figure 117: Worklist: Approving Requests

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

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


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

• •

•

•

•

•

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

Requests: BAPIs BAPI_REQUEST_ADDLINEITEMS

BAPI: Add request items

BAPI_REQUEST_ADDPERIODS

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

BAPI_REQUEST_ADDSPECIALDATES

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BAPI_REQUEST_CHANGE

BAPI: Change request

BAPI_REQUEST_CREATE

BAPI: Create request

BAPI_REQUEST_DELETE

BAPI: Delete request

BAPI_REQUEST_DELETEPERIODS

BAPI: Delete execution time periods of a request


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BAPI_REQUEST_DELLINEITEMS

BAPI: Delete request items

BAPI_REQUEST_DELSPECIALDATES

BAPI: Delete special dates of a request

BAPI_REQUEST_EASYCREATE

BAPI: Create request with template

BAPI_REQUEST_GETDETAIL

BAPI: Read request

The following BAPIs are available for editing requests.

Figure 118: Customizing

In Customizing for the requests, you must define a number range interval for each combination of request class and request type. In addition, for each request type, you can define which document type is used as a default value when a request is entered. In Customizing for the contract accounts receivable and payable, there is an IMG activity in which you can define default values for the clearing documents for general requests. You can find this IMG activity under 'Define Specifications for Clearing Documents for General Requests'. If you want the system to automatically clear the contract accounting documents with the payments, you must select the relevant field in the IMG activity 'Define Basic Settings for Document Creation'. As of Release ERP 2005, you can define the request types in Customizing yourself. For each request type, you can choose the plus/minus sign and the document type that you want the document that is created to have. You can also choose whether you want an individual document to be created for each request item.

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

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

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

Enter an acceptance request of 50.00 EUR for your contract object for parking charges. - Go to POSTING → REQUEST → EDIT REQUEST. - Use the request category “Acceptance request” and choose “Create” to enter the data for the request. - Do not change the values that were proposed by default. - Enter company code 0001, your business partner and the contract object for parking charges. - For the due date, choose today's month plus one month (DD/MM+1/YYYY). - Enter the main transactioin and the subtransaction “4010/0400” and an amount of 50.00 EUR. - You can create a note for the request by choosing “Edit Note”. Save your request. Make a note of the request number: __________________________ Continued on next page

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BUKRSBusiness partner 0001

Contract Account

Your BP

Contract object

AmountDue date

Park- 50,00 ing charges

Main transaction

Sub- Petrans- riod key action

DD/ 4010 0400 MM+1/YYYY

YYYY

Task 2: Approve the acceptance request. 1.

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

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

The month of December is excluded because your business partner informs you that he is on holiday in this time period. - Go to POSTING → REQUEST → EDIT STANDING REQUEST. - Use the request category “Acceptance request” and choose “Create” to enter the data. - Leave the other entries that were set by default. - In the execution data for Version 001, you can enter the first of the current month as the first due date.


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- Choose “No End Date” and enter “Monthly” as the frequency and “1” as the interval. Choose “Special Date” and exclude the first of December of the current year from the execution. Enter company code 0001, your business partner and the contract object for childcare contributions, the main and subtransactions “4010/0200” and the amount 30.00 EUR. Make a note of the document number of the standing request: ______________________ First Due Date

Last Due Date

01/MM/YYYY BUKRS Business partner 0001

Your BP

No End Date

Frequency

Interval

Special Date

Yes

Monthly

1

01/12/YYYY

ConContract Ac- tract object count Childcare contributions

Amount Main transaction

Subtransaction

30,00

0200

4010

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

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

Go to Posting → Request → Create Documents → Create Documents from Standing Requests

-

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

-

Now enter the criteria for selecting the standing requests from which you want to create FI-CA documents.

-

Enter your business partner and the company code “0001”.

-

On the “Date and Request Nos” tab page, enter the date DD/MM+1/YYYY in the “Consider Due Dates Until” field. On the “Log ” tab page, choose the problem class “Additional Information ”.


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Save your entries and choose “Schedule Program Run”. Choose the option “Background - Start Immediate” and confirm your entries. After the program has run, you can check the documents by choosing “Application Log ” on the “Log” tab page and going to the messages. Make a note of the document numbers: __________________________.

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

For this reason, you must change the standing request. - Go to POSTING → REQUEST → EDIT STANDING REQUEST. - Enter the number of your standing request and choose “Change”. - Choose “Create execution period”. Enter the new execution version for childcare contributions on a monthly basis starting from 01/MM+2/YYYY. - In the execution data for Version 002, you can enter 01/MM+2/JJJJ as the earliest due date. - Choose “No End Date” and enter “Monthly” as the frequency and “1” as the interval. - Choose “Special Date”. - Confirm that you want the relevant dates to be delimited. - The posting dates are proposed from Version 001. Change the amount to 40.00 EUR. First Due Date

Last Due Date

01/MM+2/YYYY

No End Date

Frequency

Interval

Yes

Monthly

1

Special Date


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BUKRS Business partner 0001

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Your BP

Contract Account

Contract object

SubAmount Main transac- transaction tion

Childcare contributions

40,00


4010

0200

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

Enter an acceptance request of 50.00 EUR for your contract object for parking charges. - Go to POSTING → REQUEST → EDIT REQUEST. - Use the request category “Acceptance request” and choose “Create” to enter the data for the request. - Do not change the values that were proposed by default. - Enter company code 0001, your business partner and the contract object for parking charges. - For the due date, choose today's month plus one month (DD/MM+1/YYYY). - Enter the main transactioin and the subtransaction “4010/0400” and an amount of 50.00 EUR. - You can create a note for the request by choosing “Edit Note”. Save your request. Make a note of the request number: __________________________ BUKRSBusiness partner 0001

a)

Contract Account

Your BP

Contract object

AmountDue date

Park- 50,00 ing charges

Main transaction

Sub- Petrans- riod key action

DD/ 4010 0400 MM+1/YYYY

YYYY


Task 2: Approve the acceptance request. 1.

Approve the acceptance request. Continued on next page

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


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

The month of December is excluded because your business partner informs you that he is on holiday in this time period. - Go to POSTING → REQUEST → EDIT STANDING REQUEST. - Use the request category “Acceptance request” and choose “Create” to enter the data. - Leave the other entries that were set by default. - In the execution data for Version 001, you can enter the first of the current month as the first due date. - Choose “No End Date” and enter “Monthly” as the frequency and “1” as the interval. Choose “Special Date” and exclude the first of December of the current year from the execution. Enter company code 0001, your business partner and the contract object for childcare contributions, the main and subtransactions “4010/0200” and the amount 30.00 EUR. Make a note of the document number of the standing request: ______________________ First Due Date

Last Due Date

01/MM/YYYY

No End Date

Frequency

Interval

Special Date

Yes

Monthly

1

01/12/YYYY


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BUKRS Business partner 0001

a)

ConContract Ac- tract object count

Your BP


Amount Main transaction

Subtransaction

30,00

0200

4010


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

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

Go to Posting → Request → Create Documents → Create Documents from Standing Requests

-

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

-

Now enter the criteria for selecting the standing requests from which you want to create FI-CA documents.

-

Enter your business partner and the company code “0001”.

-

On the “Date and Request Nos” tab page, enter the date DD/MM+1/YYYY in the “Consider Due Dates Until” field. On the “Log ” tab page, choose the problem class “Additional Information ”. Save your entries and choose “Schedule Program Run”. Choose the option “Background - Start Immediate” and confirm your entries. After the program has run, you can check the documents by choosing “Application Log ” on the “Log” tab page and going to the messages.

Make a note of the document numbers: __________________________. a)


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

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

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- Go to POSTING → REQUEST → EDIT STANDING REQUEST. - Enter the number of your standing request and choose “Change”. - Choose “Create execution period”. Enter the new execution version for childcare contributions on a monthly basis starting from 01/MM+2/YYYY. - In the execution data for Version 002, you can enter 01/MM+2/JJJJ as the earliest due date. - Choose “No End Date” and enter “Monthly” as the frequency and “1” as the interval. - Choose “Special Date”. - Confirm that you want the relevant dates to be delimited. - The posting dates are proposed from Version 001. Change the amount to 40.00 EUR. First Due Date

Last Due Date

01/MM+2/YYYY BUKRS Business partner 0001

a)

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No End Date

Frequency

Interval

Yes

Monthly

1

Contract Account

Your BP

Special Date

Contract object

SubAmount Main transac- transaction tion


40,00

4010

0200



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

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Lesson: Exercise on General Requests

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


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

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

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

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


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

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

_____________________________________________________________

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

•

•

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

Task 4: Check the document chain. •

•

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


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Lesson: Exercise on General Requests

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

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

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

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

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

Unit Contents Lesson: Lesson: Lesson: Lesson:

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


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


Know the definition and structure of transactions.

Business Example

Figure 119: Operations

A transaction is a combination of main and sub-transactions. The texts allocated to the main and sub-transactions explain the corresponding business transaction and are available in the correspondence. The main transaction controls the determination of receivables and payables accounts. The sub-transaction controls revenue account determination, determination of the tax determination code, and of information about any additional accounts (business area, CO account assignment data).

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Lesson: Structure of Transactions

FI-CA and industry-specific versions use internal main and sub-transactions that are assigned by various business processes and that control these processes. These internal transactions are assigned to installation-specific, defined transactions. If all FI-CA functions or industry solutions are used, internal transactions represent the minimum of transactions. In addition to this, for manual posting, you can maintain any number of transactions that do not correspond to internal transactions. Transactions in FI-CA must be specified by characteristics such as debit/credit indicator, interest key, statistic indicator, etc. These characteristics are automatically transferred to the document during posting.

Figure 120: Assigning Main Transactions and Subtransactions

Internal transactions are those transactions which take place within FI-CA and its industry-specific versions. The main examples of these transactions are charges, interest, payments on account, clarification postings, and so on. These main and subtransactions thus serve to provide parameters needed for the posting of these ‘internal’ transactions. Hint: You must assign an 'ID' to each entry in this table, even if you have decided not to give the transactions new names. (For example, if you do not want to give a new name to main transaction 0010 subtransaction 0100, you must make identical entries in the fields for the external assignment). These internal transactions are hard-coded. Do NOT delete them.

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Main transactions and subtransactions are used to identify items based on their type (such as interest and charge) as well as the business process from which they originated (payments, account statements, and so on). This function links each item with a main transaction to which several subtransactions are assigned. For example, there is a main transaction “charge” and associated subtransactions “dunning charge”, “return charge”, “return charge 1”, “return charge 2”, “correspondence charge”, “installment plan charge”, and so on.

Figure 121: Maintain Main Transactions and Subtransactions

A user is free to define new entries in this table for use for transactions not defined as ‘internal’ to FI-CA. These additional main and sub entries can be used in general ledger account determination. You can also define whether the amount entered can be negative or positive. All postings in FI-CA contain information on the business transaction in the main and sub transactions. You can assign additional attributes to the transactions in Customizing. These attributes are copied in the business partner item when the posting is made and can influence the following business transactions.

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Figure 122: Freely Defined Transactions

Transactions for account balance display must be freely defined. These transactions are defined for documents that do not have any business partner items (reversal or payment documents). The transaction is determined using the clearing reason of the document that was cleared by these documents (reversal or payment documents). These transactions must then be defined in the posting areas R001 (IS-U), T001 (IS-T) or M001 (IS-M). If documents that do not have any business partner items are cleared themselves (by reversal or clearing cancellation) , the system creates a business partner item and the clearing information can be written here. This item transaction is also determined from Customizing. The original clearing reason is also used for determination here: Posting area 1090 and/or 1091. Any sub-transactions can be specified for business transactions that are not represented in FI-CA processes. These sub-transactions are allocated to the freely-defined main transactions. This enables you, for example, to map infrequent business transactions and use them for manual posting. For SD billing documents that are posted to FI-CA, the transactions are determined based on several characteristics of the SD billing document. Transactions can also be freely defined here: Posting area 1200.

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Figure 123: Assigning an Internal Transaction - Defined Transaction

Examples: • •

•

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Customer-specific transactions: Other receivables for manual postings (6000 / 0020 in the training system) do not correspond to internal transactions. Depending on the charge schema selected in the dunning steps of a dunning procedure, dunning charges must be posted either statistically or as relevant for the general ledger. The transaction is 'allocated' to the business process (specifies, which defined transaction is used in the business process) with the option of creating 1:n relationships. The rate structure of the IS-U settlement and invoicing is intended to define different rate steps that create posting-relevant invoice lines for different revenue accounts and CO account assignments. The freely defined subtransactions are included in these rate steps. Allocations cannot be made in the transaction configurations due to the customer-defined rates and subtransactions.


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

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


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

Business Example

Figure 124: Posting Areas

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

•

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

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

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Lesson: General Ledger Account Determination

You can maintain the posting areas either in transaction FQC0 or in the implementation guide. Transaction FQCR: Select and output data from account determination. You can use this report to select and display account determination data from any posting area. In the list, you can use functions such as find, sort and total. If you select the entry, the system branches to display screen. You can maintain the entry by selecting Display -> Change. If you enter a search value, you can use the report, for example, to find what Customizing entry an automatically posted general ledger account was determined from.

Figure 125: Posting Areas

You can always enter several derivation rules. If the system does not display the necessary key fields at first, call them by choosing the menu path GOTO → SELECT KEYS. Access Sequence: The system first attempts to determine an entry with the key fields that are used. If this does not work, the last key field is excluded at the next attempt. At the last attempt, only the first key field value is used. You can change this standard procedure with user-defined access sequences. To do this, you define: • •

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


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

Figure 126: General Ledger Account Determination 1

General ledger accounts are determined by means of standard account determination functionality. This function uses a quantity of posting parameters and checks a special allocation table that is set up in PSCD Customizing. G/L account determination is done via main transactions and subtransactions from the line items of postings and account determination ID. The account determination ID is derived from the contract account, the account determination ID of the contract object (PS-CD), or the contract (IS-U). The event for determining the reconciliation account is 1101. The event for determining the revenue account is 1100.

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Figure 127: General Ledger Account Determination 2

The account determination ID is automatically derived from the contract account category, when an item is posted. Each individual posting in the subledger is allocated to exactly one receivables/payables account in the general ledger. A negative transfer amount is a credit, and positive amount a debit. Hint: General ledger accounts used in line items for business partners (receivables, payables, down payments, etc.) must be designated as being reconciliation account category “V”. This prevents unintentional direct postings to these accounts, and thus avoids potential complication of the reconciliation process. Revenue Account: The account determination logic for the profit and loss statement is the same as for balance sheet account determination. A subset of fields is used from the documents to determine automatically the general ledger account in which to post.

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Figure 128: Account Determination - Reconciliation Account

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

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Figure 129: Account Determination - Revenue Account

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

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

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Lesson: Tax Determination

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


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

Business Example

Figure 130: Tax: Tax Code Determination

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

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

Figure 131: Tax: Tax Change

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

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The sales/purchase tax determination code E1 is valid from 01/01/1995 to 03/31/1998. The tax determination ID A1 is valid in general ledger accounting for this period. The tax code (A3) resulting from the change of tax must be newly defined in general ledger accounting. In FI-CA, a new validity period is specified, in which the new tax code is allocated.


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Lesson: Tax Determination

Figure 132: Transactions and Account Determination: Customizing

Caution: Replace: -“Maintain industry-specific …” by “Maintain Transactions for Public Sector Contract Accounting” -Define CO short “… ” by “Define CO Account Assignment Keys” In the activity, “Maintain ...... Transactions for Industry Components”, you can define main and subtransactions, carry out allocations to internal transactions, make cross-industry settings and add attributes to the transactions. The consistency check program RFKK_TRANSACTION_CONS_CHECK checks whether transaction configurations are complete and plausible. In the account assignments for down payments and charges, you can define the transactions that are automatically posted when down payment requests, budget billing requests, or statistical charges receivables are cleared. You define these transactions according to the statistical keys. The statistical document items form the basis for posting. Account assignments that cannot be taken from the statistical document items must be defined here in the system.

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

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

Lesson: USA - Tax Jurisdiction Code (Only relevant for US training) Lesson Overview Lesson Objectives After completing this lesson, you will be able to: •

At the end of this lesson you will know about the special features in the US tax determination.

Business Example Tax Calculation Based on Jurisdiction Code • • • •

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

Figure 133: Jurisdiction Code Assigned in Contract

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The tax jurisdiction code is used for determining the tax rates in the USA. The jurisdiction code defines the tax authority you have to pay your taxes to. It is always the city to which the goods / services are supplied. You may enter the tax jurisdiction codes in the data relevant to billing on the contract. The jurisdiction code on the contract is assigned during move-in.

Figure 134: Jurisdiction Code Assigned in Contract Account

The system uses the jurisdiction code on the contract for calculating contract-related taxes. For transactions that do not involve a contract, the jurisdiction code on the contract account is used.

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Figure 135: External System - Tax Rate Change

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

Figure 136: Tax Determination with Jurisdiction Code

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

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

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

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

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

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

• • • • • • • •

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

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

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Lesson: Exercise on the Cash Journal.......................................235

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Lesson: Processing Incoming and Outgoing Payments

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


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

Business Example

Figure 137: Initiation of Payment Transactions

The payment program considers the open items due from all business partners or contract accounts that have been selected. It can be used to process both incoming and outgoing payments. In case of payments initiated by the customer, the customer decides when to pay. Payments initiated from outside can be processed by a payment lot/check lot and automatic clearing. Alternatively, payments can be handled through the cash desk (cash journal).

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

Figure 138: Incoming Payment Processing: Externally Initiated

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

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Lesson: Processing Incoming and Outgoing Payments

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

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


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

Business Example

Figure 139: Payment Lots and Check Lots

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

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Lesson: Payment Lots and Check Lots

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

Figure 140: Parallel Data Processing: Lots

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

•

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

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

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posting to an interim account (if contract account cannot be determined); or posting as a payment to a contract account (where the account can be determined, but the open-item to be cleared cannot). Authorization object “F_KK_SOND” with activity “011” is needed in order to be able to reopen closed payment/check lots.

Figure 141: Interpretation Rules: Note to Payee

Define interpretation rules for note to payee: in this activity, you define the rules for the automatic analysis of note to payee texts for the automatic transfer of payment data to payment lots in Contract Accounts Receivable and Payable. Using the values determined, the system then determines the selection criteria for the assignment of payments to receivables. If you want to subject the values found in this way to an additional check, you can specify a check procedure for each structure sample. This check procedure has already been defined for the interpretation of the note to payee based on sample function module FKK_SAMPLE_SEL_TYPE_CHECK in the check procedure Customizing activity. In order to simplify the settings of the interpretation rules for the note to payee, the note to payee analysis can be tested in a Customizing activity. When payment data is transferred using the reports RFKKZE00 or RFKKKA00, you can still use the function module called up at event 0950 to make application-specific or customer-specific enhancements for payment or additional selections. For further information see the report documentation or the event description (FQEVENTS).

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Figure 142: Note to Payee: Configuration

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

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Figure 143: Interpretation of Note to Payee - Example

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

Figure 144: Incoming Payment: Postings 1

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

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


Postings: 3. Payment allocation by processing the payment lot

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

Clearing/partial clearing of open items Postings on account Expense/revenue (payment difference) Creation of new debit entries that are immediately cleared via payment allocation. (Charges or interest, for example) Down payments

Figure 147: Payment/Check Lot: Header Data

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

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Selection information is used to identify the open items which have to be cleared with the payment and/or to prepare the data for payment on account. Information is always given in the form of the selection category / selection value. Example: “C” stands for contract account; “B” stands for business partner, and “P” for period key. Selection categories are defined in Customizing.

Figure 148: Payment/Check Lot: Processing Selection Categories

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

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

The selection details that can be created from the note to payee are defined in the item. If multiple allocations (such as multiple account numbers or contract numbers) are specified in the note to payee, you can enter further selections. They are then saved as sub items. In addition to the selection details, partial amounts can also be allocated (for example, with a total payment of 500 you can allocate 200 to account 4711, and 300 to account 4712). If you choose the Further Details pushbutton, or double click on a selected line, then the system displays the details screen for the selected item (not shown in the graphic). You can then enter additional data for the payment.

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Figure 150: Payment/Check Lot: Detailed Specifications

On the detail screen you can enter further specifications which are required for the allocation of payments or a subsequent clarification. Selections within a line are linked by AND logic, while the different lines of the selections are linked by OR logic. You can repost posted payments to another general ledger account. You can do this using short account assignments that are defined for a company code and a general ledger account in Customizing. This type of posting is necessary if a payment was received by the wrong department. Standing order is used when a business partner has told his bank to send a certain amount form his account every month to a public sector organization. By selecting this indicator, the bank ID and note to payee information is passed with the item and the system can “learn” if an item is sent with the same incorrect data each time (used in Germany). The field refund method is used when a payment is received by mistake, from someone who is an unknown business partner. An entry screen is available, in which you can only enter selections. Moreover, a search function in the payment lot helps the user to search according to the content of a column in the item list. In the display for a payment lot item, you can now also reset the payment allocation or go to clarification processing. The clarification is only possible if the case has not yet been reserved for other users.

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Figure 151: Payment Advice Note

You can use payment advice notes to enter details on authorized payments. You can use the key created during the generation of a payment advice note as selection criteria for open items. In addition to the business partner or the contract account, you can also use the payment advice note number as selection criteria when entering a payment lot. When the payment is posted, the system selects the open items of the business partner in the payment advice note. The system uses the entries in the payment advice note items to allocate clearing amounts to the selected items. Any amount differences that occur if the amount from the payment advice cannot be completely distributed (that is, if the open item amount is smaller) are combined into a posting on account. Report RFKKAV00 also transfers payment advice notes from a sequential file and uses the data to generate one or more payment advice notes. It carries out the following activities: • • • •

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


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Figure 152: Electronic Bank Account Statement: Payment Lot

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

•

Data Transfer from Electronic Account Statement to Payment/Returns Lot RFKKKA00 (transaction FPB7): This report selects payments, returns and payment orders that are imported into the bank data memory during the processing of electronic bank statements for the component Cash Management (TR-CM). If necessary,the FI-CA data can be transferred directly to a payment lot, payment order lot or returns lot. Alternatively, you can output selected data from the bank data memory in a file. In another step you can then import the created files into payment lots, payment order lots or return lots. You can do this using the PSCD transfer programs RFKKZE00 (payments, payment orders) and RFKKRL00 (returns). The system uses the business transaction and the amount +/- sign to decide the lot type a payment position is transferred to. Data transfer from MultiCash files to payment, payment order and returns lots RFKKKA00 (transaction FPB17): If you convert country-specific bank formats into the MultiCash format, you can use this report to transfer data from the MultiCash statement file and line item file to payment and returns lots in PSCD. However, in order to be able to process MultiCash files, you must make the system settings described in the 'Prerequisites' section of the report documentation.

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

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Figure 153: Incoming Payments: Customizing

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

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


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

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

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

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

• • • • • •

On the check lot request screen, enter the name “YYMMDDGR##” for the check lot (for example, on March 21, 2002, the name would be 020321GR##) and choose “Create”. You can enter any value as a search term. For the check deposit account, enter general ledger account 113108, company code 0001. You can enter the value date yourself, for example, today's date. Choose the screen variant “CHK” for the line layout and choose “New Items ”. You can leave the other default values unchanged. In the first line, enter the amount of the check, 30.00 EUR (for childcare contributions), your business partner next to the letter B, your contract object next to O and the check number 10000000. The contents of the “Selection Value ” column is interpreted according to the selection type that proceeds it. – You can define the variant “CHK” in your user parameters ID825. Choose “Save” and then the function key PF3 (or the green back arrow) twice to return to the initial screen for the check lot. Choose “Close” and “Yes” in the dialog box that then appears. Then you can no longer add or delete any payments in this lot. Post the lot by choosing “Post”. Do not change the default values and choose option “Start online”. Choose “OK” twice and the system should issue a message telling you that the postings have been made. Check your postings in the account balance. To do this, use the list type “All Items”. –

• • • •

•

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

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Lesson: Clarification Processing

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


Explain the processing options offered by clarification processing.

Business Example

Figure 154: Clarification Worklist

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

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

•

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

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

Figure 155: Incoming Payment: Processing

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

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

Figure 156: Agent Allocation

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

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

•

Ad-hoc workflow – WS21000077 No agent allocations or restrictions have to be made for this workflow. If an agent cannot clarify a case, he or she determines the next agent and forwards the case to them. For this workflow, make the setting for a workflow with direct advance in the general workflow settings so that the next processor query appears immediately after processing.

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Figure 157: Clarification List: Roles

When processing clarification worklists, you can carry out a check on the agent that processes individual clarification items using a role definition (like the SAP Workflow). This accounting agent then receives only those clarification items within their worklist for which they are responsible within the SAP organizational structure linked to the role. For clarification processing in the payment lot, roles for restrictions in the clarification worklist have been available for several releases. Standard role 02100008 (abbreviation FMCA_PLOT_SR) defines by which organizational units, positions, persons or users certain cases of the clarification worklists are processed. The standard role 02100009 (abbreviation FMCA_PLOT_UC) defines when clarification cases of the clarification worklist should count as urgent and which organizational units, positions, persons or users are responsible for their clarification. These roles were defined in the Customizing for clarification processing until now and had to be activated when needed. As of release ERP 2005, with clarification processing general roles are defined for payment clarification instead of these roles. However, the roles are still available. If you want to use these roles, replace the roles delivered with the roles 02100008 or 02100009 and then activate them.

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Figure 158: Selecting Clarification Cases from Payment Lot

The selection options of the payment clarification list enable you to limit the open clarification cases according to clarification accounts and account holders. You can also define mapping rules by using the new roles 2100008 (Limited Selection Clarification Worklist) and 2100009 (Limited to Acute Clarification Cases) and thereby assign each clarification case to at least one processor or a group of processors. You can transfer payments from payment or check lots that are in clarification, and that you cannot assign, after a predefined period using a program and thus remove them from the clarification worklist. You carry out the transfer posting by specifying a short account assignment to which a minimum retention period is assigned. The transfer posting program is RFKKUMBKL.

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Figure 159: Clarification Proposal

When you call up a clarification case, the system automatically suggests a clarification proposal. You can define the range of the clarification proposal in your personal settings. In addition to the proposed business partners, the system can display their most recent payments and due items, it can search for similar numbers (for example document and account numbers) and can switch to the clarification processing screen so that you can distribute the payment amount between several partners, contract accounts or contracts. In the clearing proposal, you can delete proposed lines, select all proposed lines or reverse the selection in all lines. In some cases, the clarification proposals from previous clarification cases are not helpful. This can apply, for example, to payments made by social services or pension offices. Although the payments originate from the same bank account, the payments can be made for many different business partners. Previous, incorrect clarifications are also an example of this. If a payment was allocated to the wrong business partner and re-allocated later, the system will always propose the wrong business partner whenever a payment is made using that bank account. The function Maintain Exception Accounts for Payment Clarification enables you to define different rules and individual default values for creating proposals that clarify incoming payments.

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Figure 160: Repayment Request

If allocation of an incoming payment is not possible, you can trigger a repayment by setting the “Repayment” indicator in the item of the incoming lot. The bank details from the bank transfer information are used for the refund. The repayment itself is performed by the payment run. The “With refunds” indicator must be set in the payment run parameters.

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Figure 161: Posting Procedure Repayment

1. 2. 3. 4. 5.

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Incoming payment: Bank to bank clearing Allocation not possible: Clarification worklist - bank clearing to clarification account Clarification not possible: Repayment request generated - clarification account to repayment clearing account Repayment in payment run: Repayment clearing account to bank clearing account Electronic bank statement (outgoing payment): Bank clearing account to bank


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Figure 162: Credit Processing

You can use the following functions if the credit use has to be clarified for your business partner's contract accounts: • •

Credit clarification Credit processing

The following types of credit can be processed with the credit clarification function: • •

Credit that was previously selected by the mass activity Generate Credit List and sent to clarification processing. Credit that was directly included in the clarification worklist as a result of Customizing settings.

The Process Credit function should only be used for manually processing individual credit that has not been entered by the credit list The activities Remain and Send Letter can be used for processing in credit clarification.

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The Customizing for processing clarification worklists is supplied by SAP (see the IMG structure under Contract Accounts Receivable and Payable → Technical Settings → Prepare Processing of Clarification Worklists). Check and, if necessary, modify the settings.


Selection criteria for clarifying credit. Field Immediately:

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Ensures that a line item that fulfills the Customizing criteria is inserted directly in the credit list for clarifying credits. If you do not set this indicator, the line items are inserted in the clarification worklist when you call the credit list.

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Lesson Summary You should now be able to: • Explain the processing options offered by clarification processing.

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Lesson: Exercise on Account Maintenance (Clarification Processing)

Lesson: Exercise on Account Maintenance (Clarification Processing) Lesson Overview


Transfer unclear incoming payments from the payment lot to the clarification worklist Clarify the unclear incoming payments in the clarification worklist and assign them to the correct items.

Business Example Your administration is responsible for managing incoming and outgoing payments. Your job begins after the bank data is transferred to the payment lot using the electronic bank statement. Not all payments can be assigned directly to the open items using the clearing control, for example, because there is insufficient information in the note to payee. The unclear payments are transferred to the clarification worklist automatically or manually. When you process the clarification worklist, you find the corresponding open items for childcare contributions and you notice that the customer has transferred too much. You clear the open items and you transfer the surplus amount back to your business partner.

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Figure 165: Account Maintenance/Clarification Processing

Task 1 Enter the payments that have been made. To do this, use the payment lot that you can find under PAYMENTS → PAYMENT LOT. • • •

• • • • • • • • •

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Enter the lot name “YYMMDDGR##PL” and choose Create. Enter your group as a search term and choose bank clearing account 113109, company code 0001 and screen variant PAY. Choose “New items”. In the first line, enter the payment amount 300 EUR, the selection type (T) “O” for account object and add 01 to your account object number for the childcare contributions (for example, your contract object number is 125, therefore the input value is 12501. This information is normally transferred by the electronic bank statement. Double-click the line to go to the line items. On the “Payment Data” tab page, select the field “Clarify” and enter clarification account “1134##” for group ##. Return to the overview. Save your entries and choose the green arrow twice (or F3) to return to the initial screen. Choose “Close” and confirm the next dialog box. As of this point, you can no longer enter any more payments in this payment lot. To post the payments that you have entered, choose “Post”. Choose “Start online” and then choose “OK”. As soon as the posting is closed, the system should issue a message telling you that that posting is closed and that the payments need to be postprocessed. Leave the transaction.


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Task 2 In your normal process flow, you begin by processing the unassignable payment entries. • • • •

Go to PAYMENTS → CLARIFICATION ACTIVITIES → PAYMENT ASSIGNMENT. Enter your clarification account 1134## and choose Execute (F8) to go to the clarification list. Select the payment that you posted previously and choose “Clarify”. Do not change the settings for the clarification processing in the dialog box that appears and go to the detail screen.

Task 3 You notice that the number entered in the selection value for the contract has been interpreted incorrectly and that the number without the 01 at the end is the correct number (for example, 125 → 12501 is the incorrect entry) for your contract. To find the corresponding contract and to assign the payment to the open items, you now have two options: 1. 2.

You know the correct number, therefore, change the corresponding entry for the account in the selection proposal and choose “Enter ”. You can use the clarification list to search for possible open items. To do this, choose the “magnifying glass” icon (error-tolerant search). In the search screen, select “Contract” and enter the first two numbers of your contract in the “search for similar numbers”. Choose “Enter” and select the line (field “Transfer”) with your contract and choose “Transfer selected”.

Task 4 Your business partner informs you that he has mistakenly transferred an amount that is too high and asks you to return the surplus amount. • •

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Choose “Partial clarification” and enter 30 EUR in the Clarification amount field. Choose “Post with default” and then chose Save on the “Process open items” screen. After you save, you return to the clarification screen.


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Task 5 Transfer the surplus amount back to your business partner. You can do this directly from the clarification list. • • • • •

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To do this, go to the “Payment Data” tab page. Enter the bank number 10020030, bank country DE, an account number and your name in the sold-to party field. Select the field “Repayment” and enter the refund method 5 for the transfer. In the posting text, enter a text for your business partner and then choose the “Clarification ” tab page to go back to the clarification list. Choose “Save” and “Post”.


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Lesson Summary You should now be able to: • Transfer unclear incoming payments from the payment lot to the clarification worklist • Clarify the unclear incoming payments in the clarification worklist and assign them to the correct items.

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Lesson: Cash Desk/Cash Journal Lesson Overview This lesson gives you an overview of: • • • •

The structure of the cash desk and the roll-based authorization concept (optional) The cash journal and its integrated functions for posting and evaluation postings in the cash desk Correspondence: Receipts and cash desk withdrawals The bar code function


Process payments at the cash desk and know the principles of the cash journal.

Business Example

Figure 166: Cash Journal - Function

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Lesson: Cash Desk/Cash Journal

The cash desk functionality includes the mapping of a cash desk structure and a role-based authorization concept. Cash deposits, withdrawals and differences can be posted posting documents can be created along with a detail display of the document. In contrast to the original cash desk functionality and its evaluation options (only via the payment lot), evaluations can now be made in the cash journal based on payment type and currency, cash desk and current or historical documents. When the cash desk is closed, the system compares the actual and the target balances in the cash desks of the cash journal and highlights any differences. A currency unit sheet makes it easier to enter the actual cash desk balances. You can enter the coin and note units in the currency unit sheet. Once you have saved this information, you can print cash desk closing. It can also be printed at a later date. You can open and close cash desks, regardless of whether a cash desk closing is to be executed for a cash desk. Cash desk closing does not have to be executed for opening and closing cash desks. However, if cash desk closing is executed for a a cash desk, this cash desk is automatically closed. If you want to make further postings to this cash desk, you must open the cash desk again.

Figure 167: Cash Desk Structure

The cash journal can map the cash desk structure of a company. The cash desk structure includes the cash desks in the individual branch offices of a company. The cash desks in the branch offices form the master data of the cash desk structure and are, therefore, a prerequisite for the cash journal. The company code and the bank clearing account, as well as lots that have already been created according to the payment category, are proposed depending on the cash desk. If an open lot is not available, the system automatically creates a corresponding payment lot. The branch and the cash desk are the first 5 figures of the name.

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Figure 168: Role Concept

Role concept (optional - can be activated/deactivated in Customizing) • • •

Branch office manager: Standard role 22000001 Cashier with special tasks: Standard role 22000003 Normal cashier: Standard role 22000005 can be allocated different activities. Users are allocated to roles using the transaction PFAC_INS or in the Customizing settings for responsibilities. Activities can also be individually allocated to the roles in Customizing, or configured according to the standard system. The overview displayed above represents a standard allocation.

Activity per role •

Branch office manager All activities for all cash desks in the branch office. For example, entering incoming and outgoing payments, posting deposits, transferring responsibilities, posting differences, posting withdrawals, the historical evaluation of all cash desks in his or her area of responsibility and opening/closing cash desks.

•

Cashier with special tasks All branch office manager activities except for closing cash desks in the branch office.

•

Cashier Entry of incoming and outgoing payments in his or her cash desk and posting deposits.

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Figure 169: Individual Enhancements to Cash Journal

Bar code reader For example, the customer data and the amount to be paid for each bar code are stored on the bill. A customer pays their bill and takes it to the cash desk. The cashier scans the bar code. The data for the business partner, contract account, amount and so on is already entered in the corresponding fields in the cash desk. There are 5 additional customer functions that can be activated and used for event 6120.

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Figure 170: Cash Desk

The cash desk has been integrated into the cash journal. This means that all incoming and outgoing payments are posted using the cash desk. You can navigate directly to the cash desk from the cash journal and back. The system transfers the cash desk allocated to an agent and other allocations (made the system or the user) to the cash desk. When the Cash Journal transaction is activated, you cannot directly call up the Cash Desk transaction. Note: If you activate the cash journal at a later stage, you cannot evaluate the postings that were made in the cash desk before the activation. You should therefore avoid changing settings (cash journal active/not active) during operation. Within the cash desk function, payments can be directly allocated to open items for a business partner. You can use a payment proposal from clearing control or allocate the payment manually. Payment at cash desk includes cash, check or credit card payments. You can print a receipt subsequent to posting. You can select the application form for printing the receipt in the activity Define Application Forms for Correspondence (under Basic Functions for Contract Accounts Receivable and Payable). If an overpayment is made in cash, the remaining amount is used to decide whether a posting on account is to be made or whether this amount is to be paid to the customer.

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Figure 171: Manual Cash Desk Payments with Business Partner

The cash desk allows a user to enter payments manually or automatically. Automatic assignment takes place the same way it does for payment/check lots (specifications for posting and selection criteria are also based on payment lots). Cash, card, and check payments are all permitted within the cash desk. If posting a payment/check lot – regardless of type – with the cash desk transaction, you can only create, post, and close the payment/check lots (within this transaction); a payment/check lot created here can only be displayed in the payment/check lot transaction. Default settings for the transaction illustrated above are set in Customizing in the payment processing section of the IMG. Expense and revenue accounts for posting of differences are also defined in Customizing (in the automatic G/L account determination section). As of release ERP 2005 you can process payments with several payment categories in the cash desk. This means that a customer can make a payment with a combination of cash, check payment(s), payment card(s), and postal orders.

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Figure 172: Manual Cash Desk Payments Without Business Partner

As of release ERP 2005, the initial screen is divided into three parts: •

Header data The header area contains the static data of a payment, such as the payment date and the company code. You can display or hide this screen area using a pushbutton.

•

Simple selection /general ledger account posting The middle area contains two tab pages one for entering selection criteria for the payment and one for entering the data for general ledger account postings. In both cases the cash desk supports multiple entries.

•

Details of payment category In the area for payment categories, there is a separate tab page for each payment category: Cash, Check, Payment Card, Postal Order. With the exception of cash payments, multiple entries are possible. The system displays the payment categories and amounts entered in a totals table. You can create individual documents in the general ledger (FI-GL) and payments on account by setting the corresponding indicator. Payment lots are still supported.

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Figure 173: Cash Journal - Post Deposits

As of release ERP 2005, the dialog for posting deposits has been revised. The screen is divided into two areas. You can hide the header data. The fields required for posting a deposit cannot be hidden. The cash desk clearing account is hidden in the cash journal dialog. If the system can automatically determine a unique cash desk clearing account, no cash desk clearing account is displayed. If the system cannot determine a unique cash desk clearing account, you can specify one. You can reverse a deposit with the “reversal of special posting documents” function, provided this has not already been fully or partially withdrawn.

Figure 174: Cash Journal - Post Withdrawals

As of release ERP 2005, the dialog for posting withdrawals has been revised. As when posting deposits, the interface has been divided into two areas. You can hide the header data. The area that is permanently visible shows the balance for each payment category. You can select and activate the balances for withdrawals.

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You can also post a partial withdrawal. Regardless of the settings for the cash journal, the balances are now displayed for each payment card and are provided for withdrawal. If you select and activate a cash balance and enter a partial withdrawal amount, you can only post the remaining amount as a new deposit. This does not change the cash desk balance. However, the performance is greatly improved when determining the current cash desk balance. It is advisable to post the remaining amount of a cash withdrawal as a new deposit at regular intervals or, for example, before or after closing at the end of the day. The system posts a withdrawal document and, if necessary, a deposit for each item activated. The cash desk clearing account is hidden in the cash journal dialog. If the system can automatically determine a unique cash desk clearing account, no cash desk clearing account is displayed. If the system cannot determine a unique cash desk clearing account, you can specify one. You can reverse a withdrawal with the “reversal of special posting documents” function.

Figure 175: Cash Journal - Post Differences

As of release ERP 2005, the dialog for posting differences has been revised. As when posting deposits, the interface has been divided into two areas. You can also hide the header data. The area that is permanently visible shows the balance for each payment category, provided you can post difference for all payment categories. If a difference occurs in one or more balances, you can select and activate these and enter the respective actual balance. For each activated item, the system posts one document for differences. The cash desk clearing account is hidden in the cash journal dialog. If the system can automatically determine a unique cash desk clearing account, no cash desk clearing account is displayed. If the system cannot determine a unique cash desk clearing account, you can specify one. You can reverse a difference with the “reversal of special posting documents” function, provided this has not already been fully or partially withdrawn.

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Figure 176: Payment on Installment Plan

If, during the clearing proposal, the allocated open item turns out to be an installment plan item, you can display the installment plan and, if necessary, change it during the online processing of the clearing proposal for clearing the source receivables.

Figure 177: Cash Journal: Day End Closing

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You can execute day-end closing. When the cash desk is closed, the system compares the actual and the target balances in the cash desks of the cash journal and highlights any differences. A currency unit sheet makes it easier to enter the actual cash desk balances. You can enter the coin and note units in the currency unit sheet. Once you have saved, you can print the day-end closing. Irrespective of whether you carry out day-end closing for a cash desk, you can still open and close it. Cash desk closing does not have to be executed for opening and closing cash desks. However, if cash desk closing is executed for a a cash desk, this cash desk is automatically closed. If you want to make further postings to this cash desk, you have to reopen it. You can use the overview (menu: Payments → Cash Desk) to display the closing carried out in the cash journal across all cash desks and all branches. In the cash journal you can only display cash desk closing for the current cash desk and branch. The transaction enables you to display the cash desk closing dependent on the following selection criteria: • • • • •

Cash desk Branch Date of cash desk closing Closing carried out by Status of closing

Figure 178: Cash Desk / Cash Journal: Customizing

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If you want to use the cash journal in your company, you must carry out the following in the Customizing menu for contract accounts receivable and payable under Business Transactions → Payments → Incoming/Outgoing Payment Processing → Cash Desk / Cash Journal: •

•

Prevent the cash desk from being called up directly by flagging the Cash Journ. Act. indicator in the activity: Maintain Specifications for Cash Journal. Make the basic settings and master data in the activities: Maintain Specifications for Cash Journal and Define Master Data for Cash Journal.

When defining Default Values for Posting Cash Desk Deposits and Withdrawals, make sure that you maintain different bank clearing accounts for deposits and withdrawals. However, you can enter the same G/L account for deposits and withdrawals. You can use user roles to control the authorizations for postings and evaluations in the cash desk. In order to do this, you must activate the role concept by setting the Use Roles indicator in the Maintain Specifications for Cash Journal activity and by allocating roles to the individual users (cashiers).

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Lesson Summary You should now be able to: • Process payments at the cash desk and know the principles of the cash journal.

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Lesson: Exercise on the Cash Journal

Lesson: Exercise on the Cash Journal Lesson Overview


Use the cash desk function to clear open items Execute cash desk closing in the cash journal

Business Example Your administration allows the citizens to pay the charges at a cash desk. Your business partner wants to use this service to pay parking fees. Accept the money into your cash journal. At the end of the posting day, you can close the cash desk and you can check the posted documents.

Task 1: Use the cash journal function to clear the open parking fees of your business partner by choosing the following menu path: PAYMENTS → CASH JOURNAL → CASH JOURNAL. Choose the cash journal for your group in the branch “CD”. • •

Choose “Post deposit” and enter 0001 as the company code, EUR as the currency and the amount 100.00 EUR in the screen that is now displayed. Leave all the default values unchanged and choose “Post”.

Task 2: You want to post 100.00 EUR as a deposit so that you have enough float in the cash desk. • •

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Choose “Post deposit” and enter 0001 as the company code, EUR as the currency and the amount 100.00 EUR in the screen that is now displayed. Leave all the default values unchanged and choose “Post”.


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Task 3: Your business partner wants to pay the open parking fees at the cash desk. • • •

• • • •

Go to the cash journal for your branch CD and cash desk ## (group ##_ by choosing “To cash desk ”. You are now on the entry screen for the cash desk. Enter the company code 0001 and the currency EUR and your business partner. Enter 50.00 EUR in the amount field and enter your contract object for parking fees in the relevant field. Double-click the payment amount field, the amount is transferred. Leave all the default values unchanged and double-click “Post Online”. Confirm the dialog box if the system informs you that a payment lot should be created. Activate the request that you want to clear. Choose “Save” and make a note of the document number.

Task 4: At the end of the posting day, you want to execute cash desk closing. •

• •

• • • •

Return to the cash desk and choose the following menu path: SPECIAL FUNCTIONS → DAY-END CLOSING → CARRY OUT CASH DESK CLOSING You want to pay your cash desk balance. To do this, select the line “Cash payment” and chose “Enter Actual Balance”. There is a difference between the target balance and the actual balance. When you pay the coins and notes, you notice that you have 151,00 EUR in your cash desk. Enter this balance in the payment template. After you confirm the payment template, choose “Post Difference”. In the dialog box, choose the payment type “CS Cash Payment” and confirm your entry. Choose “Activate”. An amount of 150.00 EUR should now appear in the “Cash Amount” field. Enter the amount of 151.00 EUR in the “Actual Amount” field and choose “Post”.

Task 5: Start cash desk closing. • •

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To do this, choose “Close ”. Confirm you activities by choosing “Yes ” in the dialog box that then appears.


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Lesson: Exercise on the Cash Journal

Lesson Summary You should now be able to: • Use the cash desk function to clear open items • Execute cash desk closing in the cash journal

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Unit Summary

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

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Unit 5 Payment Run Unit Overview This unit gives you an overview of the functions of the payment program and the role of FSCM Biller Direct in Contract Accounts Receivable and Payable.

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

Explain the prerequisites for the payment program and the posting logic. Carry out postings and repayments using the payment run. Maintain the parameters for the payment program Execute the payment program Make payments with credit cards. Identify the options for creating and processing outgoing checks. Explain the Internet self-services for displays, and the options for paying bills in the Biller Direct component. Define the concept of revenue distribution to final recipients in Contract Accounts Receivable and Payable. Distribute revenues for certain receivables

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

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


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Lesson: Prerequisites for Making Payments Lesson Overview This lesson gives you an overview of: • • •

The types of payment methods that are generally used in an organization. How to set up payment methods in Customizing How to derive payment methods from master data or documents


Explain the prerequisites for the payment program and the posting logic.

Business Example

Figure 179: Internally-Initiated Incoming Payments

There are several types of internally-initiated payment methods in PSCD. These payment methods are used primarily with the payment program (see the next lesson for further details). The difference between a direct debit mandate and a debit memo (automatic debit) is that in a direct debit mandate the customer issues the approval to debit his/her account, and then has six weeks in which he/she can reject the posting.

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Lesson: Prerequisites for Making Payments

In the case of a debit memo, the customer informs the bank that it can debit the account. The bank must then confirm that the customer has given consent and is no longer able to reverse or reject the transaction once it has been started (this is relevant for German law). Hint: If an incoming payment method is valid (not locked), then it is the company's responsibility to collect the money. For this reason dunnings do not include open items of this kind.

Figure 180: Payment Processing: Use

Figure 181: Payment Method Configuration

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Through the use of the payment method it is possible to ensure that items with a payment method and items without a payment method are processed. The payment method of the document is not compared with the payment method of the contract account. By entering a payment method in an item it is possible to ensure that any minimum/maximum amount limits valid for this item are ignored (so that, for example, after the cancellation of a contract, minimal amounts that would not usually lead to a transfer or a collection can nevertheless still be paid automatically). Payment method classification specifies whether a check is to be created, if the payment is from a post office bank account, or if the payment method is to be used for incoming payments.

Figure 182: Control Data for the Payment Program - Master Data

The responsible company code has the same function as the paying company code in Financial Accounting (posting the bank line responsible for house banks, sender of payment orders, etc.). Other entries relating to payment are determined separately for outgoing and incoming payments within a contract account master record. In both cases (incoming and outgoing): • •

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A contract account can be blocked for outgoing or incoming payments. Furthermore, bank collection can be prevented after failed debit memos until a processing block date is reached. If a contract account is specified for offsetting, the contract account items are all paid to a business partner together. Payment methods, banks and blocks are determined via this offsetting contract account.

Figure 183: Payment Control Data: Line Items

A due date is determined by three date entries: the cash discount date, the specified due date for net payment, and the deferral date. Grouping ensures that items with the same grouping term will be paid together (the grouping criteria must correspond). For example, it is used if you have sent your customer a bill with several items, but these items are to be collected with one amount. Using the indicator “can only be cleared” when posting an item ensures that items cannot be disbursed (or collected). Rather, the amount to be collected or disbursed can only be cleared with other debit entries. In event 0652, you can override the automatic selection of partner banks created by the payment program. In the standard system, the partner bank is selected as a result of the bank details defined either in the contract account or the contract (differentiated by incoming payment and outgoing payment). You can override this by explicitly specifying bank details in the line item. However, it is not possible, for example, to select a partner bank dependent on the currency of the items paid if these bank details are not entered in the items to be paid. Using event 0652, you can set a different bank details ID dependent on the items to be paid, or prevent payment.

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Figure 184: Incoming Payments - Postings (1)

[1] Debit position of a receivable [2] Payment in PSCD by the payment run.

Figure 185: Incoming Payments - Postings (2)

[3] Incoming payments in General Ledger Accounting (posting the account statement).

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Lesson Summary You should now be able to: • Explain the prerequisites for the payment program and the posting logic.

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Lesson: Payment Program Lesson Overview This lesson gives you an overview of the payment program Contract Accounts Receivable and Payable. It describes the process of payment postings and repayments using the payment run and the relevant technical prerequisites.


Carry out postings and repayments using the payment run.

Business Example

Figure 186: Payment Program Processing

The process flow of the payment program is as follows: open items are selected; open items are grouped for payment; items requiring special processing are determined; payment methods and bank details are determined; the value date and account determination takes place; payments are posted and payment media created.

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If desired, you can execute a test run of the payment program prior to the actual payment run. The test run creates a payment list but it does not create payment documents. The results of the test/payment run are stored in payment tables (DPAYH, DPAYP). These tables include payments as well as payment exceptions. Payment data and payment exceptions can be viewed in the payment list, but they cannot be changed. From the payment data payment media are created. Payment media can be created in electronic form or in hard copy. The payment run program uses the technique of parallel processing. You can define per item indicator for exceptions (in payment program) whether an item should be placed in the clarification list. The data that controls the payment run exists in the master data, the document, Customizing and the current payment run parameters.

Figure 187: Payment Program: Program Flow

Parallel processing distributes the load across several systems in order to achieve improved performance. By choosing suitable sizes of the selected blocks, more rapid access is possible and less memory is required to process the data. Parallel processing is achieved by apportioning the dataset to be processed. The business partner or the combination of business partner and contract account are suitable interval objects for parallel processing.

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The dispatcher for the payment program calls up the payment program every time entries are made to the technical settings. Every process obtains a free interval which is not yet in operation. The work list defined by this interval is processed in blocks. After this interval has been processed, the next interval is processed. This process continues until all intervals are confirmed as completed. After an interval has been reserved for processing, the information in the worklist is transferred to the mass selection module so that the items for a business partner (or a contract account) can be read efficiently.

Figure 188: Events in the Payment Program

Through the use of specified events, it is possible to influence the flow of the payment program. The exact specification of the program interfaces and detailed documentation and notes on implementation can be found in the system. For more information see the documentation for the associated sample function modules FKK_SAMPLE_06xx (that is, the function modules specific to the payment program are in 600).

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The following events are available within the payment program: • • • • • • • • •

0600 Payment: Enter grouping criteria for items 0601 Payment: Deactivate items after grouping 0610 Block items or initiate partial payments 0615 Choose line-items to be cleared 0620 Create clearing document lines (when clearing) 0630 Additional data for payment (PAYH) 0640 Additional data on paid items (PAYP) 0650 Select house bank and account 0690 Delete payment data

Figure 189: Run-Time Parameters in the Payment Program

Payment runs can be protected by freely definable authorization groups. An accounting clerk may only process a payment run (change parameters, start a payment run, etc.) if he is authorized for this activity and he is in the appropriate authorization group. Selection criteria according to business partner, contract account and dynamic selections are available for use in the test-run phase. Selection according to company code is mandatory. The defined payment method is country-specific. For this reason it is only possible to select company codes within a country that has the same currency in each payment run.

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The posting date of the payment run is applied as the baseline date for determining the due date, unless: • •

•

If a deferral date has been entered in an item, it is used in every case to determine the due date. If the cash discount date is prior to the posting date, then the cash discount due date is used when determining the due date and the item will be paid minus cash discount where applicable. If the cash discount period has expired then the due date for net payment is used. Hint: The due date for an item that is determined in this manner must fall within the due date interval entered in the “general selections” section of the payment run parameters for the item to be paid.

You can restrict the payment run to one payment card type. You can then run separate payment runs for each payment card type, event though the payment method from the “card payment” category is always the same. Grouping of Open Items • • • • • • • • •

Business partner Alternative payer Payer's bank details Responsible company code payment lock Contract account by which payment transactions are made / offset Payment  method Currency key Grouping term for open item Free grouping of application area

A business partner’s items are grouped together into payable groups. Items can only be grouped together if a business partner’s items are not selected by contract account. The responsible company code and the account being offset are determined via the assigned contract account in the document. The application area can enter data in its own grouping field in the designated Event 0600. This data could, for example, include reference details from the contract. This event can also be used to block items while the payment program is running.

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Figure 190: Define Payment Method and Banks

Several payment methods can be specified for outgoing payments in a contract account’s or contracts object’s master data. In this case the checks outlined in steps within the graphic above are carried out for each payment method until a valid payment method is found. If payment optimization is not required, the house bank with the highest priority is always selected (see bank selection in parameter maintenance).

Figure 191: Run Parameters: Selection of Banks

The payment program has been realized as a mass activity. Once open items have been grouped the system determines the appropriate payment method and selects a bank from the bank parameters entered in the payment run. Currently it is only possible to prioritize banks for bank selection optimization. It is not yet possible to enter available amounts for each of the respective bank accounts.

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You can maintain bank selection for all company codes simultaneously. For cross-company code postings, the company code belonging to the contract account must also be the responsible company code for the company codes in the line items. If other company codes are billed using the contract account, incoming payments on receivables in these company codes are always posted to a company code settlement account in the responsible company code first. This procedure is the same for outgoing payments.

Figure 192: Example: Item Grouping (1 of 2)

Figure 193: Example: Item Grouping (2 of 2)

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Figure 194: Payment List

Extended checks for creating outgoing payments: You can set processing locks on an account or contract object and payment locks on an account or document. You can also use the payment program in PSCD to exclude items from payments. In Customizing you can define the necessary payment block reasons to exclude certain items from automatic payment. This type of payment block always refers to both incoming and outgoing payments. Items that cannot be paid automatically on the basis of their item and contract account categories are excluded from further processing by the payment program and appear in the exception list of the payment program. Payment list and exception list: You can use the list viewer function to adjust the structure of the payment list to your individual requirements. This means that the display layout of the payment list report can be structured and defined by an individual user.

Figure 195: Additional Features of Payment Program

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The activity log gives information on the executed activities (changing parameters, scheduling, deleting data) and by whom and when the activities were executed. The additional log clarifies the working method of the payment program. In particular, information is provided on how the items have been grouped and why it was not possible to make a payment. The user can define what is to be logged. The copy template contains pre-defined parameters and may be used to create a payment run. However, the template itself cannot be executed as a payment run. A copy template will not be deleted if a payment run that was created by using that copy template is itself deleted. Payment runs can be deleted.

Figure 196: Creation of Payment Medium

You must initiate a process for each payment medium, and must take into account the country-specific requirements such as the currency and the note to payee. You can change the structure of the note to payee in Customizing. The use of symbols such as “&TABLE-FIELD&” is supported, as used in SAPscript. In addition, it is possible to edit or structure the note to payee (free text field) in the technical programming of the application area. If you use the payment media formats EDIFACT and S.W.I.F.T. (MT 100,101, 103, 104, 200, and 202), (customer development), you can define correspondence banks. This means that you can specify a bank chain with up to three intermediary banks (correspondence banks) in Customizing for the transfer from one bank to another. You can define general and recipient-specific bank chains. You then specify recipient-specific bank chains in the transactions for creating and changing

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business partner data (FPP1, FPP2) on the tab page Payment Transactions, in the Bank Chains area. The function module FI_PAYMENT_BANK_CHAIN_SET determines the bank chains during the payment media creation and places them in the corresponding structures.

Figure 197: Note to Payee Content Hint

You can set that payment media are to be created in the language of the business partner. If this flag is not set, then the system will look into the content table depicted above and look for language key ‘“ ”‘ (blank) and use the parameters associated with this table entry. Therefore it is important to place an entry in the content table for language key ‘“ ”‘ for each note to payee category. To determine whether or not this flag has been set, go transaction “SE38”, enter program ID “SAPFKPY3”, execute, then search for the “Text in recipient’s language” flag. In the user-defined specifications, you can specify the number of items to be prepared only once per payment. This avoids the contents of PAYH and PAYHX being output per item, even though these are the same for all items. In the definition of the line content (FQP5 → Note to Payee: Content), the sequence (line number) decides whether the content is prepared for each payment or for each item. If, for example, you have specified 2 information items per payment and 1 information line per item, you have to provide a total of 3 lines with content. The first two apply per payment, which means that here only the fields from the structures PAYH and PAYHX are useful. The third line is then repeated for each item. The fields from the structure PAYP are useful here.

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Figure 198: Direct Debit/Repayment: Customizing

Customizing of payments includes: • • •

• •

•

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Definition of house banks and bank clearing accounts (FI) Definition of payment block reasons, note to payee type Country-specific payment methods: classification of payment method, document type, allocation, payment medium format, allocation of note to payee type Parameters (company code specific): minimum amounts for incoming and outgoing payments, Parameters (company code and payment method specific): minimum and maximum amounts, processing of foreign payments, payment optimization, definition of value dates You must define the application form for creating payment advice notes in the correspondence for correspondence type 0006 (basic functions for contract accounts receivable and payable).


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Lesson Summary You should now be able to: • Carry out postings and repayments using the payment run.

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Lesson: Exercise on Payment Program – Scheduling and Executing Lesson Overview Lesson Objectives After completing this lesson, you will be able to: • •

Maintain the parameters for the payment program Execute the payment program

Business Example Your administration uses the payment program to collect the property tax by automatic debit. A data medium (DME) must be created and transferred to the house bank that you use to make your payments.

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Lesson: Exercise on Payment Program – Scheduling and Executing

Task 1: Execute the payment program to carrry out the bank collection: PERIODIC PROCESSING → FOR CONTRACT ACCOUNTS → PAYMENT RUN. • •

• • • • • • • • • • •

•

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Execute the payment run for the current date and as the identification, choose PP##. In the first step, maintain the general selections; here enter criteria according to which you want the open items to be selected (select the selection criterion 'Open Items'): company code 0001, your business partner, your contract account for property tax, and enter today's date as the “Due Date to” and the payment method “3” for bank collection. Set the simulation run indicator. Leave the other values unchanged and go to the “Bank Selection” tab page. Enter “0001” as the selection ID: company code “0001”, payment method “3”, house bank “DB”, account ID “GIRO” and rank order“1” are derived. To check the results from the payment run, you can choose the problem class “Additional Information” on the “Logs” tab page. Select the “Payment method selection every time” indicator and the “Pmnt method selection if not successful” indicator and save your specifications. Choose “Schedule program run”, leave the default values unchanged and confirm the dialog box that then appears by choosing “OK”. To display the results of the test run, select “Application log” and then double-click the success message in the application log. After you have checked the results of the payment run, return to the selection parameters for the payment run and deactivate the simulation run. Schedule the payment run again, as described above. When the payment run has finished, follow the menu path ENVIRONMENT → PAYMENT LIST and then choose “Execute”. Make a note of the number of the payment document (third line on the left-hand side in the pink area in the report). ____________________ __________________ Use the account balance function to check the postings for your business partner and the contract account for property tax in company code 0001.


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Lesson Summary You should now be able to: • Maintain the parameters for the payment program • Execute the payment program

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Lesson: Payment Cards

Lesson: Payment Cards Lesson Overview This lesson gives a overview of how payment cards are handled in Contract Accounts Receivable and Payable.


Make payments with credit cards.

Business Example

Figure 199: Direct Debits Using Payment Cards

When processing open items to be paid by payment cards, card data instead of bank details with direct debiting in business partner master record is used. The card number as well as locks, and validity intervals are checked. The card ID is saved in the contract account and possibly in the contract object. A separate card ID may be stored for outgoing payments. The payment method uses the “payment card” processing type.

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Figure 200: Payment Cards

When processing open items to be paid by payment cards, data from the card with the debit memo, which exist in the business partner master record, is used rather than the bank data. • •

Card number checked Locks, validity periods

If the customer uses a payment card to pay for goods and services, then open receivables have to be reported to the payment card institution. The payment program clears the customer’s open items and creates new open items on the payment company’s clearing account (reporting account). The open items to be reported to the payment card company (those open items of customers cleared by the payment program) are then determined. When credit card payments are processed in the payment run, no entries have to be made in the bank selection. You must define a card account in posting area 1120. The amounts reported to a credit card institute are posted here, as are the receivables that are sent to the credit card institute when the notification is created (transfer posting). The final step is to carry out billing. Billing can be repeated.

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Figure 201: Payment Cards: Issuing Bank / Card Institution

Figure 202: Payment Cards: Returns

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Figure 203: Formats

Figure 204: Payment Cards: Customizing

You can make the basic settings for the payment card configuration in the IMG menu under: Cross Application Components -> Payment Cards -> Basic Settings.

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Lesson Summary You should now be able to: • Make payments with credit cards.

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Lesson: Check Management Lesson Overview This lesson gives a overview of how checks are handled in Contract Accounts Receivable and Payable.


Identify the options for creating and processing outgoing checks.

Business Example

Figure 205: Introduction: Process Overview

A check can have the following status: • • • •

Open Cashed Invalid Locked (new as of release 4.72)

As of release 4.72 you can lock a check and report the lock to the bank, without having to reverse the related payment or issue a replacement check. The check is locked in check management and reported to the bank using transaction FPCHX.

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After a specified period (usually 24 hours), the bank guarantees that this check will no longer be able to be cashed. You reverse the related payment document after this deadline by regularly scheduling transaction FPCHS so that the cleared items are open again. By running the payment run again you can create a new check if required. If checks are cashed within the deadline, you can define, in the settings for the voiding reason, whether the checks are to be deemed “cashed” automatically or whether clarification cases are to be created. This procedure is interesting for US customers and is known by the name “Stop Payment”. It is an alternative to the previous way of issuing a replacement check. Invalid checks that have not yet left the company premises should be voided and reissued as previously. A check lock is not necessary in these cases.

Figure 206: Maintaining Outgoing Check Processing

The bank clearing account used in the payment document must be defined in Customizing to enable the system to determine bank data, and the valid for online printing indicator must be set. When you set the flag, the applicable clearing account must be used in online check printing. Application form FI_CA_DME_CHECK_SAMPLE serves as a template for a check form with an accompanying letter. The check is printed. The checks for the document are managed in the check repository together with the check numbers used. If you try to print a check again for the same payment document, a replacement check is created in the check repository with a new check number.

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The program makes the following available: • • • •

•

A chronological log of any special event (when a check is invalidated, for example). You can display the log for the check or for the payment document. The status of checks can be changed. This allows you to record in check management which checks have been cashed. You can invalidate checks separately, but you must define a reason for it. If you use pre-numbered checks, you can use a check issue file to record which checks have actually been issued. This allows you to keep tabs on existing pre-numbered checks that have not yet been issued. If you need to state the name of more than one recipient on a check (two-party checks), you can enter additional recipient information separately and save this.

Figure 207: Direct Debit/Repayments: Customizing

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Lesson Summary You should now be able to: • Identify the options for creating and processing outgoing checks.

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Lesson: FSCM Biller Direct Lesson Overview FSCM Biller Direct: • • •

Can be found in the component FSCM Supply Chain Management Supports the creation/payment of electronic invoices over the Internet Contains the following functions, among others: – – –

Payment of incoming invoices over the Internet and the creation of direct requests and complaints Maintains the data for the address, credit card and bank details/bank account Generates balance confirmations, payment directives and the monthly display of balances and individual items.


Explain the Internet self-services for displays, and the options for paying bills in the Biller Direct component.

Business Example

Figure 208: PSCD & Biller Direct: The Internet Customer Account

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Figure 209: SAP's Concept of the Customer Account

Figure 210: One Customer Account - Different Receivable Types

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Figure 211: SAP FSCM: Biller Direct

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Lesson Summary You should now be able to: • Explain the Internet self-services for displays, and the options for paying bills in the Biller Direct component.

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Lesson: Revenue Distribution Lesson Overview This lesson gives you an overview of revenue distributions to final recipients (department, public organization or insurance) or third parties in Contract Accounts Receivable and Payable.


Define the concept of revenue distribution to final recipients in Contract Accounts Receivable and Payable.

Business Example Revenue Distribution: Definition •

Definition of “revenue distribution”: Distribution of revenues (i.e. sales, motor fuels and trade taxes, exchange of information function, the use of value-added services, or the deregulated telephone market) to final recipients based on established distribution rules.

•

Definition of “final recipient”: Entity (natural or legal person) that is the receiver of the distributed revenue.

In addition to managing your own receivables, you can use the FI-CA component Revenue Distribution to manage receivables for third parties. Incoming payments for third parties that you receive for example, as part of the exchange of information function, the use of value-added services, or the deregulated telephone market are automatically paid over to the final recipient. The payments to be distributed to the final recipient are created in the form of totals postings. The payment program uses these to create a transfer. However, in this transfer for the final recipient, it is not visible which business partners have paid which open items. For the final recipient to see which paid items make up the payment amount transferred, in data medium creation you can create a payment advice note, in which you explain which payments make up the totals posting to the final recipient. SAP delivers the following example forms of form class FI_CA_PAYMENT : FI_CA_PAYMENT_REV_DIST_SF (SmartForm) and FI_CA_PAYMENT_REV_DIST_PDF (PDF). There has been no manual or automatic clearing in the account of the final recipient, which means that you can use the payment program for payment.

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Lesson: Revenue Distribution

To prevent clearing, when you post the distribution documents, set the clearing restriction Z. This has the effect that only the payment program can perform clearing. To set the clearing restriction, make the corresponding setting in the Implementation Guide for Contract Accounts Receivable and Payable, under Business Transactions → Distribution of Revenues → Define Specifications for Distribution of Revenues. In theory, in a distribution run, it may be the case that the revenues to be distributed and the adjustment postings that, for example, arise from a clearing reset or reversal of payments, balance to zero. If this is the case, no documents have yet been created on the final recipient's account. In release 6.00, the posting logic was changed for this special case. In the future, two distribution documents with opposite +/- signs are posted. This enables you to create a payment advice note for the final recipient.

Figure 212: Revenue Distribution: Overview

FP60M Distribution of revenues, mass activity 0094 reads cleared open items and writes detailed information to table DFKKRDI FP60P Update to final recipient, reads the detailed information and generates the posting to the final recipient FP60R or FP60R2 or reports RFKKRD01 and RFKKRD02 reporting of the detailed information

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The final recipient can: •

Be automatically derived –

•

Customizing (posting area 1380): The derivation of the final recipient is based on company code/main transaction and subtransaction/account determination ID/division/period key – Event 0045 Must be entered in the document manually

Depending on the original main and sub transaction for the distribution posting, you can derive the same or an alternative main and sub transaction. Separate output process for mass activity 0094 • •

Takes into account all payments that have been distributed Updates DFKKRDI – –

•

Contains data about the output run and the updated payments Defines which incoming payments are updated with which outgoing payment postings Generates summary postings for the final recipient.

In event 5415 you can exclude individual documents or line items from the revenue distribution. For example, you can allow a period of four weeks before you forward a payment received to the final recipient. Distribution Information in Posting lines •

Distribution status in posting lines:

– – –

“1” To distribute “2” Incoming payment distributed “3” Clearing reset/reversal distributed

The payments are identified using the clearing reason. Both the current and the previous distribution statuses are saved. Each distribution sets the last distribution status as the current status. The distribution program only takes into account items with the current status “1”. To prevent the distribution history having an incorrect status after a distribution document has been canceled, you are not able to cancel revenue distribution documents.

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In revenue distribution, several revenues are usually transferred to the final recipient as a total. From Release 6.00, for individual cases, you can forward a document to the final recipient separately (without summarizing it with other documents). You can use this posting of individual documents, for example, in the Public Sector for administrative purposes.

Figure 213: Evaluation of Revenue Distribution (FP60P)

You can use transaction FP60R2 to evaluate the revenue distribution for a final recipient account or for all final recipient accounts of a business partner.

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In the report, for each final recipient account and currency, totals items are displayed for the following evaluation categories: •

Posted for distribution to final recipient These totals contain all posted documents that are forwarded to the final recipient for an incoming payment. In these documents the final recipient account is filled with the final recipient selected.

•

Distributed for final recipient In this evaluation category, for the final recipients selected, the total of all entries written in the distribution table DFKKRDI by the Distribute Revenues transaction is displayed. The total is displayed in the Total field. The other totals fields have no meaning for this evaluation.

•

Posted to final recipient These totals contain all documents posted to the contract account of the final recipient. They can be the distribution documents that are posted to the contact account of the final recipient using the distribution transaction (SAP menu: Periodic Processing → For Contract Accounts → Revenue Distribution). Documents that were posted to the account manually are also included in the totals. The different totals (for example, posted and reversed totals) are calculated as for the evaluation Posted for Distribution to Final Recipient.

Figure 214: Revenue Distribution: Customizing

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Lesson Summary You should now be able to: • Define the concept of revenue distribution to final recipients in Contract Accounts Receivable and Payable.

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Lesson: Exercise on Revenue Distribution Lesson Overview


Distribute revenues for certain receivables

Business Example Your administration manages the waste charges for the local public utility. You want to distribute these revenues to the site.

Task 1: Post 100.00 EUR waste charges to your business partner with the period key “YYYY”.

1.1 You can use the acceptance assignment or the document posting transaction from chapter 2 to do this. • • •

Leave the values proposed by the system. Enter “DR” as the document type and choose “Enter”. For your business partner, enter the contract object for waste charges, the amount 100.00 EUR, the current date as the due date for net payment and the main transaction and subtransaction “4010/0300”. Note the PSCD document number. __________________________

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BUKRS Business partner

0001

Your business partner

Contract account

Contract object

AmountDue date for net payment

Main transaction

Waste 100,00 DD/ 4010 charges MM/YYYY

PeSubtrans- riod action key

0300

YYYY

Task 2: Call the document in display mode and check the status of the item and whether a final recipient has been derived. • • •

Go to POSTING → DOCUMENT → DISPLAY and enter the document number that you made a note of above and choose Enter. After you have selected the business partner row, you can go to the Additional Data tab page. Make a note of the current status and the final recipient. Current status: __________________________ Final Recipient: __________________________

Task 3: Your business partner pays the receivables. Go to the cash journal (branch: CD; cash desk ##) and pay the open items of 100.00 EUR.

3.1 PSCD document number: __________________________

Task 4: Use the revenue distribution to go to the incoming payment. • • •

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Go to PERIODIC PROCESSING → FOR CONTRACT ACCOUNTS → REVENUE DISTRIBUTION → DISTRIBUTE REVENUES. Execute the program for the current date with the identification EV##. First maintain the general criteria for the distribution run by entering the business partner, the contract account for services and company code 0001.


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• • •

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Execute a simulation run. To understand problems better, set problem class “4 Additional information” on the “Logs” tab page to obtain additional information. Then save your settings. Choose “Schedule Program Run”. Leave the default values unchanged, choose “OK” and then “Continue”. To see the results of the test run, choose “Refresh”. You can check the results in the application log. If the results are correct, you can execute the update run.

Task 5: Display your document number again and check the current status of the item. • • •

Go to ACCOUNT → ACCOUNT BALANCE, enter your business partner and the contract object for waste charges on the selection screen. Go to the receivable that you posted previously, select the business partner row and go to the “Additional Data” tab page. Make a note of the current status. Current status: __________________________

Task 6: You want to make summarized postings of the distributed revenues to your administration-managed supply site. • •

• •

Go to PERIODIC PROCESSING → FOR CONTRACT ACCOUNTS → REVENUE DISTRIBUTION → POST DISTRIBUTION. Use the program to create and post the documents to distribute the revenues to the final recipient. When you do so, the entries from revenue distribution table DFKKRDI are processed. The system uses the revenues that you want to be distributed based on the selection specifications to create the summary postings for the last recipient and currency. The system creates a PSCD document for each of these summary rows. In the table for the revenue distributions (DFKKRDI), the system defines which incoming payments with which documents should be distributed to the last recipient. The program is started with the run parameters for the distribution run. Firs execute a test run. If the log is satisfactory, you can start the update run.

Task 7: You can check the revenue distribution under ACCOUNT → FURTHER INFORMATION → EVALUATION OF REVENUE DISTRIBUTION.

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Lesson: Exercise on Revenue Distribution

7.1 Enter the last recipient as the selection criterion.

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Lesson Summary You should now be able to: • Distribute revenues for certain receivables

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Unit Summary

Unit Summary You should now be able to: • Explain the prerequisites for the payment program and the posting logic. • Carry out postings and repayments using the payment run. • Maintain the parameters for the payment program • Execute the payment program • Make payments with credit cards. • Identify the options for creating and processing outgoing checks. • Explain the Internet self-services for displays, and the options for paying bills in the Biller Direct component. • Define the concept of revenue distribution to final recipients in Contract Accounts Receivable and Payable. • Distribute revenues for certain receivables

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Unit 6 Returns Processing Unit Overview The aim of this unit is to: • • • •

Create returns, and learn about returns categories, returns reasons and returns activities Learn about forwarding returns charges to customers Learn about returns lots and the returns history Learn about writing returns as one of many returns activities

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

Configure return reasons, activities, and changes. Process returns in Contract Accounts Receivable and Payable. Edit returns that occur due to a check that was not cashed or the automatic debit being recalled by the recipient bank.

Unit Contents Lesson: Configuration of Returns.............................................288 Lesson: Processing Returns ..................................................300 Lesson: Exercise on the Returns Process (Editing Returns) .............307

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Lesson: Configuration of Returns Lesson Overview This lesson gives you an overview of: • The definition of returns • The origin of returns • The types of returns postings (net/gross/including tax/excluding tax) • The returns posting steps in Contract Accounts Receivable and Payable including/excluding the posting of returns charges • Customizing settings for returns


Configure return reasons, activities, and changes.

Business Example Your organization has been notified by its bank that it has been unable to collect a payment from the business partner’s bank (insufficient funds, expired account, invalid account, and so on).

Figure 215: Returns and Returns Lot: Definition

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Lesson: Configuration of Returns

The returns component enables you to process bank returns which may occur as part of a debit memo or collection procedure, or with check deposits or outgoing payments. Returns are combined in return lots. The returns lots can be created either manually (using return slips), or automatically by copying return data from the electronic bank account statement file. Returns can occur in connection with the following payment methods: • • •

Checks Debit memos Credit card collections

Returns typically result from expired or closed accounts, insufficient funds in an account, false accounts, stop-payment on a check, and so on. After a return has been included in a return lot, an additional document is posted. This document is different from a reversal posting because it is always posted to a clearing account for returns. You can enter the data automatically or manually in a lot.

Figure 216: Returns Processing: Structure

First the system determines the receivables or payables that were cleared by incoming or outgoing payments. This payment clearing can then be (normal case) canceled so that the original receivables or payables are open again. The system then generates a return document containing the offsetting items for the items in the payment document.

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Bank charges are posted in the general ledger. You can charge any bank fees to your business partners. You may choose to make your business partner liable for other charges as well. The return charges for the business partner can be posted either statistically or to the general ledger. Possible follow-up activities are: Changes in the item, setting a deferral date, setting a dunning block and/or a payment block, setting an outgoing payment block and/or changing the incoming payment method (from direct debiting to payment on demand, for example). Other activities such as workflow connection, creation of information for the clerk, or the creation of correspondence for the business partner are also possible. The industry solutions offer these activities, but customers can adapt them to suit own needs. The system records all relevant data in a returns history. This history is referred to when determining creditworthiness. The returns history is used, for example, to determine the number of returns for a business partner.

Figure 217: Posting: With Bank Charges 1

1. 2.

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Debit entry from invoicing (tax not shown) Payment settlement by bank collection


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1. 2. 3.

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Debit entry from invoicing (tax not shown) Payment settlement by bank collection Incoming payment (account statement)


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1. 2. 3. 4.

Debit entry from invoicing (tax not shown) Payment settlement by bank collection Incoming payment (account statement) Incoming payment (account statement) Returns are processed automatically in the following steps: First the system determines the receivables and payables that are cleared through incoming and outgoing payments. This payment clearing is then canceled so that the original receivables or payables are open again. The system then generates a return document containing the offsetting items for the items in the payment document. Additional postings, which are required for taxes or charges, are then generated and the follow-up activities are triggered.

There are different types of returns postings: • • • •

Net returns (returns document does not contain charges) Gross returns (returns document does contain charges) Charges including taxes (gross charges) Charges without taxes (net charges)

The allocation takes place using the source document number (note to payee).

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1. 2. 3. 4. 5.

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Debit entry from invoicing (tax not shown) Payment settlement by bank collection Incoming payment (account statement) Incoming payment (account statement) Reverse clearing (return in subledger account)


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1. 2. 3. 4. 5. 6.

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Debit entry from invoicing (tax not shown) Payment settlement by bank collection Incoming payment (account statement) Incoming payment (account statement) Reverse clearing (return in subledger account) Post expense from bank charges


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1. 2. 3. 4. 5. 6. 7. 8.

Debit entry from invoicing (tax not shown) Payment settlement by bank collection Incoming payment (account statement) Incoming payment (account statement) Reverse clearing (return in subledger account) Post expense from bank charges Pass on bank charges to business partner Raise and debit charges

Step [7] does not take place if bank charges cannot be passed on to the business partner. Step [8] does not take place if you choose not to levy your own charges on the business partner. Levying your own charges for processing returns is optional. In the R/3 System, postings [5] to [8] are made in the course of one processing activity.

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Figure 223: Return Reasons

Using activity keys in Customizing, you can define multiple activities to be performed in the event of a return. In Customizing you must assign the returns reasons given by banks to your own organization-specific returns reasons. This allows you to treat different returns reasons as defined by individual banks in a uniform way. Hint: You can only assign a returns reason to a house bank when you define the reason for the first time. Afterwards only changes are possible but not a reassignment to a house bank. The activity key is made up of the Company Code, No. of Returns, Creditworthiness, and Tolerance Group fields. The returns reason triggers a number of activities. The return reason is used to automatically determine the general ledger accounts that will be posted to for returns charges (and its offsetting revenue account). It is also used for the bank clearing. Two charges revenue accounts and expense accounts (each) are possible for the clearing of charges. History days define the maximum number of days in the past in which a posting may lie so as to be considered in the return history evaluation. If you set the value 0 then all postings will be considered when viewing the returns history. The number of returns is determined from the returns history and always refers to a business partner and a contract account. (= F1 help)

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Figure 224: Returns Reasons and Activities: Structure

Number of returns: Hint: When defining activities to take place based on the number of returns, the system takes the first return that takes place on an account to be return number 0, NOT return number 1. Account or item dunning block: In case of a return, the dunning block reason entered here is stored in the contract account master record (or in the item if using an item dunning block) of the business partner in question. The system determines the new due date for the receivable by taking the document date of the return and adding the number of deferral days (if an entry is made in the “deferral days” field). NOTE: Dunning cannot be performed on an item or account with an incoming payment method of direct debit or bank collection. Using “further activities” allows you to use additional events (function modules) to be used. Event 295 (Returns: Process contract account) is the function module that is used in conjunction with these settings. For example, correspondence could be triggered.

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Figure 225: Returns Activity: Charging

You can configure charges handling to have all returns fees that are charged by the bank(s) passed on to the business partner (“pass charges on”). If desired, you can charge the customer an extra fee for the processing of returns (“calculate graduated charge” flag). Charges can be posted statistically or non-statistically (with update to the general ledger). Default main and sub transactions for these receivables (for both debit and credit postings) are assigned in Customizing (posting area 0111). The amount limit (total of the return items) must be reached for the currency in question in order for lot charges to be calculated and debited to a customer’s account. This makes it possible to scale charges. The maximum difference between the return amount of the house bank and the original payment amount that is tolerated for automatic posting of charges. As long as the difference amount falls short of the maximum difference, it will always be interpreted by the system as a charge and posted. If you do not specify an amount, no difference will be tolerated and posting will only take place automatically when the return amount is the same as the original payment amount. Technical note: The standard function module “FKK_SAMPLE_0270” is for determining differences in charges.

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Lesson Summary You should now be able to: • Configure return reasons, activities, and changes.

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Lesson: Processing Returns Lesson Overview This lesson gives you an overview of how to manually enter returns lots in Contract Accounts Receivable and Payable.


Process returns in Contract Accounts Receivable and Payable.

Business Example

Figure 226: Returns Lot: Processing Steps

Processing steps: 1. 2. 3.

4. 5.

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Create: A lot can be created interactively or by a program (for example a returns lot for account statement returns). Change: If a lot is not closed, items can be deleted or added. You can correct any data for items that have already been entered. Close: When a lot is closed, the header data and individual items can no longer be changed. However, a lot can be opened again for processing. Once a lot has been closed, postings can be initiated. Post: Once the lot has been closed, returns posting is carried out with the processing step Posting. Postprocessing: Postprocessing is necessary if the returns postings could not be performed.


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Lesson: Processing Returns

You can use reports to process returns lots. These reports transfer data directly from either an application server, the bank data storage for electronic account statements, or from a MultiCash file. They use this information to create one or more returns lots and enable users to process errors. The application server file must have the format specified by SAP - that is, it may not contain any country-specific formats of electronic account statements.

Figure 227: Manual Return Lot Creation 1

If the “Amount includes charges” indicator is set, all return amounts belonging to this return lot are evaluated by the system as gross amounts. The net amount is then calculated as follows: Net amount = Return amount - charge amount. If the indicator is not set, the return amounts are evaluated as net amounts (net amount = return amount). If you set the indicator “Charge includes tax”, then all charges relating to this returns lot, such as bank charges or charges passed on, are evaluated by the system as gross charges. The net charge is then calculated as follows: Net charge = Charge amount - tax amount; otherwise Net charge = Charge amount. The selection categories available here are the same ones that are available when posting a payment lot. You can also specify your own selection criteria and code the function module that is behind it to your own specifications. It is possible to define a field status definition for the fields in the header of a return lot. Delivered selection categories include document and check number. You can define your own selection categories using event 0255.

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Previously returns could not be posted to payments that contained down payments or postings on account where these items had been cleared again. Using the indicator “enhanced return processing” you can now reverse the clearing in these situations.

Figure 228: Manual Return Lot Creation 2

Within configuration, defaults can be set for document type, clearing reason, company code, screen variant, and selection category that will be used when posting a return lot. If you do not enter a bank clearing account number in the returns lot item, the system will automatically use the bank clearing account defined in Customizing for the given return type (for example, bank return, check return, and payment card return) when the return lot is posted. If you do not know the actual bank clearing account number, but you do know the house bank and account ID, you can enter both and the system will determine the appropriate clearing account. If you set the “Line item” indicator, then a separate line item is created in the general ledger transfer document for this line item. This item is not summarized with other line items (as is the case when creating summary records), even if there is identical account assignment. This is most often used in conjunction with a return lot for an outgoing checks account.

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Figure 229: Return Processing: Technical Flow

The conversion or allocation of (external to ERP) organization-specific return reasons to each house-bank return reason is defined in Customizing for table TFK045D.

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General returns process: Create return header; create return items; close the return; write history or write error log (if necessary). Hint: Technical notes: The following events occur when processing returns (table TFKFBM): •

• •

• •

• •

260: Determination of charges to be debited on a contract account. Passes on bank return charges & additional graduated charges, if applicable. 270: Determination of the difference in return amount and original payment amount. Maximum difference allowed is checked. 280/1: Determination of the contract account for the first/second bank charge, if charges were debited before the actual charges are determined. 285/6: Enhanced account determination after charges were determined (optional) 290: Releases complete return document after it is generated but prior to it being checked and updated (prior to call-up of posting module) 291: Submitting of individual document line items after set up 295: Changing of contract accounts after posting and implementation of further activities (workflow, correspondence)

Figure 230: Returns: Customizing

Classification of returns according to bank and check returns.

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Definition and assignment of own return reasons to the house bank(s) reasons. Customize returns and processing activities: • • • • • • • •

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Charges/debiting of charges Deferral days Define locks and forms Define information for accounting clerk Amount limits, creditworthiness. Clearing accounts, revenue and expense accounts, receivables account and clarification account. Configuration of entry lines for the dialog processing returns lots Define account assignments for new items with returns: When posting returns, you can define a mode that generates new open items. You can define the main and subtransactions for these new items.


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Lesson Summary You should now be able to: • Process returns in Contract Accounts Receivable and Payable.

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Lesson: Exercise on the Returns Process (Editing Returns)

Lesson: Exercise on the Returns Process (Editing Returns) Lesson Overview


Edit returns that occur due to a check that was not cashed or the automatic debit being recalled by the recipient bank.

Business Example Your house bank cannot collect the previously booked automatic debit/check from the business partner bank because there are insufficient funds in the business partner account. When returns are posted, the payment is reversed and the items that have already been cleared are activated again.

Task 1 You house bank informs you that the automatic debit payment for the property taxes and fees could not be made due to insufficient funds in your business partner's account. The payment (by automatic debit) for the invoice for property taxes and fees that you created in the exercise “Payment program - Scheduling and Executing” is returned from your house bank as returns. Use the account balance display to find the number of the payment document. Payment document number: ______________________________

Task 2 Go to the returns entry to enter the returned payment manually. • •

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Go to PAYMENTS → RETURNS → RETURNS LOT. Enter a name for the returns lot (for example, IPS510XX01) and choose “Create” (F5).


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Field Name Initial screen

Data

Lot ID

IPS510XX01

Search term

IPS510XX01

Tab page: Specs for docs and processing Subscreen: Specifications for Posting Documents Company Code

0001

Document type

RL

Currency

EUR

Return Reason

000 “Automatic debit- insufficient funds”

Type of posting

New receivables if payment cannot be reversed

Enhanced Returns Processing

Select the Enhanced Returns Processing field (Choose F1 to read the field documentation)

Subscreen: Editing Selection Category

Document number

Amounts contain bank charges

“Select”

Calculate charges

“Select” Choose “New items”

Now you can enter the relevant returns data in the list or in a separate detail screen. (We recommend that you use the detail screen). To do this, choose “Details” (F2). Tab page: Charges

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Sel.type

D

Selection Value

The number of your payment document

Returns amount

Payment amount +5,- bank charges as an amount (gross) (try to enter bank charges >10 EURO)

Currency

EUR

Bank/Int.Rtns Rsn

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Lesson: Exercise on the Returns Process (Editing Returns)

Choose “Enter” and you can see that the bank charges and the own charges automatically appear in the “Returns Charge 1” field. In Customizing for the returns reason 000 (Insufficient funds), it has been defined that the bank charges and own returns will no longer be debited to the business partner. Use returns reason 000 Choose “Save” and return (green arrow) to the initial screen. Choose “Close”. Now the lot is closed. Choose “Post”. Mark radio button start online and press OK. •

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Use the account balance display to check the postings for your business partner. Choose “Chronology” or ENVIRONMENT → ACCOUNT → RETURNS to trace the returns postings.


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Lesson Summary You should now be able to: • Edit returns that occur due to a check that was not cashed or the automatic debit being recalled by the recipient bank.

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Unit Summary

Unit Summary You should now be able to: • Configure return reasons, activities, and changes. • Process returns in Contract Accounts Receivable and Payable. • Edit returns that occur due to a check that was not cashed or the automatic debit being recalled by the recipient bank.

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Unit 7 Clearing Control Unit Overview This unit will provide you with an overview of: • • • • •

The definition and aim of clearing control The modelling of clearing strategies and rules for the automatic clearing of items The necessary tools such as the clearing variant, clearing category and clearing type The grouping and sorting of open items for clearing The definition of individual clearing steps for specific cases


Explain the terms and principles of the clearing control. Name the tools for defining a clearing strategy in Contract Accounts Receivable and Payable. Handle special cases in clearing control

Unit Contents Lesson: Terminology and Definitions.........................................314 Lesson: Configuration of the Clearing Strategy.............................319 Lesson: Special Cases: ........................................................334

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Lesson: Terminology and Definitions Lesson Overview This lesson gives you an overview of the definition and purpose of clearing control in Contract Accounts Receivable and Payable.


Explain the terms and principles of the clearing control.

Business Example

Figure 231: Clearing Control: Orientation

Clearing Control: Definition • • •

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The PSCD clearing control is a tool for configuring a company's clearing strategy. It contains rules for an automatic clearing proposal or automatic payment assignment. By splitting up the clearing algorithm into several work steps and combining a few basic rules, clearing control allows you to configure clearing scenarios flexibly and based on tables.


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Lesson: Terminology and Definitions

Figure 232: Clearing Control - Overview

Clearing variants are determined depending on the clearing type of the underlying business processes and, optionally, on the clearing category of the contract account in which the clearing is to take place. The clearing type represents the business transaction in which items are allocated or grouped for clearing postings. • •

For example, payment lot (05), cash desk (19), manual account maintenance (03). With the exception of a few examples, it corresponds to the source used in the underlying process (HERKF_KK).

Clearing types are hard-coded in the system. Clearing types are structured according to their areas of use (for example, incoming payment, account maintenance). Clearing categories are defined in the contract account. As a result, you can use the clearing category to allocate individual clearing rules to different customer groups, such as household, commercial, and industrial customers. If no clearing category is assigned, the clearing variant defined for the clearing type will be taken.

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Figure 233: Clearing Control: Clearing Types

Clearing type 06 (Payment Run) is used in the configuration of the enhanced payment grouping. Normally the payment run does not consider the clearing control.

Figure 234: Example 1 - Payment

One of your business partners makes a payment to his/her contract account without specifying the payment use in more detail.

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Lesson: Terminology and Definitions

Payment must be assigned automatically according to a strategy set up in the system. The system checks the due date of an item or an item group. It also has to check whether the paid amount corresponds exactly to a receivable. Only then can the payment be assigned.

Figure 235: Example 2 - Account Maintenance

A contract account contains open receivables and credit that were posted with reference to a certain division. In account maintenance, the system has to clear items with the same contract object type against each other, taking into consideration the due date. The item amounting to 500.00 with the due date 01/01 and contract object type 01 qualifies as the item that is to be cleared first against the credit of 300.00 and contract object type 01. In order to do this, the item is split into a subitem of 300.00, which is cleared by the credit, and a sub item of 200.00, which remains open.

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Lesson Summary You should now be able to: • Explain the terms and principles of the clearing control.

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Lesson: Configuration of the Clearing Strategy

Lesson: Configuration of the Clearing Strategy Lesson Overview This lesson gives you an overview of the tools for setting up clearing control in Contract Accounts Receivable and Payable.


Name the tools for defining a clearing strategy in Contract Accounts Receivable and Payable.

Business Example

Figure 236: Clearing Control: Integration

In order to be able to react to differing clearing scenarios, the standard solution for the clearing control should not be supported by rigidly programmed scenarios.

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Clearing control is used: •

•

•

To generate a clearing proposal during payment allocation or account maintenance. (Function module FKK_CLEARING_PROPOSAL_GEN_0110, processed in event 0110). When splitting a clearing amount arising from an installment plan/collective bill back into the original items of this installment plan/collective bill (function module FKK_CLEARING_PROPOSAL_GEN_0120, processed in event 0120). When distributing the clearing amount of a summarization group to the original receivables that can be displayed as groups for the manual clearing process. (Function module FKK_CLEARING_PROPOSAL_GEN_0130, processed in event 0130).

Clearing proposals are determined automatically when payment lots are posted or during automatic clearing. They can also be requested manually (for example, for manual account maintenance, for the cash desk, or for the clarification of payments).

Figure 237: Clearing Variant

A clearing variant contains several steps. The individual steps control the selection, grouping, sorting, and amount-dependent assignment of the open items for clearing. The steps are executed in the sorting sequence of their numbers, you can, however, call them up directly according to each clearing rule. The individual clearing steps inherit the clearing proposal and the remaining open amount from the previous steps.

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Items that are completely cleared in a clearing step are not included in subsequent steps.

Figure 238: Clearing Control: Characteristics

Characteristics usually describe a specific feature of an item (for example, item is a payment on account or item is due) or the occurrence of a certain event (for example, a document number is specified on payment). Characteristics are used in: •

• •

•

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The grouping of open items. Open items that have identical values for the grouping characteristics in a clearing step are considered as one unit in this clearing step (for example, all items that belong to the same company code). The specification (Filter) of which items should be processed in the clearing step (for example, only those due, or only those in company code 0001). The definition (switch) of the condition of whether a clearing step should be executed at all (for example, only carry out step if a document number is specified on payment) The sorting of open items. Through sorting, both the order of processing the groups is defined and the order of clearing within the group.


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Figure 239: Clearing Control: Clearing Step

Up to 5 grouping characteristics can be defined in a grouping string. The characteristics are connected with a logical AND. You can also define a rule for different grouping for each grouping characteristic. Depending on each rule, you can define an alternative characteristic value for the individual values of a grouping characteristic. Examples: Combine two attributes of a characteristic into one group (company code 0001 = company code 0002); exclude certain characteristic values (from the clearing analysis in the current clearing step or generally); restrict the clearing analysis to certain values (such as company code 0001 only). The sorting string controls the processing sequence of individual open item groups, as well as the sequence in which the open items are cleared within a group. From a technical point of view, the groups are sorted according to the smallest value in their sorting string. For example, if items are grouped according to company code and sorted according to due date, the group (company code) that contains the item with the oldest due date has the first place in the sequence. If no partial clearing proposal has been made, you may wish to stop the clearing program (enter value “1” in field for end of assignment).

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Figure 240: Clearing Control: Grouping Characteristics

Grouping characteristics can be attributes in table “FKKOP”, or can be specifically derived in a function module (use customer name space).

Figure 241: Clearing Control: Sorting Characteristics

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Sorting is generally used when a company is not sure how a sold-to-party will group his payments, and the company has its own self-defined priority for items. For example, the company may wish to clear any open items on a certain revenue type before any additional charges and interest.

Figure 242: Clearing Control: Sorting According to Characteristic Derivation

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Figure 243: Clearing Control: Characteristic Derivation

Figure 244: Clearing Control: Grouping String

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Figure 245: Clearing Control: Alternative Grouping

You can use the rules to influence the grouping string, and thus the grouping. The following grouping rules are available: • •

•

•

“” - group according to the characteristic value “1” - group definition (use if you want to combine several groups to a single group). Any values for the characteristic that cannot be grouped will be its own group based upon the characteristic value. For example, you are grouping by product group and there are three possible values. Product groups 1 and 2 are grouped using an alternative grouping, and form one group. Product group 3 forms a second grouping. ‘“2” - group definition like “1”, except that any non-specified values for the characteristic all contain the value SPACE and are therefore grouped into one additional group. Used to exclude certain groups. “3” - group definition where any values for the characteristic not specified in the grouping rule will not be considered for payment.

To enter an alternative grouping (not available with rule ‘ ‘) click the Alternative Grouping button that appears immediately to the right of the grouping rule. You may have to hit Enter first.

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Figure 246: Clearing Control: Alternative Grouping

Figure 247: Clearing Control: Sorting Within Groups

It may make sense in certain cases to use both grouping and sorting at the same time. For example, it could be possible that two or more different groups could have the same amount due, but one group should have priority over the others. In this case you sort the groups and not the items.

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Figure 248: Clearing Control: Sorting String

For most characteristics, sorting them according to their values does not lead to the desired results. If, for example, you want to clear charges first (STAKZ = G), sorting the items according the statistical indicators does not normally achieve this. In order to get the result you want, you can define a ranking order rule for each characteristic. Depending on the rule, you can, for example, specify whether a certain characteristic value is sorted at the start or the end of the item table. The following four values are delivered: • •

• •

“” - sort by the value of the characteristic (for example, due date). “1” - sort by value ranking first and then by the value of the characteristic. Not all values must be specified explicitly. For example, there are 4 items with values 1, 2, 3, 4. In ranking, value 4 is given a priority of 1st, and no ranking is given to the other values. Sorted results will be items 1 and 4 (same ranking), 2, then 3. “2” - unranked items have top priority (1st), others then handled in ranked order (1, 2, 3, 4). “3” - unranked items have lowest priority (come after all ranked items) (4, 1, 2, 3).

To enter an alternative sorting (not available with rule “‘ ‘”) click the Alternative Sorting button that appears immediately to the right of the grouping rule. You may have to hit Enter first.

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Figure 249: Clearing Control: Group Rules

Group rules are allocated in the grouping string. Amount rules ‘ ‘, 0, 1, 2, 3, and 4 are used most often: • • • • • •

•

“‘ ‘” - no amount restriction (only use when not using a ‘grouping’). “0” - clear only when amounts are equal. “1” - no partial clearing allowed, but overpayment permitted “2” - no overpayment allowed, but partial clearing permitted “3” - maximum amount difference according to tolerance group. Post tolerance. “4” - maximum amount difference according to amount check group. Partial clearing takes place (difference is not written off when using a tolerance group). If the difference between the payment amount and open item amount is greater than this amount, then the payment will be posted on account. Amounts specified here are not “added” to tolerance group amounts. See online documentation for information on the other rules.

With clearing rule “1”, the system makes proportional payments. For example, a payment of 90 is made to two open items with 100 and 50: (100/150)*90. This means that a payment of 60 is made to the item with 100, and a payment of 30 is made to the item with 50.

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Figure 250: Amount Check Groups

Amount check groups are used in a clearing step to define amount-dependent clearing conditions. The check groups are used within a group of open items in the following way: •

•

In the case of incoming payments, the difference between the available payment amount and the total balance of open items in a group that have already been posted undergoes an amount check. For all other business transactions, the difference between the total credit items and the total receivable items undergoes a standard check.

Amount check groups allow you to specify differentiated amount variances within which a clearing is permitted. You must make sure that the amount group does not have the same functionality as the tolerance group defined in the contract account. It only has to specify whether a clearing takes place or not. The amount differences from the payment and posting assignment that were determined according to the default values in the amount check group are not implicitly written off. Depending on the specifications in the clearing step, they can be written off, cleared or posted on account. The amount check group is defined according to currency.

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Figure 251: Defaults and Selection Restrictions

In the selection criteria, you can specify for every clearing type which item is to be included in the clearing analysis based on transaction and due date. You can use the clearing category, main and subtransactions to specify whether an item is to be included and, if so, within which due date interval. You can determine the selection criteria at the following levels: 1. 2. 3. 4.

Clearing category, main transaction, subtransaction Clearing category, main transaction, not specified Clearing category, not specified, not specified Not specified

The restrictions are interpreted in up to 4 steps, starting with the specified clearing category, main transaction and subtransaction and finishing with an unspecified entry. Normally, the level found first is used. If the system cannot determine any selection restrictions for an open, it is included 'unfiltered' in the clearing analysis. The selection criteria can be used to exclude items with specific main and sub transactions or to define how many days into the future the system should look for open items for possible clearing (Grace Days column). By marking the box NC this will exclude items with the associated main and subtransactions. You can also exclude items from clearing in the corresponding clearing step. Statistical items can be written off automatically in several ways when posting a payment to an account with statistical postings on it. Control data payment on account allows rules to be set for when posting ‘on account’. For example, it could be set that any amount over X amount will be posted directly to the clarification (interim) account and not posted on account (payment lot status would be not posted).

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Program enhancements allow for the use of two function modules, one for the selection of open-items, and the other for how statistical items should be written off.

Figure 252: Clearing Control: Customizing

With the exception of the clearing category table, the clearing control settings are industry-specific. Since the clearing types are allocate to the standard processes and supplied by SAP, every application area is responsible for maintaining and supplying their standard settings. In the specifications for clearing types, you can configure the determination of clearing variants, selection restrictions, information on payments on account, as well as the control for writing off statistical items.

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Lesson Summary You should now be able to: • Name the tools for defining a clearing strategy in Contract Accounts Receivable and Payable.

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Lesson: Special Cases: Lesson Overview This lesson gives you an overview of how to handle special cases in clearing control in Contract Accounts Receivable and Payable.


Handle special cases in clearing control

Business Example

Figure 253: Clearing Control: Account Maintenance (1)

Example:   Since a characteristic has not been entered, the open items from documents 4710, 4711 and 4712 form a group. Within the group, the items are sorted according their due dates. The invoice credit (30 USD) is calculated step-by-step in the following way: • •

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The invoice request from 15th September for 10 USD is cleared first. The remaining credit of 20 USD is used to clear the invoice request from 5th December. The invoice request remains open with an amount of 40 USD.


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Lesson: Special Cases:

Example:   Since a characteristic has not been entered, the open items from documents 4709, 4710, 4711 and 4712 form a group. Within the group, the items are sorted according their due dates. The clearing algorithm produces the following processing steps: • • • •

The payment on account of 20 USD is used to clear the invoice request dated 15th September. This is cleared completely using the invoice credit from 15th November. The remaining credit of 25 USD can be used to partially clear the invoice request from the gas division dated 15th November. The credit (10 USD) is then used to clear the rest of the invoice request from the gas division dated 15th November. The outstanding receivable from invoice 4711 is still 65 USD.


Example:   Clearing step 1 leads to the following processing steps: Document number and due date are specified as characteristics with the result that the following groups are created: • • • • •

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Group1: Group3: Group2: Group4: Group5:

Open item document 4709 Open item document 4711 Open item document 4710 Open item document 4712 with due date 5th December. Open item document 4712 with due date 5th January.


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The following clearing steps take place: • • •

In group 1, group 2, and group 5 no clearing takes place. In group 3, the credit of 30 USD from the division electricity is cleared against the gas receivable of 100 USD so that a receivable of 70 USD is left. In group 4, the invoice requests from 5th December are balanced so that a budget billing amount of 140 USD is due on 5th December.

The second clearing step leads to the following results: • •

No further characteristics have been specified. As a result, all items that are still open are grouped together. The payment on account of 20 USD can still be used for clearing and is used for clearing the invoice that has been open for the longest amount of time. There is still a receivable of 5 USD. Caution: Grouping by due date is necessary because the due dates of the installment plan have the same document number; however, clearing analysis should usually take place at the level of the individual due dates.


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Figure 256: Clearing Control: Incoming Payment

The additional grouping according to due date is required because a document may have items with different due dates (for example, installment plan or budget billing plan). Example: The customer wants to pay the invoice 4709. They can either pay the full amount of 25 USD or the remaining amount of 5 USD after taking account of the credit of 20 USD (document 4710).

Figure 257: Clearing Control: Special Features

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Clearing Control: Creating Payments on Account •

If an automatic clearing proposal cannot be determined for a payment or a partial amount, or if you do not want one to be created, clearing control can create a payment on account for this amount. – – –

–

An agent can initiate a payment on account  (for example, in clarification processing or the cash desk) If the clearing variant can propose clearing for part of the amount, the remaining amount is paid on account If the system cannot determine a clearing proposal for any part of the amount, for example, if an open item was not selected, the amount is either posted on account or to a clarification account, depending on the specifications for the clearing type. The clarification control can depend on the clearing category and the amount. A posting on account is not created when you request a clearing proposal online for manual clearing (post) processing.

Control data payment on account allows rules to be set for when posting ‘on account’. For example, you can specify that when postings are over the amount of X, an entry is made in the clarification worklist and no payment on account is generated (payment lot status is “not posted”).

Figure 258: Clearing Control: Writing Off Statistical Items

Write-off statistical items allows for one of three options when posting a payment to an account with statistical postings on it:

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“‘ ‘” – - always write off “1” – write off statistical items if no "real" open receivables exist: open items 100 and 15 (15 is statistical). When payment of 100 is received, the 15 will be written off. “2” – write off up to the next "real" open receivable: statistical items with a due date before the due date of the next open "real"receivable are written off.

Figure 259: Clearing Control: Clearing Strategies (1)


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Figure 262: Clearing Control: How Can I Test It?

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Lesson Summary You should now be able to: • Handle special cases in clearing control

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Unit Summary

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Unit Summary You should now be able to: • Explain the terms and principles of the clearing control. • Name the tools for defining a clearing strategy in Contract Accounts Receivable and Payable. • Handle special cases in clearing control

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Unit 8 Dunning and Collections Unit Overview This unit gives the participants an overview of dunning in Contract Accounts Receivable and Payable Main topics: • • • • •

Using dunning to collect overdue receivables The two steps of the dunning process: dunning proposal and dunning run You can execute different dunning activities The submission to collection agencies The meaning of inbound correspondence

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

Define the dunning terms used in Contract Accounts Receivable and Payable. Maintain the parameters for the dunning program and evaluate the application log Execute a dunning run Print a dunning letter Configure appropriate dunning procedures and know how to execute a dunning run in Contract Accounts Receivable and Payable. Submit receivables to external collection agencies and know how to update further information about submitted items. Process inbound correspondence

Unit Contents Lesson: Dunning - Terminology ..............................................344 Lesson: Exercise on carrying out dunning activities .......................348 Lesson: Configuration and Execution of the Dunning Program ..........351 Lesson: Collection Processing ................................................367 Lesson: Inbound Correspondence Public Sector...........................376 Exercise 4: Using Inbound Correspondence ...........................381

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Lesson: Dunning - Terminology Lesson Overview This lesson gives you an overview of the terms for the dunning process and the Customizing settings in Contract Accounts Receivable and Payable.


Define the dunning terms used in Contract Accounts Receivable and Payable.

Business Example

Figure 263: Dunning Procedure: Definition

An additional receivables is a receivable, which is caused by another receivable, e.g. dunning charges or interest. In many cases these additional receivables shall not be dunned and/or calculated interest without at least on main receivable. An item not marked as additional receivable in its transaction attributes (a main receivable) can be subject to interest calculation or trigger dunning if no blocks are set.

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Lesson: Dunning - Terminology

Figure 264: Dunning Procedure: Function

A dunning procedure is made up of individual dunning levels. You make a number of specifications for each dunning level, including the minimum amount of an overdue item and the number of days in arrears to be reached in order for the item to reach the next dunning level. One of the most frequently used dunning activities is the creation of a dunning notice. Other examples of dunning activities are posting interest and charges, processing a note for an agent, or starting a work-flow.

Figure 265: Dunning - Example

The dunning level indicates how often this item has already been included in a dunning run. The highest dunning level reached by any of the items recorded determines the dunning activities.

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The dunning level of an item can also be decreased by the dunning program if, on the basis of the amount limits, the item would no longer reach this dunning level (for example, after a partial payment).

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Lesson: Dunning - Terminology

Lesson Summary You should now be able to: • Define the dunning terms used in Contract Accounts Receivable and Payable.

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Lesson: Exercise on carrying out dunning activities Lesson Overview

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

Maintain the parameters for the dunning program and evaluate the application log Execute a dunning run Print a dunning letter

Business Example Your citizen has not payed his tax receivable on time. You maintain the parameters for the dunning proposal run and you execute the dunning activity run to remind the citizen of his overdue tax receivables.

Task 1 Your business partner has overdue waste water fees. Caution: For the exercise, the posting must be back dated so that it is overdue. Otherwise, you cannot complete the exercise. Check the account balance again.

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Lesson: Exercise on carrying out dunning activities

Execute a dunning run for the overdue tax receivables of your citizen. •

• •

• • • • • • •

Dunning notices are usually a periodic activity which is why you can find the functions under the following menu path: PERIODIC PROCESSING → FOR CONTRACT ACCOUNTS → DUNNING NOTICE → DUNNING PROPOSAL RUN. For the run identification, choose the current date as the date ID and MAHN## as identification. After you choose Enter, you can enter criteria according to which the open items for the dunning notice can be selected. Enter your business partner and the company code (0001) on the “General Selections” tab page. On the Dunning Parameters tab page, maintain the net due date from 01/01/YYYY to the current date. Set the Start Current Run indicator. Go to the “Logs” tab page and enter problem class '4' (additional information). Save your settings and choose “Schedule Program Run” with the selection options “Background” and “Immediately”. Choose “Enter” when the run has finished. Display the application log by choosing the relevant pushbutton on the “Logs” tab page. You can display the dunning history by using the following menu path from the dunning program. ENVIRONMENT → DUNNING HISTORY. Alternatively, you can display the dunning history using the following menu path ACCOUNT → FURTHER INFORMATION → DUNNING HISTORY.

Task 2 To print the dunning notice, you must start the correspondence printing. • • • • •

Go to PERIODIC PROCESSING → FOR CONTRACT ACCOUNTS → CORRESPONDENCE → PRINT. General Selections: Business partner number; Correspondence Selection: Correspondence type“0003”. Print Parameters: Output Device“LOCL”. Save the parameters and execute the print run.

Task 3 To view the dunning notices, choose SYSTEM → OWN SPOOL REQUESTS. Select the relevant row. Then choose the glasses icon (display).

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Lesson Summary You should now be able to: • Maintain the parameters for the dunning program and evaluate the application log • Execute a dunning run • Print a dunning letter

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Lesson: Configuration and Execution of the Dunning Program

Lesson: Configuration and Execution of the Dunning Program Lesson Overview This lesson gives you an overview of the main factors that influence the dunning process in Contract Accounts Receivable and Payable, for example, the dunning level, dunning activity and dunning condition.


Configure appropriate dunning procedures and know how to execute a dunning run in Contract Accounts Receivable and Payable.

Business Example

Figure 266: Dunning procedure: Configuration

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The “dunning procedure” is the driver for dunning. You can define different dunning levels for each dunning procedure. These “dunning levels” determine the dunning frequency, the calculation method by which the dunning charges are determined, and how interest is calculated and posted. For each dunning level you can also define currency-specific minimum amounts and “dunning activities”. You should select “Always dunn. notice?” for the last dunning level so that items at this level are not skipped. You can allocate a dunning procedure to contract accounts or for each individual line item in a document. The dunning data is saved in the dunning history. In Customizing for the dunning procedure you can set an indicator (“do not reduce dunning levels”), which prevents the system from reducing dunning levels. This indicator is processed by the dunning proposal run. Furthermore, for the interest calculation integrated into the dunning run for each dunning level, you can define how high the interest amount must be to be posted.

Figure 267: Dunning Level - Customizing Example

Dunning frequency – Minimum number of days that must have passed since the issue date of the last dunning notice.

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Print all items – If you set this indicator, all items that fulfill the same criteria for dunning grouping are listed in the dunning notice, regardless of whether they are due. Always dun – Causes a dunning notice to be initiated at this dunning level as soon as the dunning frequency is reached in the the dunning program, regardless of whether the days in arrears or minimum amounts have been reached. Charge schedule – Key for defining a schedule that determines the charges which are usually levied in connection with the creation of dunning notices and other correspondence. You can use the indicator “Interest before Charges” in Customizing for the dunning level, in order to make the calculation of dunning charges dependent on whether interest has been calculated for items due for dunning. SAP provides the FKK_SPECIALCHARGE_0360 function module as an example of a calculation of this type. As standard procedure the interest in the dunning activity run are calculated and posted according to charges. Additionally, you can restrict the amount of dunning charges, if dunning interest (penalty charges) is charged as well as dunning charges. SAP provides the FKK_SPECIALCHARGE_0360 module as a template.

Figure 268: Dunning activities

All activities that were carried out are recorded in an application log. Application forms from the print workbench form the basis of the dunning notice. Printout can be controlled immediately in the spool, or in correspondence management of the print container.

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In the dunning procedure (for installments), you can specify an activity that deactivates the installment plan. After the installment plan has been deactivated, the source receivables are dunned again. A workflow can be used, for example, to trigger an agent notification. In the dunning procedure, you can release a receivable for submission to an external collection agency. In the dunning run, you can automatically set a dunning lock for the dunned contract account. You can use the example function module FKK_SAMPLE_0350_LOCK_VKONT to do this. The module writes a dunning lock reason in the master data.

Figure 269: Dunning: Telephone Lists

Telephone dunning: Function module FKK_SAMPLE_0350_TEL_ITEM allows you to implement a new dunning activity in which the dunned business partner is included in a telephone list. A clerk then calls this business partner and works through the list. A list like this that has been generated by the dunning activity run can be forwarded to an external system (for example, a call center in mySAP CRM) automatically at event 1799, using function module FKK_TRANSFER_CALL_LIST_1799, or manually using report RFKKMADUTLTRANF. The call center then processes the list. The events 9010, 9012 and 9013 have to be defined in order to forward the entries. SAP provides function module FKK_CALLLIST_CRM_9010 as an example. Alternatively, the new transaction Telephone List can be used if a telephone list is being processed by several agents. You can find this transaction in the menu under Periodic Processing → For Contract Accounts → Dunning Notice. In this transaction, an agent can flag an item as completed after a successful telephone call with the business partner. In order to record communication with the business

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partner, the clerk can create customer contacts manually or automatically. In the Customizing settings for customer contacts, you must define the contact configuration for the program context SAPLFKKDUTL. To provide the business partner with information, the administrator can branch from the detailed information of an entry in the telephone list to, for example, the account balance, objects connected to the dunning notice and customer-specific or industry-specific functions that can be implemented at event 9011.

Figure 270: Customizing Dunning Activities

Dunning activities consist of a function module (such as FKK_SAMPLE_0350_CCC) and a correspondence form (optional). It is a key representing an activity that is carried out in connection with the execution of a dunning run. Form for correspondence – If this is an activity for creating paper records as part of correspondence, you need to define the application form for the printout. You can assign any number of dunning activities to various dunning levels. Examples: • • • •

Print dunning form with different recipients (legal department and so on) Start workflow  Send note to agent using SAP Office Deact. Installment Plan

You can define your own function modules for standard activities. Example: You can trigger an activity in a dunning procedure which informs the contract system (via RFC) that it should trigger a contract due to non-payment.

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Figure 271: Dunning Additional Receivables

Each combination of main and sub transaction can be assigned an additional receivables rule. The maintenance takes place in the Customizing for the additional receivables. You can set the exact properties of the additional receivables, depending on the operational company code: • • •

Subject to interest calculation (for additional receivables) Triggers dunning Take into account when calculating dunning balance

An indicator can be set to ensure that dunning charges and dunning interest are considered with the dunning level in which they were posted. This is necessary if grouping is executed by dunning level, and the additional receivables are to be dunned with their main receivables in the next dunning. Note that a dunning charge can reach a high dunning level in this way, which would not have been reached due to the days in arrears up to this point.

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Figure 272: Charge Schedule: Definition

Figure 273: Dunning Terminology - Charges

A charges schedule can manage the charges data for a maximum of three charges categories. These charge categories can be dunning charges, disconnection and reconnection charges, processing charges, payment document charges, postage charges, or customer defined charges. For the charge category, the main transaction and subtransaction are determined, with which the charge is to be posted (actual or statistical posting). For each combination of a charge schedule and a charge category, you can set up how charges are to be calculated depending on the currency, the dunning balance and credit-worthiness.

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When you define a correspondence variant, you can assign a charge schedule to some correspondence types. When these correspondences are created, the system automatically posts the charges defined in the charge schedule. When defining processing variants for disconnection documents, you can also store a disconnection charges schedule in order to post a charge when entering a disconnection.

Figure 274: Charge Calculation

You can levy dunning charges as absolute charges, or as percentage charges. Percentage charges refer to the dunning balance.

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Figure 275: Using the Dunning Program

Before starting the dunning run, you should ensure that the posting situation is as up-to-date as is possible, which means that all existing payments should be posted and a clearing run executed. This means that you avoid dunning items which have already been paid. You can schedule the dunning proposal run and the dunning activity run together or separately. If you schedule both runs together, you lose the option of deleting and recreating the dunning proposal. You can reverse dunning notices from the dunning proposal. If you would like to have a different dunning proposal, you can delete it, make the necessary changes in the master data, open items or Customizing and then start the dunning proposal run again. A dunning run results in the dunning history and, for example, correspondence, a note to an agent, a charge or interest postings.

Figure 276: Dunning Proposal: Maintain Parameters

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You need to enter parameters for a dunning proposal run whenever you want to create a dunning proposal. Alternatively, you can also define templates which can then be used to create a dunning proposal run. The system looks at the “date of issue” and compares this date to the due date within the document to determine which dunning level is appropriate (see “days in arrears” in Customizing of a dunning level) and to determine appropriate charges, if applicable. Note 429810 - Dunning proposal run structure in PSCD - outlines the key points in the source code of the dunning proposal run. You get an overview of the dunning proposal run. This allows you, for example, to find out the correct events for a customer-specific request, or to modify the program.

Figure 277: Dunning Proposal Run

The dunning proposal run determines all items due for dunning and combines them in a dunning grouping. Hint: Once a business partner is included in a dunning proposal he/she will not be included in another proposal run. Only the dunning activity run enters the system date as the execution date of the dunning (MDRKD) in the dunning header. The dunning proposal then becomes dunning history. This check prevents duplicate dunning letters in case you postpone the dunning activity run. You cannot run a second proposal run over the same items/accounts unless the first is deleted (go to Environment → Delete Dunning Proposal Run). You can use history modules, event modules and function modules to define new dunning levels.

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The dunning proposal run also takes into account the dunning reductions resulting from clarification cases in Dispute Management. (Function module FKK_SAMPLE_0335_DISPUTE). At event 0335 the dunning groups (I_FKKMAGRP) and dunning lines (I_FKKMAVS) are also transferred. The allocated dunning reduction amounts are also returned in the C_FKKMARED table.

Figure 278: Dunning Grouping

If it is possible, all items of a business partner are grouped together on one dunning notice. However, there are criteria which dictate separate dunning notices for certain items. These items are then grouped together into dunning groups on the basis of these criteria. The items are used for checking dunning relevance (i.e., amount limits and days in arrears) per dunning group. The grouping key enables you to use other desired criteria such as business area and division in addition to the standard criteria (dunning procedure, currency, main company code). You then enter grouping key in the contract accounts for which the grouping is to be valid.

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Figure 279: Dunning Activity Run

You initiate a dunning activity run in much the same way as a dunning proposal run. First you enter the necessary parameters and then schedule the program run. If you have made the correct settings in Customizing, the date you entered in the issue date field will appear on the dunning letter. It will also be displayed in the dunning history as the dunning execution date (MDRKD). The dunning levels and appropriate dunning activities are determined based on the dunning groupings and items for dunning. A dunning activity run can result in a charge or interest posting, or updates in the dunning history and dunning activity history. Hint: Unlike a proposal run you cannot delete a dunning activity run after its execution, even if the intended action was not executed. Instead you must reverse the dunning run (transaction FPVC) or cancel the dunning for certain items. Choose Environment → Dunning History → Overview → Cancel… (the button with the red arrow).

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Figure 280: Dunning Activity Run – Technical Information

Hint: Technical notes: The following events are used in conjunction with the printing of the dunning notice/dunning activity run: • • • • • • •

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310 (Called within Event 1797) Before the first process interval in the dunning activity run (set application-specific data) 320 (Called within Event 1798) After the first process interval in the dunning activity run (reorganize or delete application-specific data) 330 Event before processing a new dunning header 340 Once all data on a dunning header has been read, you can modify it prior to final processing Any number of activities can be triggered by each dunning notice (correspondence, work-flows, and so on) 360/361/362 Calculation of charges and structuring of charges documents 370 Calculation of interest and structuring of interest document


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Figure 281: Dunning History

You can call dunning history information using the account balance display (FPL9) or selecting “Dunning History” (FPM3) from the menu. In the dunning history you can see dunning activities (charge documents and interest documents). On the selection screen you can specify (Selection by Print Date) whether you want to display dunning notices that have been executed or not executed. This allows you, for example, to specify that only dunnings without print date are to be selected. In the dunning history, you can display a text for the business partner. To do this you must set the Read Business Partner Details indicator. In this case, the system runs event 0391. As standard, a text appears with the name and address of the business partner. With a customer-specific function module defined in event 4700, you can adjust this text to meet your requirements. For performance reasons you should not set the Read Business Partner Details indicator if you want an overview of a large number of dunnings.

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Figure 282: Dunning: Customizing

The dunning proposal run evaluates the execution variants at event 300. It only makes sense to specify an execution variant if you have defined an event.

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Lesson Summary You should now be able to: • Configure appropriate dunning procedures and know how to execute a dunning run in Contract Accounts Receivable and Payable.

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Lesson: Collection Processing

Lesson: Collection Processing Lesson Overview This lesson gives you an overview of the ways that receivables can be submitted to collection agencies. It also gives you an overview of how further information regarding submitted items can be updated.


Submit receivables to external collection agencies and know how to update further information about submitted items.

Business Example

Figure 283: Submission to External Collection Agencies

If a receivable is submitted to an external collection agency, this means that a customer has not paid a receivable and that the company is not able to collect it.

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Receivables submission is made up of two steps: 1.

Entry of database table DFKKCOLL, in which all submitted receivables and receivables to be submitted (Release for Submission) are managed.

2.

Selection of receivables to be submitted from the DFKKCOLL database table, and physical

submission of the receivables using report RFKKCOL2, which creates a file for each collection agency (Submission to Collection Agency). The dunning activity (FKK_COLL_AGENCY_RELEASE_0350) releases a receivable to an external collection agency. The submission of receivables to collection agencies is possible for the following items: • •

Receivables (also statistical items) Credit memos

The external collection agency is determined by derivation rules defined in Customizing (event 5060). Submission status 01: Release Receivable is set. The periodic submission flow (transaction FP03D or FP03DM) selects the documents and creates a list and/or a submission file (the submission file can also be generated in XML format). The following data is updated: •

•

In the collection agency item (DFKKCOLL): Submission date, submission status (02: Receivable submitted), and possible submission amount, if not identical to the amount in the open item. In the document: Payment block, dunning block, or alternative payer (posting area 1054).

Logs, which are listed in the DFKKOPCOLL table by the mass run for submitting receivables to collection agencies (FP03DM), can be deleted using the FP03DML transaction.

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Submission S   tatus •

01: Receivable released for submission Release process (dunning, mass release)

•

02: Receivable submitted Submission run

• • •

03: Receivable paid by collection agency (event 0020) 04: Receivable paid partially by collection agency (event 0020) 05: Submission of receivable reversed Dunning run reversal

• • • •

06: Submission of receivable failed (event 0020) 07: Receivable paid partially and submission of outstanding receivable reversed 08: Receivable paid partially and partially uncollectible (event 0020) 09: Receivable recalled Recall receivable

• • • •

10: 11: 12: 13:

Receivable paid directly by customer (event 0020) Receivable partially paid by customer directly (event 0020) Receivable cleared (event 0020) Receivable partially cleared (event 0020)

In addition to the statuses delivered by SAP for items released and submitted to collection agencies, you can also define your own, company-specific submission statuses. You can use the number range 20 to 99 for this. Numbers 01 to 19 are standard settings. Under no circumstances should you change them.

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Figure 284: Submission of Receivables to External Collection Agencies

In the Define Derivation Rules for Responsible Collection Agency IMG activity, you can define which collection agency is to be used, depending on the data in the document. The derivation rules defined in Customizing are evaluated by the derivation tool. The derivation tool is always called in the FKK_COLL_AG_SAMPLE_5060 function module when items are released for submission individually in transaction FP03E or in mass release using transaction FP03M. The derivation tool determines the responsible collection agency in one or more derivation steps from a range of source fields of the enhanceable structure FKKCOLLAG. The number of derivation steps corresponds to the number of derivation rules you define in Customizing. If you want to continue using the old IMG activity because, for example, you have not transferred the derivation to the new IMG activity, define the function module FMCA_COLLAG_SAMPLE_5060 for event 5060.

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Management of Submitted Receivables •

Receivables that were submitted to external collection agencies can be managed using transaction FP03. The following functions are available in transaction FP03: – – – – –

Change submission status (change document is generated) Indicator that the receivables were sold to the collection agency Submit receivables Recall receivables Create list of collection items

Inbound Collection Agency Information •

The collection agency file contains:

– – – –

Collected payments Uncollected payments Interest Charges

A RFKK60PM collection agency has completed a collection order and now forwards a file to the sold-to-party informing of the receivables that were collected, and those that were only partially collected or not at all.

Figure 285: Collection Agency Payment: Incoming Payment

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When you submit an item, you can create a payment form that simplifies the assignment of payments to open items. If the file from the collection agency contains collected payments, these can be allocated to the appropriate open items using the payment form number confirmed by the collection agency If the collection file contains interest and charges, the system posts these as interest and credit receivables and they are passed on to the customer. Receivables that have not been collected and are, therefore, irrecoverable can be automatically written off if you activate the Write-off Item Directly indicator in the write-off parameters of RFKKCOPM. Collection charges to be paid to the collection agency can be determined using a defined function module in event 5068 and posted as payables to the collection agency's contract account. To do this, you must activate Post Collection Charges indicator in the specifications of RFKKCOPM. If the collection agency provides the information personally or in writing, the payments, interest and charges receivables must be posted manually. You can use transaction FPAVI (payment advice note from collection agency) to enter a payment advice note.

Figure 286: Collection Agency Payments:Postings

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Figure 287: Administrator Information for Incoming Payment

If you want to ensure that the responsible processor is informed about incoming payments to collection items, the system can send a message when a payment is posted. The sample function module FMCA_CLERK_COLL_AG_0020 and the rule FMCA_COLL_AC (02100019) are delivered for this. As soon as a payment is made to a collections item, the processor receives an incoming document which is displayed in the SAP Business Workplace. Using this notification, the processor can decide whether an item has to be called back from the collections agency or whether other steps should be carried out.

Figure 288: Collection: Information for Collection Agency

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The collection agency has to be informed when items are called back and must receive information on items that have already been submitted. In Customizing, you can specify which information is included in the file for the collection agency. The Information for Collection Agency (FPCI) mass run enables you to create files for the collection agency that contain the following information: The master data of one or more business partners has changed. The business partner has directly paid part or all of the outstanding amount. The program writes items with the following submission status in the file: • •

10 (receivable paid directly by customer) 11 (receivable partially paid by customer)

Items that the collection agency cannot recover within a certain period have to be called back. When this happens the program includes items that have the submission status 09 (call back receivable) in the file. The direct customer payment for a previously submitted item was reversed, clearing reset or a return made. In the case of a reversal, returns or the (partial) reset of a clearing, the items in question receive the status 02 (receivable submitted) again. You can use the information file to inform the collection agency about the resubmission of items as long as the collection agency has already been informed about the customer's direct payment.

Figure 289: Collection: Customizing

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Lesson Summary You should now be able to: • Submit receivables to external collection agencies and know how to update further information about submitted items.

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Lesson: Inbound Correspondence Public Sector Lesson Overview This lesson will teach you about the special features of inbound correspondence in the PSCD solution


Process inbound correspondence

Business Example Your business partner is obliged to provide certain documents regularly (for example, tax returns). You want to map the transaction in the system, to keep a record of inbound correspondence and to dun the business partner if necessary. Inbound correspondence • • •

A business partner's obligation to file a written document. – For example, a letter, an application, a tax return or a confirmation. You use the rule that is defined in the contract object to create a correspondence request. You can view the obligation and its compliance in the inbound correspondence history and in the correspondence history.

In PSCD, you are not restricted to managing payments and financial matters. You can also manage the obligation for sending documents. You can compare managing inbound correspondences with posting documents and payments: If you create inbound correspondences, you generate open items for outstanding correspondences. You can save the incoming data of the correspondences in the correspondence history. If an obligation is overdue, you can dun the business partner. Hint: In the standard system, dunning notices and invoices for financial and non-financial obligations cannot be arranged together in one letter.

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Lesson: Inbound Correspondence Public Sector

Figure 290: Inbound Correspondence: Procedure:

Create the actual obligation and write it to the correspondence history. • •

Mass run = Menu: Periodic Processing → For Contract Objects → Inbound Correspondence → Generate Inbound Correspondences For a contract object = from master data maintenance for the contract object: tab page “Inbound Correspondence”, pushbutton “Inbound Correspondence” and then choose “New”

Manage inbound correspondence • •

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Menu: Periodic Processing → For Contract Objects → Inbound Correspondence → Inbound Correspondence History From master data maintenance for the contract object: tab page “Inbound Correspondence”, pushbutton “Inbound Correspondence” and then choose “Existing”


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Dun overdue correspondence and print a dunning notice •

Menu: Periodic Processing → For Contract Objects → Inbound Correspondence → Correspondence Dunning Run

• Hint: Configure the correspondence dunning run in Customizing under Contract Accounts Receivable and Payable → Basic Functions → Correspondence → Inbound Correspondence Dunning or under Business Transactions → Inbound Correspondence Hint: Then you can call the dunning notices in the correspondence dunning history. Do NOT confuse the correspondence dunning history with the dunning history that refers to open items. •

Menu: Periodic Processing → For Contract Objects → Inbound Correspondence → Correspondence Dunning History

Figure 291: Inbound Correspondence: Definition of the Obligation

Status: You can assign a status in master data maintenance for contract objects. The status of the contract object determines whether you can generate the inbound correspondence (select indicator) for this contract object when you execute the

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inbound correspondence program. You define a status in Customizing under Contract Accounts Receivable and Payable → Business Transactions → Inbound Correspondence. In Customizing, you can also define the tolerance days for calculating the due dates. You can specify tolerances in the form of months and days for each period that exists in the standard system. The last day of a period is used as the reference date for moving the due date. Enter the number of months and days that you want to move the due date for inbound correspondences by. Begin with the end of the period. Example: You want to specify that inbound correspondences that are created each quarter are due one month after the end date of the calculation period. Enter the following data: • • • •

Period: Quarterly Correspondence type P700 (inbound correspondence) Month: 1 Days: No entry

Define the obligation in the contract accounts receivable and payable → tab page: Inbound Correspondence. If you only require a correspondence once, set the status to “Immediately”.

Figure 292: Correspondence Dunning Procedure: Configuration

You can assign a correspondence dunning procedure to contract accounts at contract account/business partner level. If you execute the dunning program, the relevant correspondence is dunned due to the settings in the dunning procedure and the data is forwarded to the dunning history.

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Figure 293: Correspondence Dunning Activities

A dunning activity consists of a function module and a correspondence form (optional). It is a key representing an activity that is carried out in connection with the execution of a dunning run. Form for correspondence: If this is an activity for creating paper records as part of correspondence, you need to define the application form for the printout. You can assign any number of dunning activities to various dunning levels. Example: • • • •

Notification of different recipients (legal department and so on). Start workflows Other user-defined activities Use SAP Office to send a note to an agent

You can define your own function modules for standard activities. Example: You can trigger an activity in a dunning procedure, which informs the contract system (via RFC) that it should trigger a contract due to a payment not having been made.

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Exercise 4: Using Inbound Correspondence Exercise Objectives After completing this exercise, you will be able to: • Use inbound correspondence

Business Example Your business partner receives wages or revenue and therefore is obliged to submit a yearly tax return. Your business partner forgets to submit the tax return on time and therefore your organization sends out a dunning notice for the tax return. Hint: For this exercise the enhanced inbound correspondence must be inactive. Please check in customizing under Contract Accounts Receivable and Payable → Business Transactions → Inbound Correspondence → Activate Enhanced Inbound Correspondence whether the flag “Enhancement Active” is blank “Not active”.

Task 1: Inbound correspondence You can use this function to monitor the requested correspondence receipt of your business partner for a certain event. To do this, specify the relevant data for the inbound correspondence in the contract object. The requested inbound correspondence is monitored until the correspondence has been received and the date of receipt has been entered. 1.

Check whether the relevant correspondence variant is assigned to your contract account for property taxes and fees. - Go to “Master Data → Contract Account → Change (CAA2)” - Go to your contract account for property taxes and fees and check that correspondence variant “01” is assigned to your contract account.

Task 2: Check whether the data for the contract object has been maintained correctly. 1.

Check whether the data for the contract object has been maintained correctly. Continued on next page

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- Go to “Master Data → Contract Object → Edit Contract Object (PSOBWORK)” - Select your contract object Property - Choose “Change” (pencil icon) and double-click your business partner in the tree structure. - Go to the “Inbound Correspondence” tab page and check that the following entries have been maintained. Field Name

Value

Status

Automatic request

Periodicity

Annually

First period

YYYY-1 (last year)

Correspondence dunning procedure


Task 3: Create the inbound correspondence request 1.

Create the inbound correspondence request - Choose “Inbound correspondence” to create the inbound correspondence request. - You can specify the time period for which you want to create the correspondence request. (The system proposes the first day of the time period defined in the first period for the reference period by default. If you have not entered a last period, the system uses the current date as the to-date). - In the “Report for New Inbound Correspondence” area, choose “Execute”. - Save the correspondence request that you have created and leave the transaction.

Task 4: Your business partner has not submitted his tax return for property taxes and fees on time. 1.

Your administration executes the periodic dunning run for the inbound correspondence.


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- Choose Periodic Processing → For Contract Objects → Inbound Correspondence → Correspondence Dunning Run (FPCODU) - To create the dunning notices, enter the current date in the Date ID field and enter your group number “GR##K” in the Identification field. - On the “General Selections” tab page, choose correspondence type “P700”. - To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. - Save your entries. - Execute the program directly (see above). - Choose Environment → Dunning History and look at the results of the dunning run.

Task 5: You also have the option of printing out the dunning notice for the correspondence request in the next step. 1.

You also have the option of printing out the dunning notice for the correspondence request in the next step. - Periodic Processing → For Contract Accounts → Correspondence → Print (FPCOPARA) - Print the dunning notice as described above. - To create the dunning notices, enter the current date in the Date ID field and enter your group number “GR##D” in the Identification field. - On the “General Selections” tab page, enter your business partner and the company code “0001”. - On the “Correspondence selection” tab page, choose correspondence type “0020” and on the “Print Parameters” tab page choose output device “LOCL” and “sample printout”. - To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. - Execute the program directly (see above). - Go to the “Logs” tab page and when you see that the correspondence print has finished, go to your spool entry by choosing System → Own Spool Requests - Choose “Display contents” (glasses icon) to display the printout. Continued on next page

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Task 6: Your business partner sends the tax return that you created a reminder about. 1.

Now you have to enter the receipt of the tax return. - To do this, go to Periodic Processing → For Contract Objects → Inbound Correspondence → Inbound Correspondence History (FMCAINCOH) - Enter your business partner and the contract object. - Choose “Enter” and select the relevant rows and choose “Set Date of Receipt” on the top left-hand side. - Copy the default date, save your entries and exit from the transaction.

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Solution 4: Using Inbound Correspondence Task 1: Inbound correspondence You can use this function to monitor the requested correspondence receipt of your business partner for a certain event. To do this, specify the relevant data for the inbound correspondence in the contract object. The requested inbound correspondence is monitored until the correspondence has been received and the date of receipt has been entered. 1.

Check whether the relevant correspondence variant is assigned to your contract account for property taxes and fees. - Go to “Master Data → Contract Account → Change (CAA2)” - Go to your contract account for property taxes and fees and check that correspondence variant “01” is assigned to your contract account. a)


Task 2: Check whether the data for the contract object has been maintained correctly. 1.

Check whether the data for the contract object has been maintained correctly. - Go to “Master Data → Contract Object → Edit Contract Object (PSOBWORK)” - Select your contract object Property - Choose “Change” (pencil icon) and double-click your business partner in the tree structure. - Go to the “Inbound Correspondence” tab page and check that the following entries have been maintained.


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Field Name

Value

Status

Automatic request

Periodicity

Annually

First period

YYYY-1 (last year)



a)


Task 3: Create the inbound correspondence request 1.

Create the inbound correspondence request - Choose “Inbound correspondence” to create the inbound correspondence request. - You can specify the time period for which you want to create the correspondence request. (The system proposes the first day of the time period defined in the first period for the reference period by default. If you have not entered a last period, the system uses the current date as the to-date). - In the “Report for New Inbound Correspondence” area, choose “Execute”. - Save the correspondence request that you have created and leave the transaction. a)


Task 4: Your business partner has not submitted his tax return for property taxes and fees on time. 1.

Your administration executes the periodic dunning run for the inbound correspondence. - Choose Periodic Processing → For Contract Objects → Inbound Correspondence → Correspondence Dunning Run (FPCODU) - To create the dunning notices, enter the current date in the Date ID field and enter your group number “GR##K” in the Identification field. - On the “General Selections” tab page, choose correspondence type “P700”. Continued on next page

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- To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. - Save your entries. - Execute the program directly (see above). - Choose Environment → Dunning History and look at the results of the dunning run. a)


Task 5: You also have the option of printing out the dunning notice for the correspondence request in the next step. 1.

You also have the option of printing out the dunning notice for the correspondence request in the next step. - Periodic Processing → For Contract Accounts → Correspondence → Print (FPCOPARA) - Print the dunning notice as described above. - To create the dunning notices, enter the current date in the Date ID field and enter your group number “GR##D” in the Identification field. - On the “General Selections” tab page, enter your business partner and the company code “0001”. - On the “Correspondence selection” tab page, choose correspondence type “0020” and on the “Print Parameters” tab page choose output device “LOCL” and “sample printout”. - To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. - Execute the program directly (see above). - Go to the “Logs” tab page and when you see that the correspondence print has finished, go to your spool entry by choosing System → Own Spool Requests - Choose “Display contents” (glasses icon) to display the printout. a)



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Task 6: Your business partner sends the tax return that you created a reminder about. 1.

Now you have to enter the receipt of the tax return. - To do this, go to Periodic Processing → For Contract Objects → Inbound Correspondence → Inbound Correspondence History (FMCAINCOH) - Enter your business partner and the contract object. - Choose “Enter” and select the relevant rows and choose “Set Date of Receipt” on the top left-hand side. - Copy the default date, save your entries and exit from the transaction. a)

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Lesson Summary You should now be able to: • Process inbound correspondence

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Unit Summary

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Unit Summary You should now be able to: • Define the dunning terms used in Contract Accounts Receivable and Payable. • Maintain the parameters for the dunning program and evaluate the application log • Execute a dunning run • Print a dunning letter • Configure appropriate dunning procedures and know how to execute a dunning run in Contract Accounts Receivable and Payable. • Submit receivables to external collection agencies and know how to update further information about submitted items. • Process inbound correspondence

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Unit 9 Interest Calculation Unit Overview This unit gives you an overview of interest calculation in Contract Accounts Receivable and Payable


Know the principles and transactions for interest calculation in Contract Accounts Receivable and Payable. Configure interest keys and calculation rules for interest on items. Execute interest calculation

Unit Contents Lesson: Calculation of Interest on Items ....................................392 Lesson: Interest Keys and Calculation Rules ..............................395 Lesson: Processing of Interest Calculation..................................406

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Lesson: Calculation of Interest on Items Lesson Overview This lesson gives you an overview of the main task of interest calculation in Contract Accounts Receivable and Payable.


Know the principles and transactions for interest calculation in Contract Accounts Receivable and Payable.

Business Example

Figure 294: Interest Calculation: Considerations

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Lesson: Calculation of Interest on Items

Figure 295: Business Transactions for Posting Interest

•

Debit interest: Interest on open debit items is calculated for the period from the due date to the interest calculation date (this is usually the current date).

•

Cleared debit items: Interest on debit items that were cleared late is calculated for the period from the due date to the date of clearing, provided the clearing falls before the interest calculation date.

•

Do not calculate interest: If an item is not cleared by a payment, then usually no interest calculation is to take place (for example, interest must not be calculated for items having the clearing reason “Reversal”).

•

Credit interest: Credit interest for calculating interest for credit always has to be posted as relevant for the general ledger. Interest is not calculated for allocated incoming payments.

•

Interest simulation: Interest is calculated for information only; it is not posted.

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Lesson Summary You should now be able to: • Know the principles and transactions for interest calculation in Contract Accounts Receivable and Payable.

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Lesson: Interest Keys and Calculation Rules

Lesson: Interest Keys and Calculation Rules Lesson Overview This lesson gives you an overview of how interest calculation is carried out in Contract Accounts Receivable and Payable.


Configure interest keys and calculation rules for interest on items.

Business Example

Figure 296: Interest  parameters

The interest key contains all control parameters for calculating interest, for example, the parameters for selecting items and the reference to the calculation rule.

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Priority of interest key determination •

• •

An interest key entered in the item has the highest priority. You can enter the interest key manually, or it can be determined from the transactions and entered in the item by the system at the time of posting. If interest is calculated for an item within the framework of the dunning procedure, an interest key can be stored in the dunning level. The interest key can also be entered in the contract account.

If an interest key cannot be determined, interest calculation is not possible. The valid interest rates are found using the interest calculation rule. Additional conditions can also be stored in the interest calculation rule. The interest rates depend on: • •

The reference interest rates (optional) The analysis period

Item interest calculation is controlled via the ‘interest key’ parameter. An interest key is determined for each item for which interest should be calculated. An interest key consists of all control parameters for interest calculation and interest posting. •

Parameters for item selection

Figure 297: Posting Interest

The interest key controls interest calculation and can be assigned to contract accounts, a security deposit, individual line items or dunning levels.

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To avoid charging your business partners very small amounts, you can carry out amount checks per customer or industry. Interest locks enable you to prevent interest from being calculated on certain items. You can also exclude certain business transactions (such as reversal postings or additional receivables for interest calculation). Interest can be posted so that it is also posted to the general ledger. Debit interest can also be posted as a statistical item (in other words, not posted to the general ledger). An interest document is generated when interest is posted. Posting interest is integrated into some business transactions. In addition to the usual document data, an interest document also contains information about the basis of interest posting. This information is contained in the interest supplement. The interest supplement contains the items for which interest was calculated, as well as the relevant amounts and intervals. The interest key is retained in the interest supplement. This allows you to find out which factors were valid for interest calculation and posting. When interest is posted (via manual posting, installment plan, dunning procedure, etc) the resulting document contains a ‘source key’ in its header. The source key identifies the business process that generated the interest calculation. For example, source key “28” identifies that the interest document resulted from a dunning procedure (you can see the possible source keys in the TFK001 table).

Figure 298: Interest Calculation: Configuration

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Item interest calculation is controlled via the ‘interest key’ parameter. An interest key is determined for each item for which interest should be calculated. An interest key consists of all control parameters for interest calculation and interest posting. • •

Parameters for item selection Reference to a calculation rule

Figure 299: Interest Calculation: Configuration

Tolerance days (grace period): Minimum number of days that must have passed since the due date for net payment of a receivable before calculating interest. If the receivable is cleared within the tolerance days, no interest calculation or interest posting can take place. Hint: Tolerance days are not taken into account for interest calculations in the future (such as installment plan interest). Interest frequency: Interest calculation frequency determines the earliest point at which interest will be calculated for an item if interest has already been calculated (for example, days, months, years). Transfer days: Refers to the period that it takes a bank to clear a payment and provide the clearing information. This ensures that interest calculation does not take place on a receivable for which payment is delayed by the bank. Baseline date for interest calculation = due date for net payment + grace period + transfer days.

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Figure 300: Configuration of the Interest Calculation Rule

The interest calculation rule contains the parameters for interest calculation: • •

Reference to a reference interest rate (dynamic interest rate) Fixed rates (static interest rate)

Interest calculation rules: Interest rates are stored per currency and debit/credit indicator according to date. They can also be based on a reference interest rate such as the federal funds rate. Interest calculation can be carried out on a monthly basis. For example, interest can be 2% for each month.

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Figure 301: Interest Calculation Rules: Details

The interest calculation method dictates how interest is to be calculated. Most users use method “act/365” whereby the system calculates the interest based on a 365 day period. However, there are other methods available. The flag for “scale types” is used if the interest rate used is based on amounts. For example, you may wish to charge an interest rate of 5% on the first 1000 balance and then 6% for any balance above 1000. The interest interval can be set to a day, week, month, or year. In most countries this indicator is set to “years”. However, some countries with high inflation rates use “days” or “weeks” (such as Brazil). • • •

You can round interim interest calculations. Rounding rules can differ and must be customized. Example: Interest is to be calculated on an amount for the period from 01/01 to 01/20, using a higher interest rate from 01/10 on. Interest from 01/01 to 01/09: 10.12345 Interest from 01/01 to 01/20: 30.34437

If the amount is to be calculated to two decimal places, the total interest without flagging “Round interim interest totals” is 40.47 (10.12345 + 30.34437 = 40.46782). If the indicator is set, then the total interest is 40.46 (10.12 + 30.34). Interest on total amount. This indicator is used in conjunction with the option “staggered interest rate types”. For example, if the interest rate varies according to amounts and this indicator is set, then the interest rate used will be applied to the entire amount. If the indicator is not set, then the interest rate set per amount is used.

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Figure 302: Interest Calculation: Rounding Rules

Rounding rules are assigned to interest calculation rules in the ‘interest terms’ section of interest calculation Customizing. Three rounding rules are provided for interest calculation: • • •

“' '” round to the nearest whole number “-” always round down to the nearest whole number “+” always round up to the nearest whole number Grouping of items before interest calculation

Event 2085 provides you with further, more extensive options for grouping items before the interest calculation - provided you have set the “Group Subitems before Interest Calculation” indicator in the interest key. See the documentation for the FKK_SAMPLE_2085 and FKK_CONDENSE_2085 function modules. Therefore, for example, if you use different interest rates to calculate interest on receivables and payables, you can group items in event 2085 before the interest calculation and use the interest rate for receivables if the amount of the receivables exceeds that of the payables. Using a function module processed in event 2075 you can round the result of the interest calculation up or down. If you enter function module FKK_ROUND_INT_AMOUNT in event 2075, you can round the interest calculated using function module FKK_INTEREST_CALC according to the values defined in Customizing.

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Figure 303: Interest Calculation: Additional Receivables

For additional receivables (interest and charges) that are generated by FI-CA, it is possible to define interest calculation rules. The “interest calculation” indicator informs the system whether or not the additional receivable should be included when calculating interest You may also specify a specific interest key for these additional receivables for each responsible company code.

Figure 304: Interest Key: Determination

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The system looks for an interest key in the sequence 1 to 4. If no interest key can be determined, interest calculation is not possible and interest will not be calculated for the item. The system only calculates interest on those items for which it is able to determine an interest key. An interest key can be assigned to a contract account, items or dunning levels. The system normally determines the interest key for each industry, but can also do so on a customer-by-customer basis. Hint: This hierarchy is defined in event 2000. If desired, you can change the coding of the event to change this hierarchy.

Figure 305: Dunning Level - Customizing for Interest

You set the “calculate interest” flag if you wish to calculate interest when this dunning level is reached. In general, the “interest key” determines the calculation rule and the period control. The “update key” has three possible settings: •

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“' '” = interest is only calculated, not posted. An organization can send a letter to a customer, informing them that they could have charged interest, but opted not to. “1” = interest is calculated and posted statistically (you do not expect to complete the transaction or collect the interest). “2” = interest is calculated and posted. The general ledger is updated as a result.


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Figure 306: Interest Calculation: Customizing

Reference interest rates are used in different application components. Therefore, reference interest rates may already be maintained here. Date-dependent interest values can be defined for the reference interest rates in the 'Define Percentage Rates for Reference Interest Rates' process step. Reference interest rates are client-dependent. Interest calculation rules are used in different application components. Therefore, interest calculation rules may already be maintained here. Interest calculation rules are allocated to interest keys in the 'Define Interest Keys' process step. You must enter the interest calculation rule in the interest key. You can also allocate other parameters to the interest key. In the additional functions for interest calculation, you can determine whether the following takes place when interest is calculated for line items: • •

Interest calculation based on net amounts Interest calculation for source items when installment plan items are cleared

In the Customizing settings for transactions, you must set the interest transactions, the allocation to internal transactions, assignment of the statistical transactions, and account determination.

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Lesson Summary You should now be able to: • Configure interest keys and calculation rules for interest on items.

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Lesson: Processing of Interest Calculation Lesson Overview This unit is intended to give the participant an overview of the processing of interest calculation in contracts accounts receivable and payable.


Execute interest calculation

Business Example

Figure 307: Interest calculation: Period

With a function module processed in event 2065 you can change the date for the Interest Calculation To for clearing items. For amounts cleared in the account maintenance, the due date of the bill and clearing date of both items are used as standard to calculate the interest. In event 2065 you can use the due date of the bill amount and the value date of the payment amount to calculate the interest for amounts cleared in the account maintenance.

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Lesson: Processing of Interest Calculation

Figure 308: Mass Interest Processing: Selection

Figure 309: Individual Interest Calculation: Preparation

The default document type and statistical key displayed on this screen are defined in Customizing and may be overwritten at the time of posting. The “single document” indicator shows whether or not the system will create a separate document in the SAP ERP general ledger for this each line item, for which interest is calculated. The number of the document posted in PSCD is stored as the reference document number in the general ledger document.

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You must tell the system if you wish to calculate interest on debit or credit items. Hint: (It is not possible to select “credit items” and indicate “only open debit items” at the same time.) By selecting the option “cleared items only”, the user ensures that if any partial payments (resulting in 2 sub-items) are made that interest calculation only takes place when the item is totally cleared. In the calculate interest to field you inform the system the date, up to which interest is to be calculated. Hint: Interest calculations are usually posted using the “interest run” function and not manually.

Figure 310: Item Selection for Interest Calculation

Green light means that interest may be calculated; red light means that the item is blocked for interest calculation. You can double-click on a red light to find out why interest cannot be calculated for that particular item.

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Figure 311: Summarization of Interest Items

In order to minimize the number of interest documents that the system must post, only one interest document per matching summarization criteria is posted in the system. The summarization criteria (fields) for interest items are transferred from source items to the interest items. SAP delivers several default fields for summarization. You cannot delete these criteria. The default fields that are delivered include: posting area, business area, business partner number, contract account number, division and so on. You can also add other fields (up to 12 criteria including the standard summarization fields that are delivered). Hint: Technical note: The summarization criteria are defined in the structure FKKIV.

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Figure 312: Clearing Exception: Interest lock

Interest locks enable you to prevent interest from being calculated on certain items. You can also exclude certain business transactions (such as reversal postings or additional receivables for interest calculation). Moreover an item will not be selected in the following cases: • •

• • • •

If it does not meet selection criteria If it is excluded from interest calculation in event 2010. The function module called up with event 2010 checks whether interest can be calculated on a line item. In the reference function module, statistical items can be excluded from interest calculation. If it is an additional receivable and interest calculation was excluded If it is not due If it is not ready as a result of Customizing settings for transfer days, tolerance days (grace period), or interest period If interest has already been calculated for the item for the given period.

In Customizing you define the clearing reasons (table TFK056C) for cases when the interest calculation is not calculated retroactively (for example, reversals).

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Figure 313: Interest Calculation: Exceptions

Because interest keys are linked to calculation rules, which in turn are linked to a currency type, an interest document can only be created in one currency at a time. If you had items in different currencies, the system would have no way of determining which currency the interest document should be posted in. If postings exist in several currencies for an account then interest posting must be called up for each currency.

Figure 314: Exception for Posting Interest: Amount Limit

Debit interest is requested if the calculated interest is over a minimum amount limit that is set in Customizing.

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The amount limit for posting interest is dependent on the company code, the debit/credit indicator, and the currency. Items are first summarized by criteria, and then interest must reach the defined minimum level to be posted. Standard check: Total amounts for all interest for a company code are compared with the minimum amount limit defined in the TFK057 table. For item interest calculation you can round items before the interest calculation. If interest is calculated on several items together, each item is rounded individually. You can group subitems before the interest calculation so that a split item is subject to interest in exactly the same way as an item that has not been split. Event 2085 provides you with further, more extensive options for grouping items before the interest calculation - provided you have set the “Group Subitems before Interest Calculation” indicator in the interest key. Therefore, for example, if you use different interest rates to calculate interest on receivables and payables, you can group items in event 2085 before the interest calculation and use the interest rate for receivables if the amount of the receivables exceeds that of the payables.

Figure 315: Additional Functions

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Figure 316: Interest Supplement and Interest History

An interest document includes the structures of a document in FI-CA: Document header, line items and general ledger (G/L) items. In addition to the usual document data, an interest document also contains information about the basis of interest posting. This information is contained in the interest supplement. For each interest item, the interest supplement tells you how the interest amount was determined, including source items, interest period and interest rate. This allows you to reconstruct how interest was determined at a later date. The interest supplement can be accessed via an interest document. An interest history records the interest calculation period for each line item on which interest has been calculated. During interest calculation, the selected items and the interest are considered jointly. This ensures that interest is only calculated for items once for a certain period. Interest → Select line items. Select the items for which you want to calculate interest. Hint: If the system settings for the interest calculation rule or for the interest rule are changed at a later time, you will no longer be able to retrace interest calculation using the interest supplement. If the rate is changed for dates in the past, nothing will happen. The system will, however, issue a warning if you attempt such a change.

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Figure 317: Interest Document Structures and Technical Details

This slide shows some of the technical information necessary for customers that may wish to add events to standard interest related programs.

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Lesson Summary You should now be able to: • Execute interest calculation

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Unit Summary You should now be able to: • Know the principles and transactions for interest calculation in Contract Accounts Receivable and Payable. • Configure interest keys and calculation rules for interest on items. • Execute interest calculation

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Unit 10 Deferral/Installment Plan Unit Overview This unit gives the participants an overview of how to create deferrals and installment plans in Contract Accounts Receivable and Payable.


Enter a deferral for an open item. Create and process installment plans for open items.

Unit Contents Lesson: Deferral: Definition and Processing ................................418 Lesson: Installment Plan: Definition and Processing ......................422

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Lesson: Deferral: Definition and Processing Lesson Overview This lesson describes the function and task of a deferral.


Enter a deferral for an open item.

Business Example Deferral: Definition • •

If the business partner is temporarily unable to settle his/her open items, the due date is postponed. As a rule, additional surcharges, charges, or interest are charged.

Until the date specified the deferred item will not be dunned in a dunning run and will not be collected from the bank by the payment program. Once the deferral date has passed, or if you have deleted the date from the item, the item can be dunned again and collected.

Figure 318: Deferral: Processing (1)

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Lesson: Deferral: Definition and Processing

Deferral can be performed manually in the document change transaction or automatically during returns processing. You can enter a deferral date when you post the document or when you change the line items in the document. The deferral does not change the original due date. The deferral date is used instead of the due date to automatically create dunning notices or debit memos. Document → Change Enter the document number. Choose Goto → List and display the business partner items (or choose the corresponding pushbutton). Double click on the amount to be deferred. Enter a deferral date (in the field to the right of the due date). DO NOT OVERWRITE THE DUE DATE. Save the document. To reverse a deferral, delete the deferral date in the item (transaction: Change Document).

Figure 319: Deferral: Processing (2)

Debit interest: Interest on open debit items is calculated for the period from the due date to the interest calculation date (this is usually the current date). Cleared debit items: Interest on debit items that were cleared late is calculated for the period from the due date to the date of clearing, provided the clearing falls before the interest calculation date. Do not calculate interest: If an item is not cleared by a payment, then usually no interest calculation is to take place (for example, interest must not be calculated for items having the clearing reason “Reversal”).

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Credit interest: Credit interest for calculating interest for credit always has to be posted as relevant for the general ledger. Interest is not calculated for allocated incoming payments. Interest simulation: Interest is calculated for information only; it is not posted.

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Lesson: Deferral: Definition and Processing

Lesson Summary You should now be able to: • Enter a deferral for an open item.

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Lesson: Installment Plan: Definition and Processing Lesson Overview This lesson gives you an overview of the most important tasks and processes of the installment plan.


Create and process installment plans for open items.

Business Example

Figure 320: Installment Plan: Definition

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Lesson: Installment Plan: Definition and Processing

Figure 321: Installment Plan: Processing

With an installment plan you divide source items into several installment receivables that have a due date in the future or in the past. Once an installment plan has been posted, the items of the installment plan and not the source items are referred to when a bank collection is made, or when a dunning run is carried out. An installment plan consists of a statistical document with several installment receivables. The individual installment receivable is cleared upon payment. The number of the installment plan is saved in the source items. If interest is payable on an installment plan, the installment plan will also have an interest supplement. You can use the installment plan history to determine the source items on which an installment plan is based (Account → Other Information → Installment Plan History →).

Figure 322: Installment Plan: Technical View

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One or more open items can be broken down into a particular installment plan. The number of installments within the plan, the interest key are defined when creating an installment plan. The interest key controls the grace period, interest frequency, interest interval unit, and the interest calculation rule Frequently occurring installment terms and conditions can be stored in the system as default installment plans. If the agreement for payment in installments is canceled, you can deactivate the installment plan manually. The original receivable is then active again. The connection between the original receivables and the installment plan is deleted.

Figure 323: Installment Plan - Document Structure

Installments linked to installment plans are mapped as repetition documents. A sample business partner item (repetition group) is structured and repetition items are mapped for the individual due dates. Legend: • • • • • •

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OPBEL: Number of the document in contract accounts receivable and payable (FI-CA) OPUPK: Item number in the FI-CA document WHGRP: Repetition group BETRW: Amount in transaction currency with +/- sign OPUPW: Repetition item in the FI-CA document FAEDN: Net due date


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Figure 324: Transaction Flow: Create Installment Plan

Installment plans can be created for one or more open items for an account (provided they have the same currency).

Figure 325: Installment Plan: Configuration

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As of release ERP 2005 you can define an alternative payer to the business partner for installment plan items. Use the new input field Partner for Payment to do this. There you can maintain an alternative payer for each installment. Previously, you could only define a bank details ID for installment plan items but not a payment card ID. You can now use the new input field Card ID to enter a payment card ID.

Figure 326: Installment Plan Category: Configuration

You can create an installment plan category in Customizing, which can then be used to post an installment plan. Installment intervals define the length of the intervals between installments. An interval category defines the interval between installments (for example, month). Distribute interest and charges to all installments: Definition whether installment interest and charges for the installment plan are to be distributed to all installments. The interest and charges are distributed according to the size of the installment. The individual installment amounts are rounded to a multiple of this amount. Residual amounts that result from the rounding process are added to the first or last installment. The rounding amount can be entered with up to three decimal places. If the amount is rounded, the system takes into account the currency in question and rounds the amount to the reduced number of decimal places. The installment amount is the amount of the individual installment payments. The installment amount can be entered as an alternative to the rounding amount and number of installments. A charge can be calculated for granting an installment plan. If a charge is entered, the system automatically posts a charge document when creating the installment plan, and adds the charge to the first installment.

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Remaining amount: A remaining amount can result when calculating the size of the individual installments of an installment plan. Residual amounts that result from the rounding process are added to the first or last installment, or a separate installment. If you do not specify a value here, then the remaining amount is automatically added to the last installment. Installment plan categories can be used to group installment plans. You can define an alternative subtransaction for an installment plan.

Figure 327: Transaction Flow: Change Installment Plan

You can make the following changes in an installment plan: 1. 2.

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Delete installments or add further installments Change the due date and amount for an individual installment receivable, provided that the installment receivable has not yet been paid.


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Figure 328: Installment Plan: Deactivation

If the installment plan has not yet been paid or has only been partially paid, it is possible to carry out automatic cancellation of the interest document and the charge document for this installment plan. Interest items can be reversed. From the menu, select Account → Installment Plan → Change Installment Plan. Enter the number of the installment plan and select Continue → Installment Plan → Deactivate. The system displays a dialog box in which you select interest document. Choose Continue. The installment plan interest document is then reversed automatically.

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Figure 329: Transaction Flow: Post Installment Plan Interest

Interest is calculated for the duration of the installment plan. Interest can again be recalculated and posted if the customer falls behind with his payments again. Example: The customer phones and requests an installment plan that is to consist of 6 installments from Jan 1 through to June 1. However, on August 1 the customer still has an outstanding balance. It is possible to calculate and post interest on the unpaid balance that exists after June 1. It is also possible to integrate interest in the installation plan at a later date using the FPR2 Change Installment Plan transaction.

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Figure 330: Installment Plan - Interest Calculation

Figure 331: Installment Plan: Customizing

In the Customizing settings for transactions, you must set the installment plan transactions, the allocation to internal transactions, assignment of the statistical transactions for installment plan charges, and account determination. The 'Installment Plan Used' indicator and the 'Documents with Repetitions Are Possible' indicator must be set in the posting settings (Contract Accounts Receivable and Payable → Postings and Documents → Basic Settings → Maintain Central Settings for Posting).

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Lesson Summary You should now be able to: • Create and process installment plans for open items.

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Unit Summary

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Unit Summary You should now be able to: • Enter a deferral for an open item. • Create and process installment plans for open items.

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Unit 11 Other Business Transactions Unit Overview This unit gives you an overview of the important transactions and processes in subledger accounting that have not yet been covered.

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

Explain account maintenance in Contract Accounts Receivable and Payable. Explain the principles involved in reversing documents and resetting clearing in Contract Accounts Receivable and Payable. Transfer a document in Contract Accounts Receivable and Payable. Explain the procedures and postings for doubtful entries and value adjustment of open items. Write off items in PSCD Remit or waive receivables.

Unit Contents Lesson: General account ......................................................434 Exercise 5: Manual Account Maintenance ..............................439 Lesson: Reversing Documents and Resetting Clearing ...................442 Lesson: Document Transfer ...................................................451 Lesson: Doubtful Entry/Individual Value Adjustment ......................454 Lesson: Write-Off ...............................................................458 Lesson: Exercise on writing off (installment plan) ..........................463

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Lesson: General account Lesson Overview This lesson gives you an overview of manual account maintenance in Contract Accounts Receivable and Payable.


Explain account maintenance in Contract Accounts Receivable and Payable.

Business Example

Figure 332: Account Maintenance in FI-CA

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Lesson: General account

Figure 333: Account Maintenance: Process

You can select open items in the initial screen for account maintenance. In the processing screen, you can change or add items to this selection, as well as include other contract accounts or business partners. Items allocated to the proposal from clearing control are already active. However, you can change the allocation and ignore the proposal.

Figure 334: Example: Manual Account Maintenance

You can have the system automatically create a clearing proposal for you (results can be edited) or you may create and modify the proposal manually (often necessary when processing partial payments) when performing manual account maintenance.

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Figure 335: Manual Account Maintenance FP06 - View 1: Clear

As of ERP 2005 in account maintenance you can perform document changes as well as carry out clearing. You can switch between both processing views in the transaction.

Figure 336: Manual Account Maintenance FP06 - View 2: Change

For the document changes, you can define the line variants with different modifiable fields in Customizing (structure FKKOP_CHG). You can make document changes directly in the line item. Alternatively, you can make a change for several selected lines simultaneously.

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In addition to document changes, you can also split line items. You can combine clearing, splitting, and changing with few restrictions. You can split line items into several sub-items. However, this function is not available for items displayed summarized. You must first cancel the summarization. To split an item, place the cursor on the item required and then choose the function 'Split Item'. The system inserts a new item beneath the item to be split. The amount of the new sub-item is initially zero. Enter the required partial amount. The system automatically reduces the amount of the original item accordingly. You can no longer split an item that has been selected for full clearing. If you split an item for which partial clearing is planned, the system automatically proposes the partial amount that is not to be cleared in the sub-item. You can reduce this amount manually, but not increase it. In this case too, you can no longer split an item for which clearing has been planned. For new sub-items created, you can make the same changes as for original items. You can clear the new sub-items either partially or in full. You can reset all of the changes you have made to an item provided you have not saved the data yet. Select the required item(s) and then choose the function 'Reset Change'. To reset a split, place the cursor on the sub-item and choose the 'Reset Split' function. If several split items have been created for an item, and you want to reset all of them, place the cursor on the original item and then choose 'Reset Split'.

Figure 337: Account Maintenance: Customizing

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The aim of grouping for automatic clearing is to group the open items into logical units. The system can then analyze how each unit can be cleared. A clearing document is posted for every unit that is cleared. The clearing analysis is executed using the clearing algorithm defined for an automatic clearing run in Clearing Control. Grouping is an enhancement of the clearing control functionality. In contrast to clearing control, maintaining a group is optional and only makes sense if you always want to post the clearing of certain item groups from a business partner / contract account in an individual clearing document.

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Exercise 5: Manual Account Maintenance Exercise Objectives After completing this exercise, you will be able to: • Clear credits and receivables within account maintenance.

Business Example In addition to open receivables, one of your business partners has credit from a payment on their account. You clear the credit against the receivables.

Task: Manual Account Maintenance 1.

Clear the receivable using the payment on account in the contract account of your business partner. Use the following information: Business partner:

BP##

Contract account:

BP##

Company code:

0001

Currency:

USD

Posting date:

Today’s date

Instruct the system to generate a clearing proposal. Check the proposal and post the clearing. Write down the document number: ______________________________

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Solution 5: Manual Account Maintenance Task: Manual Account Maintenance 1.

Clear the receivable using the payment on account in the contract account of your business partner. Use the following information: Business partner:

BP##

Contract account:

BP##

Company code:

0001

Currency:

USD

Posting date:

Today’s date

Instruct the system to generate a clearing proposal. Check the proposal and post the clearing. Write down the document number: ______________________________ a)

Choose Financial Accounting → Contract Accounts Receivable and Payable → Account → Maintain. Set the “Create proposal” field and choose Open Items. Check the proposal and post the clearing with function Account → Post.

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Lesson Summary You should now be able to: • Explain account maintenance in Contract Accounts Receivable and Payable.

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Lesson: Reversing Documents and Resetting Clearing Lesson Overview This lesson gives you an overview of how to reverse documents and reset clearing in Contract Accounts Receivable and Payable.


Explain the principles involved in reversing documents and resetting clearing in Contract Accounts Receivable and Payable.

Business Example

Figure 338: Reversal of Documents: Restrictions

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Lesson: Reversing Documents and Resetting Clearing

Figure 339: Reversal of Documents

Document to be reversed: •

After reversal, the business partner items have the clearing document number of the reverse document.

Indicator: reverse document: • •

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Reference to the reversed document using the document number from the reversed document in the document header. In the reversal document, an item is created for every G/L. These items have the opposite +/- sign to the G/L item.


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Figure 340: Mass Reversal: Parameters

Figure 341: Negative Postings

A negative posting reduces the transaction figures for the account posted to in the general ledger. A debit posting as negative posting therefore does not lead to an increase of the debit transaction figures; it leads to a reduction of the credit transaction figures. This enables you to show transaction figures for accounts after an incorrect posting and subsequent correction (for example, invoice posting and reversal) as if neither the incorrect posting nor the correction had taken place.

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Negative postings have been supported in the general ledger (FI-GL) for a long time. You decide whether to permit negative postings at company code level. The corresponding setting in the company code table is also effective for Contract Accounts Receivable and Payable. In addition, in Contract Accounts Receivable and Payable, the document type decides whether a posting is to be posted negatively. You can designate a document type such that negative postings are always created, or such that negative postings are only created for corrections in the same fiscal year. For more information about the setting for the document type, see the Customizing for the document types and the field documentation for the field Negative Posting. A description of negative postings for the most important business transaction follows: •

Reversal – – – –

•

For a reversal, the document type used decides: Whether a negative posting is never permitted Whether a negative posting is always permitted That a negative posting is created if the posting and reversal are in the same fiscal year – A special feature is that the items in the reversal document for which the account to be posted to has been swapped in comparison to the original document are not posted negatively. This can be the case for aperiodic reversals (swap of P&L accounts) or for posting incoming payments where the reversal is used to post back to the clarification account. Resetting Clearing –

•

After resetting clearing, all accounts should appear as if the clearing had not taken place. This means that the inverse posting of cash discount, small differences, exchange rate differences, and taxes that were posted due to the clearing are to be posted negatively. The display in the receivables accounts is retained. – Example – You reset clearing for a payment received. After the clearing reset, the payment with clearing of open items becomes a type of payment on account again, which means that the credit from the payment is an open item in the receivables account. From the view of the account balance in the receivables account, it is irrelevant whether there was a payment on account or whether items were cleared. Returns –

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Returns should be treated like reversals. The first item in a returns clearing account is, however, never posted negatively; the same applies to returns charges.


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Individual Identification of Individual Posting Items If you want to post a document for which negative postings are required for all items manually, all you have to do is select an appropriate document type. However, if you only want to post individual items negatively, you have to enter the entire transaction in two documents. Example Transfer posting from an incorrect G/L account to the correct G/L account. The reset in the incorrect G/L account should be posted negatively, the posting to the correct account not. First enter a negative posting: Clearing account to incorrect G/L account. Then a “normal” posting: Correct G/L account to clearing account.

•

Payments on Account If, on receipt of payment, you first post on account instead of clearing immediately and then carry out clearing later, (for example, via account maintenance or during processing of a subsequent payment), the debit and credit side of the receivables account increases by the amount of the payment on account. If you want to avoid this effect, make sure that every clearing of a posting on account is posted negatively. To do this, you have to indicate in Customizing for the main and subtransaction used for payments on account that each clearing of this item is to be posted negatively.

You make the setting for the company code (negative postings possible) in the Implementation Guide for Financial Accounting under Financial Accounting Global Settings → Company Code → Check and Supplement Global Parameters. You make the setting for the document type in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions → Postings and Documents → Document → Maintain Document Account Assignments → Document Types → Maintain Document Types and Assign Number Ranges. The main and subtransactions that you want to define for a negative clearing (example: Payments on Account) are in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions → Postings and Documents → Document → Maintain Document Account Assignments → Maintain Subtransactions.

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Figure 342: Negative Postings: Example

Figure 343: Negative Postings: Payment on Account

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Figure 344: Clearing Reset

When you reset the clearing, you reopen the paid item. In addition, a credit item is created automatically. The credit transaction, such as a payment on account, is defined in Customizing. If you reset clearing that resulted from a payment to a customer, a debit transaction must be defined in Customizing so that the system can create a receivable for the business partner who received the payment. Instead of the resetting the complete clearing, you can also reset parts of clearing. Clearing reset can be set for every combination of the following data that occurs during clearing: • • • • • • •

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Business Partner Contract Account Contract Company Code Business Area Division Collective bill number


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Figure 345: Reverse / Reset Clearing: Customizing

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Lesson Summary You should now be able to: • Explain the principles involved in reversing documents and resetting clearing in Contract Accounts Receivable and Payable.

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Lesson: Document Transfer

Lesson: Document Transfer Lesson Overview This lesson gives you an overview of the function for transferring documents in Contract Accounts Receivable and Payable.


Transfer a document in Contract Accounts Receivable and Payable.

Business Example

Figure 346: Document Transfer

You can only transfer open receivables or credits. You can transfer the following: • • • • •

•

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Individual items - receivables and credit All items of a business partner All items of a contract account All items of a contract Items that are still contained in an installment plan. Existing installment plans are automatically deactivated and a new installment plan is created for the amount of the source receivable(s) still open. Items that belong to a collective bill. The collective bill is automatically updated.


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The transfer posting document can be reversed. When transfer posting a customer account, you can allocate documents that already refer to contracts (account assignment) to a target contract account without having to specify a target contract. In doing so the transfer posting document is not longer assigned to a contract. Contracts should not already be allocated to the target contract account.

Figure 347: Transfers - Customizing

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Lesson: Document Transfer

Lesson Summary You should now be able to: • Transfer a document in Contract Accounts Receivable and Payable.

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Lesson: Doubtful Entry/Individual Value Adjustment Lesson Overview This lesson gives you an overview of the process of marking documents as doubtful in Contract Accounts Receivable and Payable.


Explain the procedures and postings for doubtful entries and value adjustment of open items.

Business Example

Figure 348: Doubtful Entry/Individual Value Adjustment

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Lesson: Doubtful Entry/Individual Value Adjustment

Figure 349: Mark as Doubtful/Individual Value Adjustment: Posting

Posting records: 1. 2. 3. 4. 5.

Bill creation Post incoming payment in general ledger accounting (bank statement) Post payment in sub-ledger accounting and allocate the payment Mark the receivable as doubtful Individual value adjustment

Steps 4 and 5 generate PSCD documents that are only relevant for general ledger accounting. This means that they do not have any business partner items.

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Figure 350: Mark as Doubtful/Individual Value Adjustment: Customizing

Exceptions for Adjustment: In this activity you define, for each application area, the main transactions and subtransactions that create postings that you want to exclude from a doubtful entry or value adjustment. You can define the scope of the exception as follows: • • •

Manual doubtful entry or value adjustment Automatic doubtful entry or value adjustment Manual and automatic doubtful entry or value adjustment

User Exits: In this activity you can define methods to be used for making value adjustments for the items. You can enter the method on the initial screen for the Adjust receivables according to age mass activity. You must define the special features for the methods in event 2950. In this event you can implement customer-specific checks as well as value adjustment methods.

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Lesson: Doubtful Entry/Individual Value Adjustment

Lesson Summary You should now be able to: • Explain the procedures and postings for doubtful entries and value adjustment of open items.

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Lesson: Write-Off Lesson Overview This lesson gives you an overview of how to write off documents in Contract Accounts Receivable and Payable.


Write off items in PSCD

Business Example

Figure 351: Manual Write-Off: Process

With the appropriate authorization, you can set the indicator that determines that the check rules are not used. Open items can be written off completely, or, partially if the customer is to be let off part of his or her open items. You can specify the partial amount to be written off in the Write Off Items transaction. Partial write-offs must be explicitly permitted in Customizing along with a write-off reason. When an item is written off, the written-off document items are cleared and a write-off document is

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Lesson: Write-Off

created. The system automatically posts the expense or revenue accounts defined in Customizing. Write-off documents can be reversed. If this is done, receivables or payables are open again. You must define rules for adjusting tax during write-offs. If the posted expense account is tax-relevant, the system also adjusts the posted tax during write-off.

Figure 352: Write-Off: Posting 1

Posting records: 1. 2. 3. 4.

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Bill creation Post incoming payment in general ledger accounting Post payment in sub-ledger accounting and allocate the payment Write off the open item


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Figure 353: Write-Off: Posting 2

Posting records: 1. 2. 3. 4. 5.

Bill creation Post incoming payment in general ledger accounting (bank statement) Post payment in sub-ledger accounting and allocate the payment Mark the receivable as doubtful Individual value adjustment Steps 4 and 5 generate PSCD documents that are only relevant for general ledger accounting. This means that they do not have any business partner items.

6. 7. 8.

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Write off the open item Reset doubtful entry Reset IVA Note: Mass run FP04M, Tab Parameters, Indicator Do not update write-off history.


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Lesson: Write-Off

Figure 354: Write-Off History

Write-off history is automatically updated during write-off. It can also be automatically updated during mass write-off depending on authorization. The reversal of a write-off document is also recorded in the write-off history.

Figure 355: Write Off: Customizing

You should only enter an execution variant if the event 5015 has been defined.

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Lesson Summary You should now be able to: • Write off items in PSCD

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Lesson: Exercise on writing off (installment plan)

Lesson: Exercise on writing off (installment plan) Lesson Overview


Remit or waive receivables.

Business Example You assume that part of the due tax payable of your business partner cannot be collected. You waive a partial amount of the open receivable and you set a resubmission date when you want the case to be checked again.

Task 1 You assume that the property tax of your business partner for a partial amount cannot be collected. For this reason, you want to partially waive the receivable in the short term. • • • •

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Go to ACCOUNT → WRITE OFF ITEMS. Enter your business partner and your contract account for the property tax. For the write-off reason, choose “07 - Temporary Waiver” and enter DD/MM/YYYY+1 as the resubmission date. After you choose “Enter”, you can activate the items for the property tax in the subsequent list display and you can change the gross clearing amount to 300.00 EUR. To do this, double-click the Gross Amount field in the row with your property tax receivable. In the relevant field, enter 300.00 EUR.


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Task 2 The clerk for the short-term waiver and remission area wants to check the resubmission cases. • • • • •

Go to ACCOUNT → RESUBMISSION WRITE-OFF and execute the clarification list by choosing “Resubmission cases”. Search for your short-term waiver that you entered in exercise 1-6 and activate the line items. Choose “Clarify”. Display the account balance. What general ledger account for payments and what main transaction and subtransaction were used in the document for the short-term waiver? __________________________________________________________________

Your legal department informs you that the short-term waiver no longer needs to be executed in the clarification list (waiver directory). •

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Choose “No Resubmission” in the clarification activity for your waiver and confirm the transaction in the dialog box that appears.


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Lesson: Exercise on writing off (installment plan)

Lesson Summary You should now be able to: • Remit or waive receivables.

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Unit Summary

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Unit Summary You should now be able to: • Explain account maintenance in Contract Accounts Receivable and Payable. • Explain the principles involved in reversing documents and resetting clearing in Contract Accounts Receivable and Payable. • Transfer a document in Contract Accounts Receivable and Payable. • Explain the procedures and postings for doubtful entries and value adjustment of open items. • Write off items in PSCD • Remit or waive receivables.

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Unit 12 Security Deposits Unit Overview This unit gives the participants an overview of the cash and non-cash management of security deposits in Contract Accounts Receivable and Payable.


Explain how cash and non-cash security deposits are processed in Contract Accounts Receivable and Payable. Request and settle cash security deposits.

Unit Contents Lesson: Cash and Non-Cash Security Deposits............................468 Lesson: Request, Payment and Settlement of Cash Security Deposits .471

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Unit 12: Security Deposits

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Lesson: Cash and Non-Cash Security Deposits Lesson Overview This lesson gives you an overview of the two types of securities in Contract Accounts Receivable and Payable.


Explain how cash and non-cash security deposits are processed in Contract Accounts Receivable and Payable.

Business Example You assess the credit rating of your business partner and you agree with them that a cash security deposit is required. • •

A request for cash security deposit is created for the business partner in the system. After the incoming payment, the request for cash security deposit is cleared and accounted for as a down payment.

Figure 356: Security Deposits

The system supports the request and handling of cash and non-cash security deposits of business partners.

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Lesson: Cash and Non-Cash Security Deposits

Non-cash security deposits can be bank guarantees, mortgage bonds, or savings accounts that are stored as security deposits. Cash security deposits are managed as payables, which can be settled according to certain criteria. A cash security deposit is requested automatically and, when the payment method is changed in the contract account, the cash security deposit is changed by the function module in event 1025.

Figure 357: Cash Security Deposits

Cash security deposits can be paid out or cleared as long as the cash security deposit is released. The program RFKK_SECURITY_RELEASE is available for releasing security deposits (menu: Periodic Processing → For Contract Accounts → Security Deposits → Release). Non-cash security deposits can be returned or cashed. Non-cash security deposits can be returned or cashed. Interest must be calculated for cash security deposits.

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Lesson Summary You should now be able to: • Explain how cash and non-cash security deposits are processed in Contract Accounts Receivable and Payable.

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Lesson: Request, Payment and Settlement of Cash Security Deposits

Lesson: Request, Payment and Settlement of Cash Security Deposits Lesson Overview This lesson is intended to provide a more detailed view on the process of cash security in contracts accounts receivable and payable.


Request and settle cash security deposits.

Business Example

Figure 358: Request Cash Security Deposit

SAP Menu: Account → Security Deposit → Create 1.

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The cash security deposit is created either manually or automatically in the Utilities Industry component when a collection is entered in the system. The cash security deposit has the status Requested. A request document is a statistical document with a document header and a line item


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Using the function module FKK_EVENT_0820_PAYMFORM_DET, you can create a payment form number automatically when you create a cash security deposit request. 2. 3.

4. 5.

As long as the request document has not yet been cleared, you can reverse the security deposit. A deposit that has been reversed cannot be used again. If you receive a (partial) cash security deposit payment and this clears the request document either completely or partially, the status changes to (Partially) Paid. When the valid for date is reached, or when an early manual release occurs, the status changes to Released. If the cash security deposit payment is cleared by repayment or settlement against open receivables, the end status Returned is reached. In the menu under Periodic Processing → For Contract Accounts → Collateral → Release, you can use the report RFKK_SECURITY_RELEASE to release the securities.

1.

Non-cash security deposits are created manually. When you save the security deposit, the status Requested is given. Further processing is triggered by changing the status. For non-cash deposits, you can define the status in Customizing. For each change of status, a BOR event is triggered; this can start a workflow, whereby you have to model your own workflows.

2.

2.You can display an overview of all security deposits. To do this, choose one of the following paths: Roles: Cash Security Deposits/Security Deposits (SAP_FI_CA_CASH_DEPOSIT) → Security Deposit Statistics Report SAP Menu: Periodic Processing → For Contract Accounts → Collateral → Statistics You can select using the following criteria: Start date Return date Cash Security Deposits Non-cash security deposits Status of security deposits in the case of non-cash security deposits For event 0860, you can define follow-on actions for security deposits that meet certain criteria. For example, that a clerk retrieves a non-cash security deposit from storage if the return date is reached within the next week.

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Figure 359: Process Cash Security Deposit

SAP menu: Account → Security Deposit → Display or Change Enter the number of the security deposit required and select Continue. The following table lists the functions available when changing or displaying a security deposit. Functions with Display and Change

Menu path

Important information

Print notification

Environment → Form Printing

A request form is printed as sample

Reverse

Edit → Reverse

A deposit that has been reversed cannot be used again.

Release cash deposit

Edit → Release

The clearing restriction of the cash security deposit payment is removed. This means that the payment can now be cleared.

Functions only with Change

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Functions with Display and Change

Menu path

Release cash security deposit in part

Edit → Release Partially You can offset the released portion or pay it out if a payment method is defined in the partial release. Prerequisite for partial release:The status must be either Paid or Released Partially.

Change amount of cash security

Edit → Clear Remaining You can subsequently Receivable → Clear New reduce the amount of the cash security deposit Receivable receivable deposit using the Remaining Receivable function, or increase it using the New Receivable function. In the case of the New Receivable, part of the original receivable is written off, in the second case a new cash security deposit receivable is posted with reference to an existing cash security, provided that this has not been reversed or released. The Clear Remaining Receivable function refers to all cash security requests in the contract that are still open. A release means that all security deposits are released.

Post new receivable

Edit → New Receivable


Important information

Instead of creating a new security deposit, you can post a new receivable. You can define the same amount of information (such as request reason) as is the case when creating a new security deposit.

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Activities If you want to automatically release and create cash security deposits when the payment method in the contract account changes, define an installation-specific function module for event 1025 in the Implementation Guide for Contract Accounts Receivable and Payable under Program Enhancements → Define Customer-Specific Function Modules. To do this, copy the function module FKK_EVENT_1025_DEPOSIT_CHANGE and adjust the copy to meet your requirements, for example, the amount of the cash security deposit requested, the currency, the request reason, and the reversal reason. Example If a direct payer changes his payment method to bank collection, all of the cash security deposits in the contract account of the business partner are released automatically, since there is no longer any reason to retain the security deposit. However, if a business partner who has previously paid his receivables by bank collection becomes a direct payer, you can automatically request a cash security deposit.

Figure 360: Release Cash Security Deposit

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Figure 361: Security Deposits: Posting (1)

[1] Posting the request for the cash security deposit in PSCD: • •

The cash security deposit is posted statistically so that no transaction relevant to the general ledger is generated. A notification containing the requested amount, the terms and methods of payment, etc. can be generated.


[2] Posting incoming payment in FI. The business partner pays by bank transfer.

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[3] Allocation of the payment in PSCD and FI. When payment is allocated to the request for the cash security deposit, credit corresponding to the payment amount is posted. The statistical request is cleared.

Figure 364: Interest Calculation for Cash Security Deposits

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The way in which the interest key for a cash security payment is determined differs to the standard way of calculating interest on items: • •

If an interest key is specified in a payment, this is the one that applies. If no interest key is specified in a payment, the system tries to determine a key from the relevant security deposit. If no interest key can be found, no interest calculation takes place.

An interest lock at the level of contract account-dependent data is not considered during the calculation of interest on cash security deposits. To calculate interest on individual cash security deposit payments, choose one of the following paths: • •

SAP menu: Account → Security Deposit → Interest Calculation The procedure is similar to posting debit and credit interest. SAP Menu: Periodic Processing → Collateral → Interest for Cash Security Deposit

You can display cash security deposit interest that has been posted in the security deposit maintenance. In the menu under Environment → Interest Calculation List, you can display an overview of the interest run.

Figure 365: Security Deposits: Customizing

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Lesson Summary You should now be able to: • Request and settle cash security deposits.

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Unit Summary

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Unit Summary You should now be able to: • Explain how cash and non-cash security deposits are processed in Contract Accounts Receivable and Payable. • Request and settle cash security deposits.

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Unit 13 Correspondence Unit Overview This unit gives the participants an overview of correspondence creation in Contract Accounts Receivable and Payable.

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

Define and explain the different types of correspondence in Contract Accounts Receivable and Payable Configure and handle correspondence. Explain the principles of the print workbench. Create and print bank statements Create an invoice

Unit Contents Lesson: Lesson: Lesson: Lesson:

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Definition and Types .................................................482 Handling and Customizing ..........................................489 The Print Workbench.................................................497 Exercise on Correspondence Handling............................502


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Lesson: Definition and Types Lesson Overview This lesson gives you an overview of the correspondence types in Contract Accounts Receivable and Payable.


Define and explain the different types of correspondence in Contract Accounts Receivable and Payable

Business Example Your company wishes to create account statements and other correspondence in Contract Accounts Receivable and Payable.

Figure 366: Correspondence: Definitions

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Lesson: Definition and Types

Figure 367: Correspondence: Use

SAP provides several correspondence types, for example: • •

Business Partner Statement = All open items that were posted after the last business partner statement (event 1913) Account Information = All items for a certain contract account

Use business partner statements if for example: •

•

Several contract accounts exist for a business partner and you only want to use one correspondence to inform your business partner of the status of the account relationship. Several contracts exist for one business partner and you only want to use one correspondence to inform the business partner of the status of the customer relationship.

Use balance notifications if for example: • •

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External auditors want to inform a group of customers about the current status of their customer accounts. Customers must be informed about the account balance once in each period (requirement in specific countries).


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Figure 368: Correspondence Types (1 of 2)

The account statement is a correspondence type whose output cannot be influenced by user selections. For example, if the user requests an account statement for contract account ABC then he will receive output that consists of all of the items that have been posted against this account (you cannot specify any limiting search criteria when viewing this type of correspondence). The account information contains exactly those items that were selected in the account balance display (transaction FLP9). The bill processing function is used to inform business partners of receivables for which you are responsible and to send them printed payment requests. The business partner then pays for the open items listed. Bill processing is a mass activity fully integrated in the Correspondence component. A bill groups all open items into a payment amount. The bill with this amount is then sent to the customer. Depending on your customizing settings, the notification sent to the customer is a printed bill with (or without) an attached payment document.

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Figure 369: Correspondence Types (2 of 2)

You can define your own correspondence types. You can now set the application form that you want to use for all individual correspondence.

Figure 370: Bill Creation (IS-PS-CA)

The system uses the payment program to determine which items should be included in bill processing.

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The system checks whether you have maintained an incoming payment method. If you have, this allows you to initiate payment yourself and you need not bill your business partner. If not, then the system will include the open items in the billing run. The basic steps are as follows: • • • • • •

Those open items that have not been printed on a bill are selected Open items are grouped and the bill type is determined (from the master data) No bill is created if a lock is active A unique bill number (payment form number) is created The open items are saved under this number A correspondence header is stored

Depending on what is stored in the master data, different bill types can be printed. The bill type determines the items to be printed and what the bill looks like. Additional texts should be added to the bill at the time of printing (PSCD Print Workbench) by an exit in the application form. You can define whether the mass activity for creating bills only groups together items for bills that have no incoming payment method (as was the case until now), or whether all items, irrespective of their payment method, are included (event 0600, FMCA_INV_ALL_ITEMS_0600).

Figure 371: Correspondence Type Configuration

Recipient control is set at the level of correspondence type. For example, you can specify for a given correspondence type that no alternative recipient is allowed.

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There are two necessary events associated with a correspondence type. The first is a “print” event (function module that is needed to print a correspondence request for a given correspondence type after the correspondence container has been read). The other is a “generation” event (function module needed to create or generate a correspondence request). The other settings control which application area can use a given correspondence type and/or if the correspondence type event is periodic, and so on.

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Lesson Summary You should now be able to: • Define and explain the different types of correspondence in Contract Accounts Receivable and Payable

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Lesson: Handling and Customizing

Lesson: Handling and Customizing Lesson Overview This lesson gives you an overview of the task of a correspondence container in Contract Accounts Receivable and Payable.


Configure and handle correspondence.

Business Example

Figure 372: Underlying Concept

The correspondence “data container” is a set of tables (technical tip: the main one is DFKKCOH); each entry within this table represents an object that can be sent to a business partner. The printing run is done in a separate step within the menu “correspondence”. From the correspondence data container, you can select any data that you wish to print.

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It is recommended that printing be carried out not too long after correspondence is generated. For example, if there is a significant delay in the printing of the generated dunning notices, customers may be dunned who have paid their balances in the meantime.

Figure 373: Handling Correspondence Data

Correspondence data is stored in an abstract manner. Key data from dunning, returns, account statements etc., are all stored in the same location. In general, the data container references additional data that resides in the originating program.

Figure 374: Additional Features of Correspondence

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Correspondence History: Stores information about all correspondence, including inbound correspondence. History features – Archiving of correspondence; pixel viewer for letters. The pixel viewer is a viewing tool similar to Acrobat Reader used to read optically archived documents. Introduction of additional print options such as “shipping control”. In shipping control you define the underlying options for shipping. Shipping control is primarily used by the correspondence variants. The correspondence variant summarizes correspondence type in order to control periodic correspondence and can be assigned to contract accounts at contract account and business partner level.

Figure 375: Correspondence control

If an entry exists in the “Correspondence Recipient” field then this business partner will replace the original recipient in all cases except if any specific correspondence types are defined to go elsewhere (for example, recipients for individual correspondence types). If the “Alternate or Additional Correspondence Recipient” flag specifies whether a correspondence recipient is acting as substitute for the original recipient. If this flag is not selected, then any partners listed will receive a copy of the correspondence. If the flag is selected, only the alternative correspondence recipient receives a copy. The correspondence is not sent to the actual business partner.

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Figure 376: Correspondence Output Options

You select the print setting via the appropriate indicator in print dialog. There are five possible settings: • • • • •

* SAPscript Formu settings are essential X Raw data interface (output mode: spool) I Raw data interface (output mode: IDoc) S Raw data interface (output mode: spool (simple RDI)) - Formatting by SAPscript (OTF)

Raw data is sent to the print workbench and processed there, instead of creating separate forms in each program.

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Figure 377: Creation of Correspondence: Overview

General steps for creation of correspondence: • • • •

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Correspondence requests are created using business transactions or correspondence runs. Reference data is stored in the correspondence container. Select the correspondence data from the correspondence container and prepare the data for print out via a correspondence print run. Print out of correspondence data via SapScript, print-workbench, or use the raw data interface to print via an external printing system.


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Figure 378: Customizing of Correspondence Variants

(Correspondence) charge schedules are charges that can be set per correspondence type. For example, if you wanted to charge your customer a small fee for re-invoicing you would configure a charge schedule and then enter it in the correspondence variant. Dispatch Control is used to send a document, such as an invoice or dunning notice, in different forms and in multiple copies (for instance by email or fax). Customizing of dispatch control is performed in the “print workbench” area of the IMG (General Application Functions>Print Workbench>Shipping Control). You can assign correspondence variants to contract accounts and/or contract objects. The control parameters defined in a correspondence variant are evaluated when the correspondence is created. All “periodic” correspondence (for example, type 0002 – account statement) must be defined in the correspondence variant.

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Figure 379: Correspondence: Customizing

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Lesson Summary You should now be able to: • Configure and handle correspondence.

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Lesson: The Print Workbench

Lesson: The Print Workbench Lesson Overview This lesson gives you an overview of the purpose of the print workbench in Contract Accounts Receivable and Payable.


Explain the principles of the print workbench.

Business Example

Figure 380: The Print Workbench

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The print workbench is not a replacement for SAPscript/Smart Forms. It is simply a tool enabling you to work with SAPscript/ Smart Forms and PDF-based forms more easily. The print workbench offers an improved means of creating of forms. In addition, it makes data retrieval flexible and easy to understand. The print workbench separates data retrieval from the layout design of a form and makes creating and maintaining forms easier. You can find more details about the Print Workbench in the documentation for SAP component CA-GTF-PWB.

Figure 381: Overview

The form class library is created by an SAP developer and represents a “super-set” of data that is available for use in an application form. It is also an ABAP program and its coding is copied to the print program when generated. In the application form you define the sequence of text modules. The business partner determines what data is printed on a specific piece of correspondence. The SAPscript/Smart Form is an independent object. Itis used to define where and how data defined in the application form is to be printed.

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Figure 382: The Form Class

Form classes form the basis for all forms of the print workbench. The form classes are updated every time the system is updated by SAP.

Figure 383: The Application Form

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In the print workbench, in addition to SAPscript, you can also use Smart Forms to create and maintain application forms. The previous use of SAPscript is not affected by this function enhancement. Smart Forms have the following advantages over SAPscript: • • • • • • •

More flexible creation of form layout (for example, with tables and templates) More efficient creation and maintenance of forms (reduces the time by half) Form adjustment without programming knowledge as a result of completely graphical user interface Web publishing using a generated XML output Performance improvement Clear separation between data selection, form preparation, and form logic XML-based SAP standard interfaces (XSF, XDF) for external further processing

As of release ERP 2005 the print workbench supports the use of PDF-based forms for creating and issuing outgoing standardized correspondence. SAP therefore provides the new form category PDF-based form for application forms. You can use the new XML-based raw data interface (XFP) for PDF-based forms to prepare raw data outside of the SAP system. Existing implementations in SAPscript and Smart Forms are not affected by this change.

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Lesson Summary You should now be able to: • Explain the principles of the print workbench.

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Lesson: Exercise on Correspondence Handling Lesson Overview


Create and print bank statements Create an invoice

Business Example Your business partner requires a bank statement. You create the required account statement and use a test print to check whether the bank statement contains the relevant data. Your business partner requires a parking permit for his new car. The parking permit costs 50 EUR. You post an acceptance request and generate a bill that you forward to your customer.

Task 1 Generate an account statement for the contract account 'property taxes and fees'. •

• • •

• •

•

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Since account statements are usually generated periodically, you can find the transaction under “PERIODIC PROCESSING → FOR CONTRACT ACCOUNTS → CORRESPONDENCE → CREATE ACCOUNT STATEMENTS ”. To create the account statements, enter the current date in the Date ID field and enter your group number “GR##” in the Identification field. On the “General Selections” tab page, enter your business partner and the company code “0001”. To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. Save your entries. The next step is to execute the program. To do this, choose “Schedule Program Run”, select “Immediately” and then execute the program run by choosing “OK”. Choose “Refresh” (directly under the detail status) until the system displays a message telling you that the job has finished.


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Lesson: Exercise on Correspondence Handling

• •

•

• • •

•

• • •

Choose “Application log” and look at the message texts. The correspondence container is now filled with the data required to create the account statement based on the correspondence run that you started previously. To execute the correspondence print, go to “PERIODIC PROCESSING → FOR CONTRACT ACCOUNTS → CORRESPONDENCE → PRINT (FPCOPARA)”. To create the account statements, enter the current date in the Date ID field and enter your group number “GR##” in the Identification field. On the “General Selections” tab page, enter your business partner and the company code “0001”. On the “Correspondence selection” tab page, choose correspondence type “0002” and on the “Print Parameters” tab page choose output device “LOCL” and “test print”. To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. Save your entries. Execute the program directly (see above). Go to the “Logs” tab page and when you see that the correspondence print has finished, go to your spool entry by choosing SYSTEM → OWN SPOOL REQUESTS. Choose “Display contents” (glasses icon) to display the printout.

Task 2 1.

Post an acceptance request of 50 EURO for your contract object 'parking fees' with the due date DD/MM+1/YYYY. • • •

To do this, go to POSTING → REQUEST → EDIT REQUEST (FKKORD1). Select the request category “Acceptance request” and choose “Create” (sheet of paper icon) to enter the posting data. Enter company code “0001”, your business partner and your contract object for the parking fees, the main transaction/subtransaction “4010/0400”, the amount of 50 EURO and the due date DD/MM+1/YYYY. Approve the request.

2.

Ensure that you have set assigned correspondence variant 01 and invoice type 01 to your contract object for parking fees and that you have set the correspondence parameter indicator for the contract object as active. •

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To do this, go to MASTER DATA → CONTRACT OBJECT → EDIT CONTRACT OBJECT (PSOBWORK)


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• •

3.

Select your contract object. Choose “Change” (pencil icon) and double-click your business partner in the tree structure. • Go to the “Correspondence” tab page. Choose “PERIODIC PROCESSING → FOR CONTRACT ACCOUNTS → CORRESPONDENCE → GENERATE INVOICES” (FMCAM2). •

4.

To create the invoice, enter the current date in the Date ID field and enter your group number “GR##” in the Identification field. • On the “General Selections” tab page, enter your business partner and the company code “0001”. • On the “Detail Selections” tab page, set the net due date interval from 01.01.YYYY to DD/MM+1/YYYY. • To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. • Save your entries. • Execute the program directly (see above). • You can display the data that you have created by choosing ENVIRONMENT → INVOICE HISTORY in the current menu or by following the menu path ACCOUNT → FURTHER INFORMATION → INVOICE HISTORY to go to the invoice that you have created. You can also print the invoice. •

•

• • •

•

• •

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The correspondence container is now filled with the data required to create the invoice based on the correspondence run that you started previously. To execute the correspondence print, go to PERIODIC PROCESSING → FOR CONTRACT ACCOUNTS → CORRESPONDENCE → PRINT (FPCOPARA). To create the account statements, enter the current date in the Date ID field and enter your group number “GR##B” in the Identification field. On the “General Selections” tab page, enter your business partner and the company code “0001”. On the “Correspondence selection” tab page, choose correspondence type “P004” and on the “Print Parameters” tab page choose output device “LOCL” and “test print”. To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. Save your entries. Execute the program directly (see above).


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Lesson: Exercise on Correspondence Handling

•

•

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Go to the “Logs” tab page and when you see that the correspondence print has finished, go to your spool entry by choosing SYSTEM → OWN SPOOL REQUESTS. Choose “Display contents” (glasses icon) to display the printout.


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Lesson Summary You should now be able to: • Create and print bank statements • Create an invoice

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Unit Summary

Unit Summary You should now be able to: • Define and explain the different types of correspondence in Contract Accounts Receivable and Payable • Configure and handle correspondence. • Explain the principles of the print workbench. • Create and print bank statements • Create an invoice

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Unit 14 Further Integration of Contract Accounts Receivable and Payable in SAP Modules Unit Overview This unit gives the participants an overview of the integration of Contract Accounts Receivable and Payable with other SAP applications.

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

• •

• •

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Explain the integration of Contract Accounts Receivable and Payable into other SAP components and applications. Describe the logic that PSCD uses to update Funds Management Describe how account assignment is derived in Funds Management Assign business partners to the vendors and customers Describe the connection between Funds Management and PSCD Describe the update of the financial status from Contract Accounts Receivable and Payable. Explain the integration of SD orders into Contract Accounts Receivable and Payable. Understand the important activities regarding the business partner and the integration of other SAP applications with Contract Accounts Receivable and Payable. Explain how to derive segments for the new general ledger accounting from Contract Accounts Receivable and Payable. Explain the principles of risk-based customer segmentation and credit risk monitoring in SAP Credit Management and its integration into Contract Accounts Receivable and Payable. To explain the main features of financial customer services in the IC WebClient based Financial Customer Care. Explain the PSCD content for Business Intelligence.


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Unit 14: Further Integration of Contract Accounts Receivable and Payable in SAP Modules

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Explain the outbound interface for postings in Contract Accounts Receivable and Payable

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

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Lesson: Overview of the Integration of Contract Accounts Receivable and Payable

Lesson: Overview of the Integration of Contract Accounts Receivable and Payable Lesson Overview This lesson provides several examples of how Contract Accounts Receivable and Payable can be integrated into other SAP applications.


Explain the integration of Contract Accounts Receivable and Payable into other SAP components and applications.

Business Example

Figure 384: Integration: Overview

SD billing documents can be transferred directly to PSCD subledger accounting. You can use a standardized IDoc interface to import invoice documents from external billing systems into PSCD where they can then be processed. Tax and Revenue Management (TRM) billing documents and invoices can be posted in PSCD (you can transfer billing documents and invoices from TRM into PSCD).

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The postings in PSCD contract accounts can trigger immediate posting in the Cash Management (TR-CM) application component. Postings from subledger accounting are transferred regularly (for example, daily) to the general ledger. Additional account assignments from cost accounting are included, and forwarded to the specified account assignment object. The CO-PA component is supplied with the necessary information from the invoicing applications for different update types. This information is transferred regularly using transfer reports that are triggered in PSCD. The integration in Financial Supply Chain Management improves customer-oriented processes. Business partners can use the Biller Direct component to check invoices and initiate payments (as well as other functions) on the Internet. Companies can use this information channel to interact with their customers. The Credit Management component enables you to carry out risk-based customer segmentation and credit risk monitoring. Extractors for open and cleared PSCD items and other debit-relevant information exist for SAP Business Information Warehouse (BW). The integration of PSCD in Customer Relationship Management (CRM) makes it possible to process receivables in Financial Customer Care efficiently.

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Lesson: Overview of the Integration of Contract Accounts Receivable and Payable

Lesson Summary You should now be able to: • Explain the integration of Contract Accounts Receivable and Payable into other SAP components and applications.

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Lesson: Funds Management Lesson Overview After completing this lesson you will be familiar with the logic that PSCD uses to update Funds Management. You will be able to explain how account assignment is derived in Funds Management and how to assign business partners to the vendors and customers. You will also be able to describe how Public Sector Management (PSM) and PSCD are connected.

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

Describe the logic that PSCD uses to update Funds Management Describe how account assignment is derived in Funds Management Assign business partners to the vendors and customers Describe the connection between Funds Management and PSCD

Business Example Certain companies and organizations use Funds Management for budgetary control and reporting. All postings should be updated automatically in Funds Management (FM) to • •

Meet the legal requirements for reporting Increase the expenditure budget in accordance with receipts

Your company therefore wants to use the active availability control.

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Lesson: Funds Management

Funds Management Integration

Figure 385: Funds Management Integration: Structure in FM

Funds Management is activated by the FICA_FM switch (FI-CA, Funds Management). The FM table fields are then activated automatically by the structures SI_FKKFMOP and SI_FKKFMOPK. These structures replace the customer includes CI_FKKFMOP and CI_FKKFMOPK. Note that if you have already integrated Contract Accounts Receivable and Payable with Funds Management, the FICA_FM indicator (FI-CA, Funds Management) is activated when you upgrade to ERP 2005. New FM table fields are added during this upgrade and this leads to activation errors because these fields now exist twice. You must delete the duplicate fields from the customer includes CI_FKKFMOP and CI_FKKFMOPK after the upgrade. See SAP Note 834815 for the steps you need to take.

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Figure 386: Funds Management Integration

You must specify an FM account assignment in the items. If you do not specify an FM account assignment, the Customizing settings mean that it is determined automatically by the derivation tool (transaction FMDERIVE) when you save the data. Each document is classified according to a transaction class and also contains an FM category. This category decides whether an item is to be updated in FM. The line items are summarized and transferred to the general ledger and FM by the report RFKKGL00. The FM account assignment is a criterion that is used for summarization. The business partner items and the general ledger items must be balanced according to the account assignment before they can be posted in PSCD. To activate FM, you must activate the customer includes for the FM fields. In Customizing, go to: Financial Accounting → Contract Accounts Receivable and Payable → Integration → Funds Management (PSM-FM). Payment reconciliation with FM can only be carried out for posted and transferred reconciliation keys. Restriction: Taxes can be updated only for the same commitment item as the receipt item (net update).

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Figure 387: Funds Management Integration

Figure 388: FM Update Logic: Interpretation of Documents

The FM account assignment and FM category are also saved in the totals table DFKKSUM. When the totals table DFKKSUM is posted in FI, the system generates FM document line items from the FM categories. The transaction class is determined automatically according to the business transaction and G/L account that are used. The transaction class is saved in the document header.

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When the FM value type is updated in FM, the FM category is interpreted. Example: A line with FM value type (54) is generated for invoice (B). For paid invoice (B), the invoice (54) is broken down in FM and the payment line (57) is generated. For FM category "Payment on Account", just one payment line (57) is generated for the template FM account stored in FM.

Figure 389: Fiscal Year Change in PSCD

For each account assignment, the report “Transfer Open Items from PSCD” (RFKKFMCF) carries forward the amounts of the open document in FM from the old to the new FM fiscal year. This means that the new fiscal year change is not carried out on a document-by-document basis; instead, it is carried out on a totals basis for each account assignment according to certain fields at the time of the carryover into the new fiscal year. The restriction is made according to the value types invoice, down payment and clarification worklist. You can execute the report several times and a new carryover document is generated with each run when you do so. Activating Funds Management Integration: Step One • •

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Activate the Funds Management fields for the document field tables as described in Customizing (DFKKOP, DFKKOPK). Assign the corresponding commitment items (financial transaction 30,60,90) to the corresponding general ledger accounts.


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Activating Funds Management Integration: Step Two •

The following derivation rules must be maintained in transaction FMDERIVE: – –

– – –

–

Derivation for the commitment item with financial transaction 60/2 for the reconciliation accounts that are used in the PSCD environment. Derivation for the commitment item with financial transaction 30 for certain main transactions and subtransactions (for example, 0060/0100 payments on account). The “Payment” indicator must be set for main transactions and subtransactions that represent payment transactions. Derivation for commitment item with financial transaction 90 for bank accounts and bank clearing accounts. Derivation for the commitment item with financial transaction 50/3 for the clarification accounts that are used in conjunction with the clarification process. See SAP Note 686383 for further information.

Derivation Tool • •

Predefined derivation rules Derivation steps

Figure 390: Derivation Types

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Figure 391: Assignment

Figure 392: Define Derivation Rule

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Figure 393: Table Access

Figure 394: Derivation of FM Account Assignments

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Fund Accounting

Figure 395: Fund Accounting in PSCD

Figure 396: Example of Posting in PSCD

When Funds Management is active, Contract Accounts Receivable and Payable splits the Funds Management account assignments into expenditures and receipts.

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Lesson Summary You should now be able to: • Describe the logic that PSCD uses to update Funds Management • Describe how account assignment is derived in Funds Management • Assign business partners to the vendors and customers • Describe the connection between Funds Management and PSCD

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Lesson: Cash Management Lesson Overview This lesson gives you an overview of the integration of Cash Management and Overhead Cost Controlling with Contract Accounts Receivable and Payable.


Describe the update of the financial status from Contract Accounts Receivable and Payable.

Business Example

Figure 397: Integration Treasury - Cash Management

This update is made immediately when you post a document in PSCD. This means that the liquidity forecast and cash position in Cash Management are always up-to-date.

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Lesson: Cash Management

In the contract account master record you can define the following data for updating the liquidity forecast: •

Planning group This way, contract accounts with collection authorization can be considered separately from contract accounts to be paid on demand. They are proposed when you enter the document.

•

Additional days These days are considered when determining the expected cash receipt date. The due date for net payment or the cash discount date is used as the baseline date for this.

You define a planning level in the G/L account master record for G/L accounts which require the cash position to be updated. The system determines the planning level when you post the document and enters it in the G/L item. There may be wait times for mass postings that run in parallel processes due to competing accesses when the data for Cash Management is being updated. PSCD provides a parallel update mode for these postings that you can activate for specific types of mass runs in the IMG under Technical Settings → Activate Parallel Update of Cash Management. The update of Cash Management then occurs at the end of a process. If the process is terminated before Cash Management is updated, the update occurs when you close the respective reconciliation key.

Figure 398: Treasury: Determination of Planning Level

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Figure 399: Integration Controlling

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Lesson: Cash Management

Lesson Summary You should now be able to: • Describe the update of the financial status from Contract Accounts Receivable and Payable.

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Lesson: Contract Accounts Receivable and Payable and SD Integration Lesson Overview This lesson gives you an overview of the integration of SD in Contract Accounts Receivable and Payable.


Explain the integration of SD orders into Contract Accounts Receivable and Payable.

Business Example

Business Partner: SD customer and BP in PSCD •

• •

When you create a contract partner in PSCD, it is possible to create an SD customer in the background at the same time. The standard customer can: – Take advantage of services – Purchase goods A standard customer is created based on a predefined reference customer Different integration scenarios are possible: –

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You can post SD billing documents in PSCD.


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Lesson: Contract Accounts Receivable and Payable and SD Integration

Figure 400: FI / SD Integration: Standard Process

Figure 401: Integration: SD Billing Document

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Figure 402: What is to be done for SD Integration

Transfer of SD billing documents to PSCD Prerequisites If you want to transfer SD bills to Contract Accounts Receivable and Payable, you must make various settings in the implementation guides for both Contract Accounts Receivable and Payable and Sales and Distribution (SD). You define for each account group whether a billing document is to be transferred to accounts receivable accounting (FI-AR) or to Contract Accounts Receivable and Payable (PSCD). You specify in the account group whether the relevant customers are to be transferred to FI-AR or PSCD during SD billing. Prerequisites in Sales and Distribution The receivables accounts for Contract Accounts Receivable and Payable must be defined in the reconciliation account determination in Sales and Distribution (see the IMG structure: Sales and Distribution → Basic Functions → Account Assignment/Costing -> Reconciliation Account Determination). The customer master record must contain a reconciliation account for customers (in the FI-AR sense), even if you do not want to transfer to FI-AR. Due to the general checks during transfer, you have to enter a reconciliation account for customers (in the sense of FI-AR reconciliation accounts) in the company code relevant data for customers. When entering an SD order, you must select a contract account. This contract account must be assigned to the PSCD business partner. If precisely one contract account exists for the payer, then this is automatically transferred to the order. Prerequisites in Contract Accounts Receivable and Payable

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When you create a business partner for the customer in Contract Accounts Receivable and Payable, you must specify an SD sample customer so that the SD views required for creating the order are available in the background. An SD customer is created whose customer number is identical to that of the PSCD business partner. The activation of the transfer from SD to PSCD occurs at customer account group level, that is, for each account group, you define whether you want the SD billing documents for these customers to be transferred to FI-AR or PSCD (see the IMG structure for Contract Accounts Receivable and Payable Integration → Sales and Distribution → Define Posting to PSCD for Customer Account Groups ). Note that when you create an order you can only enter customers from one of the two account groups as being the payer. This means only customers that trigger a posting in FI-AR during billing or customers that trigger a posting in PSCD. Note that you cannot activate the SD/PSCD transfer for one-time account groups. The main and sub-transactions used in Contract Accounts Receivable and Payable are derived from the SD bills during transfer (see IMG structure for Contract Accounts Receivable and Payable Integration → Sales and Distribution → Derive Main/Sub-Transaction With SD Information). The document type with which SD bills are posted in Contract Accounts Receivable and Payable is derived from the SD bills during transfer (see IMG structure for Contract Accounts Receivable and Payable Integration → Sales and Distribution → Derive Document Type with SD Billing Doc Data). At event 4000, you can supplement the billing data (see IMG structure for Contract Accounts Receivable and Payable Program Enhancements → Define Customer-Specific Function Modules). Features Automatic reconciliation key determination The reconciliation key is determined automatically during transfer of SD bills. There is no difference between individual bills or mass runs. In both SD billing methods the reconciliation key is assigned according to the same procedure. Composition of reconciliation key: SDxxxxyyy_zz Component Description XXX Current year YYY Current day in year ZZ Sequential number

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A new reconciliation key is given to SD bills for every day of the year. If this reconciliation key is closed during the course of the day or if two processes try to open the same reconciliation key simultaneously, a new or a second reconciliation key is opened with the next higher sequential number. Reconciliation keys generated this way are only permitted for posting SD bills. The reconciliation key is not closed automatically. Automatic determination of reconciliation account The reconciliation account is determined automatically when SD bills are created for Contract Accounts Receivable and Payable. (See the IMG structure for Sales and Distribution Basic Functions → Account Assignment/Costing -> Reconciliation Account Determination). Default value for payment conditions In the SD order the default value for payment conditions is derived from event 4010 in Contract Accounts Receivable and Payable, provided that a corresponding function module has been defined at this event. If no function module has been defined or if no default value can be found, then the payment conditions are determined in the standard SD manner. Contract account in the order In the SD order, the contract account field has been included as a new entry field for Contract Accounts Receivable and Payable. This field is in both the header and in the item section of the order. The SD business partner, for whom the contract account is specified, is the order payer. If precisely one contract account exists for the payer, then this is automatically transferred to the order. If more than one contract account exists, then a selection list appears when you create the order. In this way it is possible to specify a payer / contract account combination for each order item. In the billing document, the billing documents are split up for different contract accounts. In the order header, the contract account is entered from the accounting view. From the accounting viewpoint, the following entry fields are not considered during transfer to Contract Accounts Receivable and Payable: Dunning key Dunning block Payment  method Allocation For event 4040, you can restrict the selection of contract accounts when you create/change an SD order. Business area determination

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In the SD order the default value for the business area is derived from event 4020 in Contract Accounts Receivable and Payable, provided that a corresponding function module has been defined at this event. If no function module has been defined or if no default value can be found there, then the business area is determined in the standard SD manner. Restriction on the payment conditions that can be used Due to the payment controls in contract accounts receivable and payable (cash discount deadline + cash discount % / due date for net payment), you cannot use all standard FI terms of payment. The following restrictions apply: You can only define one cash discount period. The second cash discount period is interpreted as the net payment due date, and must have the cash discount percentage 0.00. The the terms of payment must be defined and valid for the whole month. Installment payment conditions are not supported. The check to see whether a term of payment is suitable for use with PSCD takes place when allocating the term of payment in the sales area data - customer billing - and during entry in the SD order. Reconciliation CO-PA and FI-GL Reconciliation between the individual components can only be made for closed posting periods and for points in time at which all Contract Accounts Receivable and Payable reconciliation keys have been transferred completely to the general ledger. Completing a document The customer line items from the SD billing document transferred to the accounting interface are enhanced with the following information: General information (for example, reference specifications) Information from the contract account (for example, account determination ID) Information on main transactions and subtransactions for each company code and division (for example, dunning notices, interest, payment) The business partner items are determined from the customer line items. This takes place in contract accounts receivable and payable. The information is derived using event 4000, which is called to enhance customer line items and G/L account items. The main transactions and subtransactions of a PSCD document are determined in event 4030. In this event you have access to all of the information in an SD billing document, which means that transaction determination here is more detailed than in Customizing.

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Down Payment Requests/Down Payment Clearing You can use the functionality implemented in SD for creating down payment requests from billing plans as well as the subsequent down payment clearing for down payments made. Billing External Transactions You can use the function for billing external transactions. For this, the contract account must also be included in the communication structures. Reversing SD billing documents When reversed bills are transferred to accounting, the accounting documents arising out of this are flagged as reversed and the open items are cleared immediately. If this cannot be done, an accounting document is created that has a reversed +/- sign. This may happen, for example, if the bill has already been cleared or if the payment order has already been created. No Reversal of SD Bill in the Case of Subrogation If the customer changes and the receivables (open items) are transferred, the SD bill can no longer be reversed. The bill cannot be reversed as the open item(s) were cleared in Contract Accounts Receivable and Payable with reason 21 (subrogation). Displaying PSCD documents In the document flow for Sales and Distribution (SD), you can display PSCD documents and archived PSCD documents.

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Lesson Summary You should now be able to: • Explain the integration of SD orders into Contract Accounts Receivable and Payable.

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Lesson: Customer/Vendor Integration (Master Data, SD and Vendor Interface) Lesson Overview This lesson describes important activities regarding the business partner and the integration of other SAP applications with Contract Accounts Receivable and Payable.


Understand the important activities regarding the business partner and the integration of other SAP applications with Contract Accounts Receivable and Payable.

Business Example

Figure 403: Business Partner and Roles: Example

For some processes, both PSCD master data and master data from FI and SD are required, for example, the customer or the vendor. The corresponding tools are available with role SAP_FMCA_BP_EXT.

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Lesson: Customer/Vendor Integration (Master Data, SD and Vendor Interface)

These tools link the SAP business partner with the SD customer and FI customer/vendor and enable you to use the business partner transaction to maintain the master data centrally. If you require this integration, only the transactions mentioned below should be used to maintain the center data. You sould ensure this is the case by using relevant authorizations. MM/SD-specific functions are still maintained in the corresponding MM/SD transactions. We recommend that you check that the field status between business partner and SD/FI Customizing corresponds. (BUCG, BUCH, BUCI) FMCAC1 creates the FI/SD customer and the business partner in the contract partner role. FMCAC1 creates the FI vendor and the business partner in the contract partner role. In addition, a contract account is created. FLBPD2/FLBPC2 assigns an existing business partner to customers/vendors FLBPD1/FLBPC1 creates a business partner for existing customers/vendors

Figure 404: Vendor Document Interface in the Public Sector

The aim of the vendor document interface is to transfer all vendor documents from accounts payable to PSCD so that they can be paid using the payment run or cash desk. In EA-PS, report RFFMSDCA (transaction RDCA) selects all open payment requests and deductions to payment requests from the component Funds Management Public Sector and transfers the data to the component Contract Accounts Receivable and Payable Public Sector.

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The payment requests are posted as a credit memo and an open item with a minus sign is created. For deductions, a clearing is also carried out with the referenced payment request. The successful transfer of the document to PSCD is logged in the document reference (table FMOPBL in PSCD). After the successful posting in PSCD, the document in EA-PS is written off and the Pay indicator is set. The posting in PSCD and the writing off in EA-PS occur in the special general ledger account “PSCD clearing” that is set up for this interface. As of Release 4.72, you can adjust open payment requests by adjusting the transfer from the component HP Public Sector to the component PSCD.

Figure 405: What is to be done for SD Integration

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Lesson: Customer/Vendor Integration (Master Data, SD and Vendor Interface)

Lesson Summary You should now be able to: • Understand the important activities regarding the business partner and the integration of other SAP applications with Contract Accounts Receivable and Payable.

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Lesson: Integration with the New General Ledger (Segment Reporting) Lesson Overview This lesson gives you an overview of the integration of Contract Accounts Receivable and Payable with the new general ledger and segment reporting.


Explain how to derive segments for the new general ledger accounting from Contract Accounts Receivable and Payable.

Business Example

Figure 406: SAP Solutions in Financial Accounting

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Lesson: Integration with the New General Ledger (Segment Reporting)

As of Release ERP 2005, Contract Accounts Receivable and Payable supports the following functions of the new general ledger accounting. •

Reporting by segments. The balancing per segment occurs, if this is requested, in the accounting interface.

•

Enhancement possibilities of the new general ledger accounting The same restrictions and requirements apply here as for the special ledger.

The following are not supported: • •

Setting up different accounting principles in parallel ledgers Balanced books in all dimensions

Figure 407: Follow-on Posting for Previous Documents

For document items that are created as follow-on postings for other document items (for example, clearing, reversal, returns, interest calculation or write-off), the follow-on items inherit the segment of the triggering item, if possible. During clearing, the segment of an open item is not only passed on to clearing posting but also to cash discounts, payment proposals, exchange rate differences and overdue interest charges that occur as a result of the clearing of this item. If a unique inheritance is not possible, for example, as is the case for dunning charges or returns charges, if possible, the segment is used that has the greatest number of relevant items (for example, dunned items or paid items for returns).

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Figure 408: No Follow-On Posting for Previous Documents

For documents that have no follow-on posting for previous documents (typical example: new receivable), the account assignment segment can be specified during the manual entry and during the transfer using one of the available interfaces. This has priority over the other derivation options specified below. Often, only the business partner items are entered or transferred using the posting interfaces. In this case, the document is completed in the system (for example, the revenue lines and tax lines are completed). If a segment is already specified in the entered/transferred business partner items, this is transferred to the assigned revenue lines.

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Lesson: Integration with the New General Ledger (Segment Reporting)

If no segment is specified, the segment is derived as follows: •

•

•

•

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The system derives the segment from other specifications of the business partner item(s). The determined segment is then passed on to the offsetting items (revenue lines). The system derives the segment from the revenue items and then passes it on to the business partner items. In this case, the derivation occurs using the profit center. Therefore, a profit center must be assigned to an account in the revenue line and a segment must also be assigned to this profit center in the master data record. Only if the segment can be determined from just the combination of company code/general ledger account, is a derivation possible via Customizing even without a profit center. A segment is derived for a specific installation using the new event 0081. Here, you can use individual logic to determining one segment for each item for which the person who created the document has not yet specified a segment. However, segments in bank lines and tax lines are ignored and in this case they are replaced by the value determined in Customizing.


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Lesson Summary You should now be able to: • Explain how to derive segments for the new general ledger accounting from Contract Accounts Receivable and Payable.

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Lesson: Credit Management

Lesson: Credit Management Lesson Overview This lesson describes the integration of risk management and Contract Accounts Receivable and Payable. SAP Credit Management is part of the application SAP Financial Supply Chain Management (FS-CM).


Explain the principles of risk-based customer segmentation and credit risk monitoring in SAP Credit Management and its integration into Contract Accounts Receivable and Payable.

Business Example

Figure 409: SAP Credit Management

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You can use SAP Credit Management to manage credit exposure and score for a business partner. The central Credit Management can carry out operational credit checks and manage information from different systems such as CRM, Contract Accounts Receivable and Payable (PSCD) and Accounts Receivable Accounting (FI-AR). If you use the interface technology of the Exchange Infrastructure, you can also link an external system to SAP Credit Management. PSCD has interfaces that you can use to transfer credit information from and to SAP Credit Management.

Figure 410: Customer Segmentation

Figure 411: Determination of Score and Risk Class

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How do you derive individual strategies for collecting receivables? 1. 2. 3. 4.

Divide your customers into segments (you can take various external and internal information into account). You can use a formula editor to calculate the current score value. The risk class is derived based on the score value. You can tailor the measures for collecting receivables according to the risk class.

Figure 412: Use of the Internal Knowledge of Payment Behavior

Replicating the Creditworthiness Usage The creditworthiness managed in Contract Accounts Receivable and Payable, is transferred to SAP Credit Management and contributes to the internal creditworthiness managed there. So that internal processes such as dunning and returns processing can react to the internal creditworthiness of SAP Credit Management in Contract Accounts Receivable and Payable, the internal creditworthiness has to be transferred back to FI-CA. Features Transferring the PSCD creditworthiness to SAP Credit Management The transfer of the PSCD creditworthiness to SAP Credit Management occurs using the mass activity Replication of Creditworthiness. Transferring the internal creditworthiness to Contract Accounts Receivable and Payable

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If you use transaction Replication of Creditworthiness to transfer the PSCD creditworthiness to SAP Credit Management, the current internal creditworthiness of SAP Credit Management is automatically returned to Contract Accounts Receivable and Payable. That is, a replication of the internal creditworthiness in Contract Accounts Receivable and Payable can only occur implicitly by executing the mass activity Replication of Creditworthiness.

Figure 413: Collection of Receivables by Risk Class

The assignment of suitable measures for collecting receivables occurs as a result of the risk evaluation of a customer. The concept of treating all customers alike is no longer continued.

Figure 414: Credit Segment and Commitment

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Credit segment Definition A credit segment is an organizational unit of SAP Credit Management that can be freely customized, for example, according to the product type or the business area. Therefore, you can divide the relevant business transactions in a telecommunication company according to the following credit segments, for example: • • •

Fixed Network Internet Cellular network

Usage The credit segment groups the transactions of a company from the point of view of lending and credit control. At credit segment level, the credit limit and the credit exposure for a product type or a business area is stored and used for credit limit checks and to evaluate the credit limit used. Transfer of the credit exposure The business systems connected (for example, Contract Accounts Receivable and Payable, CRM, or SD) report the commitment of a business partner to SAP Credit Management via XML. These messages consolidate SAP Credit Management into one credit exposure.

Figure 415: Credit Risk Monitoring

Function for Creating Customer-Specific Process Chains in Credit Management:

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You can define the required dependencies between different events that may occur during processing of SAP Credit Management and the processes of SAP Credit Management that you want to be triggered for these events. If, for example, the creditworthiness of the business partner changes, the risk class should also be changed accordingly.

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Lesson Summary You should now be able to: • Explain the principles of risk-based customer segmentation and credit risk monitoring in SAP Credit Management and its integration into Contract Accounts Receivable and Payable.

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Lesson: Financial Customer Care Lesson Overview This lesson will familiarize you with the Web Client-based Interaction Center in CRM (Customer Relationship Management) and its multifunctional framework. This lesson also gives you a quick overview of the business processes of Financial Customer Care and Dispute Management that are handled using the Interaction Center.


To explain the main features of financial customer services in the IC WebClient based Financial Customer Care.

Business Example

Figure 416: Integrating Customer Interaction and Processes

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Lesson: Financial Customer Care

An interaction center • • •

... Is essential in service, marketing, and sales processes Has high transparency with direct impact on customer satisfaction and quality of service Is mediator between customers and business processes

More than 80% of all business processes either start or end in an interaction center (AMR Research, 2001) This means that there is no front-office and back-office. There is just one interaction center focused around the needs of your customers. Financial Customer Care uses the Interaction Center WebClient (IC WebClient) in Customer Relationship Management (CRM) as framework for all financial aspects of interaction with customers.

Figure 417: CRM Interaction Center WebClient: Layout

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The CRM Interaction Center WebClient provides call center agents with a multifunctional framework including all of the tools they need to do their jobs: •

• •

•

• • • • • •

Interaction Management & Customer History: Every interaction with a customer is logged and becomes part of the customer history. The latest records of the interaction history are displayed when the customer calls. Agent’s inbox Multi-channel support: The call center not only supports telephony but many other channels, synchronous or asynchronous. For example, incoming mails can be submitted for processing either immediately or routed into agents‘ inboxes. This also takes place for other inquiries such as faxes or letters. As a result, the agent inbox becomes the point of access when an agent is not working on calls. Follow-up activities and actions: Any interaction with a customer may require follow-up. In order to make this happen, an agent can create such activities as part of a call. Actions can also be triggered by an agent or carried out automatically. For example, an automatic correspondence can be sent out when an interaction has a certain status. Scripting (instructions for the agent to aid in interaction with customers) Call lists Knowledge tools Real-time statistics Multifunctional support (Marketing, Sales, Service, Accounts Receivable) Transaction Launcher

Figure 418: 360 Degree View of Customer

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Figure 419: FCC for Financial Inquiries

Financial Customer Care - Activities: • • • • • • • • • •

Information and status about all financial aspects of a customer Change master data (address, bank details, payment method …) Set / remove locks (for example, dunning lock, payment lock,...) Create/change installment plan Defer open items Dunning reversal Take payment (for example, by credit card) Search for payments Create dispute cases Create credit memo request

Figure 420: FCC for Dispute Management

Functionality of a Dispute Case

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The Dispute Case is a virtual folder that contains all relevant documents and objects. It contains information such as: • • • •

Customer master data Disputed items and amounts Related documents, orders, and contract data Notes, history, and change log

Provides routing capabilities Allows actions to be triggered - for example, ad-hoc or automated correspondence Provides the option to create credit memo request with relation to the dispute case.

Figure 421: FCC for Collections in the Interaction Center

Integrated Collections Management Functions: Alerts during customer call: Giving instruction(s) to agent Customer Fact Sheet: Showing overall customer status Detailed customer overviews: For additional background information • • • • •

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Up-to-date customer payment data Change payment methods Capture payment commitment (promise-to-pay) Capture payment authorization Offer installment plans


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Lesson Summary You should now be able to: • To explain the main features of financial customer services in the IC WebClient based Financial Customer Care.

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Lesson: Business Intelligence Lesson Overview This lesson gives you an overview of the extraction of data from Contract Accounts Receivable and Payable and the display in BI (Business Intelligence).


Explain the PSCD content for Business Intelligence.

Business Example

Figure 422: Business Information Warehouse (BW)

For evaluations in Business Intelligence (BI), Contract accounts Receivable and Payable provides extractors for open and cleared items as well as for collection items and installment plan items. The extraction programs fill the extraction structure of the relevant DataSources with data from Contract Accounts Receivable and Payable.

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Lesson: Business Intelligence

Figure 423: BW: Data Extraction, Transformation, and Presentation

Figure 424: BW: Business Content PSCD

For evaluations in Business Intelligence (BI), Contract accounts Receivable and Payable provides extractors for open and cleared items as well as for collection items and installment plan items. The extraction programs fill the extraction structure of the relevant DataSources with data from Contract Accounts Receivable and Payable.

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Lesson Summary You should now be able to: • Explain the PSCD content for Business Intelligence.

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Lesson: Outbound Interface

Lesson: Outbound Interface Lesson Overview This lesson gives you an overview of the outbound interface for postings in Contract Accounts Receivable and Payable and the specific settings for PSCD.


Explain the outbound interface for postings in Contract Accounts Receivable and Payable

Business Example

Figure 425: Outbound Interface for Postings

With the outbound interface of Contract Accounts Receivable and Payable (FI-CA), you can forward information about business partner postings to external systems. This can be particularly important if, for a large number of your documents, instead of entering them in the SAP system, you transfer them to one or more external systems via an interface and these systems are dependent on information, such as incoming payment or reversal, in order to be able to react in follow-on processes.

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Features: The outbound interface for postings to the business partner is based on the creation of trigger entries at the time of the postings. Whenever you require data in an external system, you can start a mass run for the transfer. This transfers the data to the external system using trigger records (see SAP menu Periodic Processing → Data for Externals → Outbound Interface for Business Partner Postings, transaction FPOITR). The mass activity sends the data to a central integration server using messages of SAP Exchange Infrastructure. From there the data can be forwarded to the respective receiving system. To ensure that the recipient of the message is determined correctly, each message only receives data for one receiving system and the ID of the receiving system. You can transfer the following information to external systems using this interface: • • • • •

Open items of business partner Cleared items of business partner since last transfer Incoming payments since last transfer Information about reopened documents Detailed information about installment plans

You can influence which information is to be transferred to the respective external system by means of Customizing settings at company code level or for each receiver system. You make the settings in the Implementation Guide for Contract Accounts Receivable and Payable under Data Transfer → Outbound Interface. Read the documentation for the individual activities. Note for the industry component Public Sector Contract Accounts Receivable and Payable Using the settings in the Customizing activity Making Settings for Public Sector-Specific Trigger Filtering, you can filter the data by contract account category and contract account object type.

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Figure 426: Outbound Interface: Settings

Maintain Settings for Company Code In this activity, for each company code for the outbound interface of business partner postings, you define whether and how postings are transferred to external systems. You can determine whether open items, cleared items, or payment information and payment information for reopened line items is to be transferred. A change to Customizing does not have a direct effect on the data of the outbound interface since the data is preselected using trigger tables. Changes to Customizing only have an effect on new postings. Therefore, you should not make changes to Customizing during productive operation. Maintain Settings for Recipient System In this activity, for each external receiver system, you define whether open items, cleared items, payment information, and information about reopened line items and installment plans is to be transferred. If, for example, you have not selected the transfer of open and cleared items in the IMG activity Maintain Settings for Company Code for a company code, these postings in this company code are not transferred to an external system, irrespective of what you define for the external systems in this IMG activity. Depending on the setting, for each posting, the system saves corresponding trigger entries that you transfer to the receiver system in the subsequent transfer with the mass activity Outbound Interface Business Partner Postings (transaction FPOITR). For each receiver system, you also define the level at which documents are to be transferred. Here you can select between business partner, contract account, and contract. The function of the transfer level is described below using an example

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with open items. The prerequisite is that the transfer of open items has been activated for the receiver system. The function for transferring cleared and other items works the same way. In the transfer at business partner level, when you post an open item to a business partner, the system creates a trigger entry with exactly this business partner (without contract account or contract). In the next transfer, all existing open items for this business partner are transferred to the external system. The business partner postings are not filtered. You should select this option if all data for a business partner is always required in the receiver system. In the transfer at contract account level, when you post an open item to a business partner, the system creates a trigger entry with this business partner and the contract account posted to. In the next transfer, all existing open items for this business partner with exactly this contract account are transferred to the external system. You should select this option if you only require the data for specific contract accounts in the receiver system or you may only transfer the data for certain contract accounts, for data protection reasons, for example. To specify which contract accounts are to be transferred to the external system, for event 3800 Outbound Interface: Filter Triggers and Determine Receiver, you have to define an own implementation and delete the triggers dependent on the contract account category, for example. In Public Sector Contract Accounts Receivable and Payable, without implementing event 3800, in the IMG activity 9,652.00 Make Settings for the Public Sector-Specific Trigger Filtering, you can define a filtering dependent on the contract account category and the contract account object type. In the transfer at contract level, when you post an open item to a business partner specifying a contract, the system saves a trigger entry with this business partner, the contract account posted to, and the contract. In the next transfer, all existing open items for this business partner with exactly this contract account and contract are transferred to the external system. You should select this option if you only require the data for specific contracts in the receiver system or you may only transfer the data of certain contracts, for data protection reasons, for example. You define which contracts are to be transferred to the external system at event 3800 Outbound Interface: Filter Triggers and Determine Receiver by defining a customer-specific implementation and deleting the trigger dependent on the contract. You can also define whether, when the documents are transferred, the external numbers of the business partner, contract account, or contract are to be read and transferred in the XI message. For performance reasons, you should only set the indicator if you need the external numbers in the receiver system as identification characteristics. Define Settings for Public Sector-Specific Trigger Filtering

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If you selected the transfer at contract level or at contract account object level in the IMG activity Maintain Settings for Target System, you should define which contract account categories and contract object types should be transferred to the external system. Define exactly which contract account categories and contract object should be allowed to be transferred. If a contract account category or contract account object is not entered, no triggers are created for them and no documents are transferred to the system. If you want to allow all contract account categories, for example, you can use the generic value “*”. If the transfer is carried out at contract account level, you cannot maintain any settings for the contract object type. In this case, enter the value “*” in the Contract Object Type field. If this table is completely empty, the system assumes that no filtering should be carried out. Then all documents of all contract account categories or contract object types are transferred to the external system. Once you make entries for one of the systems, you have to define which contract account categories and contract object should be transferred for all other target systems. If no entries are made for a system, it does not create any trigger entries and therefore does not transfer any documents. To make the filtering more specific, for example to, to include other fields, create your own implementation for event 3800 Outbound Interface: Filter Triggers and Receiver Determination.

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Lesson Summary You should now be able to: • Explain the outbound interface for postings in Contract Accounts Receivable and Payable

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Unit Summary

Unit Summary You should now be able to: • Explain the integration of Contract Accounts Receivable and Payable into other SAP components and applications. • Describe the logic that PSCD uses to update Funds Management • Describe how account assignment is derived in Funds Management • Assign business partners to the vendors and customers • Describe the connection between Funds Management and PSCD • Describe the update of the financial status from Contract Accounts Receivable and Payable. • Explain the integration of SD orders into Contract Accounts Receivable and Payable. • Understand the important activities regarding the business partner and the integration of other SAP applications with Contract Accounts Receivable and Payable. • Explain how to derive segments for the new general ledger accounting from Contract Accounts Receivable and Payable. • Explain the principles of risk-based customer segmentation and credit risk monitoring in SAP Credit Management and its integration into Contract Accounts Receivable and Payable. • To explain the main features of financial customer services in the IC WebClient based Financial Customer Care. • Explain the PSCD content for Business Intelligence. • Explain the outbound interface for postings in Contract Accounts Receivable and Payable

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Unit 15 Invoicing in Contract Accounts Receivable and Payable Unit Overview This unit gives you an overview of: • • • • •

The basic terms for billing and invoicing The task of Business Rule Framework The invoicing process (invoicing, posting and canceling documents) and invoice printout The document display and monitoring The concept for integrating invoicing, BI and CRM in Contract Accounts Receivable and Payable

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

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Understand the concept of the Business Rules Framework Execute the billing run Configure invoicing in FI-CA Use invoicing in FI-CA Understand the concept of the Business Rules Framework Give an example for using the Business Rule Framework (BRF) in public sector billing Explain the concept and function of public sector billing Explain the advantages of generating billing documents Describe the components of the billing document Explain the mapping and the reasons for generating adjustment documents Explain the invoicing process Explain the basic terms in invoicing Name the functions in invoicing (for example, automatic account maintenance and so on) Explain the grouping characteristics of the billing document in invoicing


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Unit 15: Invoicing in Contract Accounts Receivable and Payable

• • • • • • • • • • • • • • • • • •

IPS510

Explain the influencing factors and the process flow in the invoicing process Select invoicing orders for invoicing or simulate an invoicing Explain the derivation of the billing documents during the invoicing process Make Customizing settings for invoicing in Contract Accounts Receivable and Payable Invoice billing documents Invoice SD documents Explain the meaning and purpose of collective invoices Explain the process steps of a collective invoice Explain the additional invoicing functions Explain account determination for invoicing in FI-CA Explain the options for reversing invoicing documents Explain the two rounding types in invoicing Explain the determination of the payment methods in invoicing Explain the term "final invoice amount" Carry out the individual transaction and mass transaction for invoicing Display billing documents and invoicing documents in the system Explain how invoicing document are extracted in BI (Business Intelligence) Name the prerequisites for the integration of CRM documents in invoicing

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

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Overview of Billing and Invoicing ...................................571 Business Rule Framework ..........................................574 Public Sector Billing .................................................584 Transferring Billing Documents .....................................589 Overview of the Invoicing Processes ..............................599 Basic Terms in Invoicing ............................................602 Invoicing Process Flow ..............................................614 Posting Documents and Invoicing Documents ...................619 Invoicing Functions ...................................................626 Invoice Reversal ......................................................651 Invoice Printout .......................................................655 Invoicing Execution...................................................664 Document Display and Monitoring .................................667 BW Integration .......................................................670 CRM Integration ......................................................675


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Lesson: Overview of Billing and Invoicing

Lesson: Overview of Billing and Invoicing Lesson Overview This lesson will give you an overview of the billing and invoicing options available in the FI-CA solution.

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

Understand the concept of the Business Rules Framework Execute the billing run Configure invoicing in FI-CA Use invoicing in FI-CA

Business Example

Figure 427: Billing & Invoicing in Contract Accounts Receivable and Payable

External billing systems: Importing the billing documents from external billing systems using a BAPI or an IDoc interface. •

BAPI BAPI_FMCABILLDOC_CREATEMULTIPLE is available for PSCD.

Public sector billing: Process in PSCD that bills the contract objects using a rules-based engine and delivers the basis for invoicing in form of billing documents.

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Invoicing in contract accounts receivable and payable: Process in FI-CA that establishes the link to contract accounts receivable and payable, and provides the basis for invoice creation Invoicing: • • • • •

Generates posting documents for bill receivables or credit memos from the billing documents Clears accounting documents with down payments that have been made Supports the determination and levying of additional charges, interest and discounts. Prepares data for the bill printout, that is, generates print documents Generates the posting documents in contract accounts receivable and payable: Documents for contract accounts receivable and payable can be processed in invoicing as part of clearing control (for example, clearing payments on account with receivables from invoicing)

Figure 428: Activating Billing and Invoicing

Customizing entries and menu functions are available only if the corresponding business function PSCD_TRM is activated in business function set PUBLIC_SERVICES. In addition, set invoicing to active in Customizing for contract accounts receivable and payable under the central settings for the contract accounts receivable and payable.

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Lesson: Overview of Billing and Invoicing

Lesson Summary You should now be able to: • Understand the concept of the Business Rules Framework • Execute the billing run • Configure invoicing in FI-CA • Use invoicing in FI-CA

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Lesson: Business Rule Framework Lesson Overview This lesson will give you an overview of how to use the Business Rule Framework in the PSCD solution.


Understand the concept of the Business Rules Framework Give an example for using the Business Rule Framework (BRF) in public sector billing

Business Example

Figure 429: Underlying Concept of Business Rule Framework

You must assign an application class to each application in which you want to use the Business Rule Framework (BRF). By assigning an application class, you ensure that there are no conflicts between different applications.

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Lesson: Business Rule Framework

A BRF event has the following different meanings simultaneously. • • •

A BRF event forms a connection between the application (for example, Public Sector Billing) that uses BRF, and the BRF. A BRF event is the (logical) location to which any number of rules are assigned. A BRF event is often the carrier of the context.

Events are the central entry point for use of the Business Rule Framework (BRF). You can implement an event (a BRF event) at a technical or business event in every application. If such a technical or business event is reached during the program flow in the relevant application, the event is triggered along with processing of the associated rules. You can define any number of rules for an event. You can use these rules to evaluate the current data and make any changes if necessary. A rule consists of three parts: the ID of an event, the ID of a Boolean expression and the ID of an action whose behavior is if =TRUE then when it is called in the corresponding event. For this reason, rules in the BRF do not have an independent ID. If the condition is true, the action is executed. If it is not true, the action is not executed. A rule is always assigned to an event. Each BRF event can contain any number of rules.

Figure 430: Rule Maintenance – Expressions, Actions and Events

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The expression is a Business Rule Framework object that returns a rudimentary result. The following data is processed in an expression due to a freely definable rule (such as a calculation rule): • •

Data of the application (for example, contract account, contract object) Data of the objects associated with the application (for example, business partner data)

If the system has processed the data, the expression returns a result from a primitive category of your choosing. You can nest expressions, in other words, expressions can access the results of other expressions. This means that you can link expressions with one another without restriction. As a result, there are expressions that access other expressions, and expressions (final expressions) that cannot access any other expressions. Expressions can also be classified into value requests and operations. An action is the term for any manipulation of any data sets that makes sense from a business point of view and that can be performed technically. You use actions to define rules in the BRF. In the Business Rule Framework, the term "action" is actually used in two ways simultaneously: • •

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As a concrete action of a specific action type As an abstract action: This is just a name for an object to which any number of concrete actions are assigned. With a rule, you enter the abstract action in the Action field. Within this abstract action, you can select concrete action types. You can enter any number of different concrete action types. This means that it is also permissible not to enter any concrete action type.


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Figure 431: Action Type and Expression Type

Figure 432: Event Type: Integration Billing

The following example explains the use of the Business Rule Framework with regard to Public Sector Billing. The mass activity Public Sector Billing calls the Business Rule Framework with specific context information, for example, data from the contract object. In the BRF, this data is then used to calculate the tax amounts. Event type FMCA_EVENT defines the context information for validating and calculating the tax and the access to this information.

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Figure 433: Action Type: Initializing Buffer Elements

The actions of action type “Initializing buffer elements” create buffer elements during the initialization phase. This may be additional data that is not yet in the context, for example, customer-specific tables. Attributes that are to be entered in the imput template for a buffer element • •

• •

Structure ID: The indicator of the buffer element to be created. Select into clause: The name of a database table from which the data object in the buffer element should be generated or in which the data object is to be stored. Select from clause: The name of a structure that describes the columns of the database table that are to be read. WHERE condition (optional): The selection condition on the database table. This is comprised of the individual selection conditions that each have their own column and that are linked by the logical operations AND/OR. An individual condition consists of a column name, a comparing operation and an expression.

You can access the following data even without a separate initialization in the buffer. By definition, the IDs of this data area all begin with $: contract object (DPSOB), contract object per partner and contract account type (DPSOB_BP_ACC), contract account (FKKVKP), other fields (FMCA_CONTEXT_KEYS), other fields (FMCA_CONTEXT_KEYS), additional items of the billing document (DFKKINVBILL_A), billing document header (DFKKINVBILL_H), items of the billing document (DFKKINVBILL_I).

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Example of the execution in the runtime environment: You have defined the tax rates for each emissions class and motor type in a customer table. You initialize the table to read the data in the buffer. A character string is generated from the results and this represents the whole selection condition. Then a buffer element with the specified attributes is created, however, without reference to the data object of the customer table. Note that at this point, the data object is not yet read from the database.

Figure 434: Action Type: Create Billing Lines

An action of the action type “Create billing line” provides the data required to generate a billing document item in Public Sector Billing in the available buffer element. Attributes to be entered in the input template •

• • •

Amount: The name of the expression with the result that represents the receivable or the credit of the document item. The result must be an amount with a currency. Main transaction (optional): The name of the expression with the result that is the main transaction of the document item. Subtransaction (optional): The name of the expression with the result that is the subtransaction of the document item. “Simulated”: An indicator that shows whether this item is only to be simulated or actually created.

Example for execution in the runtime environment: The Amount field contains the expression 'tax amount' that is the result of the preceding calculation.

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Figure 435: Expression Type: Access to Buffer Data

An expression of this expression type reads a data object from the buffer and then processes it further. Attributes to be entered in the input template: • • • •

•

•

•

Structure ID: The indicator of the required buffer element. Column name: The name of the required column in the buffer element Table index (optional): The number of the required line. Aggregation (optional only if there is no table index): The system contains several aggregate functions: the mean value (AVG), the minimum (MIN), the maximum (MAX) and the total (SUM). WHERE condition (optional): The selection condition in the internal table that is referenced in the buffer element. This is comprised of the individual selection conditions that each have their own column and that are linked by the logical operations AND/OR. An individual condition consists of a column name, a comparing operation and an expression. SORT condition (optional): The sort condition in the internal table that is referenced in the buffer element. This is comprised of individual sort conditions that each have their own column. The individual condition on the other hand, consists of the name of the column to be sorted and the sorting method (ascending/descending). “Required data”: An indicator that determines whether the data is mandatory.

Example of the execution in the runtime environment: You have defined the tax rates for each emissions class and motor type in a customer table. This table is already initialized. You want to use this table to determine the tax rate for a

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specific emissions class and motor type that are defined for this contract object. The table is first retrieved from the buffer and the referenced internal table is de-eferenced. Then the WHERE condition for the emissions class and motor type are sucessively evaluated. The index function and the aggregation are not relevant here. Finally, the required tax rate is assigned to the expression.

Figure 436: Expression Type: Constant

Constant (implementing class 0CN001) •

Constant is the trivial expression type. The only information required is the value and the type specification.

Example of the execution in the runtime environment: You want to use a multiple of a hundred as an engine capacity basis.

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Figure 437: Expression Types for Formulas

Simple formula (0FR001) • •

In some cases, deriving facts from existing expression types may be rather laborious. In these cases, use the simple formula. You can use the simple formula to execute simple arithmetic and logical calculations that take the ranking order of the operators and the compounding into account.

SAP formula interpreter (0FB001) •

This expression type works like the simple formula expression type. However, since this expression type uses the SAP formula editor/SAP formula interpreter, it is much more efficient than the simple formula.

Example of the execution in the runtime environment: You have already read the engine capacity of the vehicle from the contract object and you want to multiply a multiple of 100 of this value with the determined tax rate. You can determine the tax amount from this.

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Lesson Summary You should now be able to: • Understand the concept of the Business Rules Framework • Give an example for using the Business Rule Framework (BRF) in public sector billing

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Lesson: Public Sector Billing Lesson Overview This lesson will give you an overview of how to use public sector billing in the PSCD solution.


Explain the concept and function of public sector billing

Business Example

Figure 438: Public Sector Billing - Data Structures

You can use this Customizing to assign the contract objects to the BRF events to be executed. The tables displayed are currently not delivered. The contract object table is used to access table TFMCA014 “Define Revenue Types for Contract Account Types” to read all the revenue types defined for the object type. For each of these revenues types, the BRF events defined in table TFMCA011 (Assign Revenue Types BRF Events) are called according to the specified event sequence. Instead of a period key, you can also enter a star (*) in Customizing table TMCA011. If a period key is used to access table TFMCA011 but it is not contained there, this star entry is selected.

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Lesson: Public Sector Billing

The contract account type and the transaction of the revenue type are read before the events are called from table “ Revenue Types” (TFMCA013) and are provided in the context of the Business Rule Framework. The contract account type works like a revenue type group. A revenue type group contains all the revenue types that can be printed on a tax notice. Whether they are actually printed together depends on the invoicing settings among other things.

Figure 439: Public Sector Billing - Period Control

Period Assuming that you want to support different cycles, the introduction of a period type allows you to determine the chronological sequence of the periods. Example: To determine the previous period of Q052, the period search is carried out with period type “Quarter” and a latest valid from date that is earlier than 01.04.2005. The Customizing dialog ensures that the periods of a type do not overlap. However, gaps are allowed. In addition, a period can only be assigned once. On the other hand, it is up to the user to decide which periods he assigns to a type. He can assign a six month time period to the type “Quarter”, for example. You should not assume that all the periods of a period type are necessarily the same length. A period type is assigned to each revenue type. This ensures that the calculation of all periods for a contract object does not have any gaps.

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Figure 440: Master Data Model

Four revenue types are assigned to a contract object. A billing document is generated for each revenue type. Using the contract account type, two billing documents are combined to one billing document during invoicing. Note: Even though the modelling allows you to assign a revenue type to different contract object types, these constructions do not normally exist.

Figure 441: Public Sector Billing

Public sector billing is a mass activity that uses the displayed results determination to supply the Business Rule Framework with the context of the contract object data.

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Lesson: Public Sector Billing

As a result, one or more billing documents are generated.

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Lesson Summary You should now be able to: • Explain the concept and function of public sector billing

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Lesson: Transferring Billing Documents

Lesson: Transferring Billing Documents Lesson Overview This lesson gives you an overview of the inbound interface for billing documents in the contract account.


Explain the advantages of generating billing documents Describe the components of the billing document Explain the mapping and the reasons for generating adjustment documents

Business Example

Figure 442: Process Architecture

You can use a BAPI /IDOC interface to transfer billing documents from different external billing systems. When the billing documents are transferred, external billing information is mapped to the SAP internal billing information. The result of the mapping is saved in the SAP system as a billing document. When you save the billing document, an invoicing order is generated.

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Figure 443: Billing Document

Why are there billing documents? The fact that external document data is first saved as billing documents has the following advantages: • •

• • •

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Invoicing and the transfer of document data do not have to be carried out at the same time. If there are several billing documents for a contract account, these can be combined to one invoicing document during invoicing and therefore to one invoice. The billing documents can also come from different external systems. The billing documents contain a unique reference to the external document from which they came. Billing documents cannot be deleted. The key of the external document from which the billing document came is saved together with the billing document. This enables you to use the billing documents to navigate back from the invoicing documents to the external documents.


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Parts of the billing document: •

•

• •

Each billing document has a document header. This contains the reference to the external document from which it came and the key of the relevant contract account and the business partner among other things. Each billing document has one or more billing document items. They contain amounts and quantities, information that influences the account determination and the tax determination in invoicing and information for the bill printout and the statistical handling of the amounts and quantities. The billing document control items are optional. They are filled if the tax calculation has already been carried out in the external system. The billing document additional items are optional. In the SAP standard system, there are only a few fields. If you want to use billing document additional items, you have to add the fields that you require to the structure. Billing document additional items are suitable for printing additional information on an invoice, for example, call itemization on a telephone bill. In invoicing, the billing document additional items are not used in operations.

Figure 444: Inbound Interface for Billing Documents

The inbound interface receives data from one or several billing documents from external systems. You can use the inbound interface synchronously using an RFC of a BAPI. Alternatively, you can use the ALE interface to carry out asynchronous processing. The external document data is transferred to the corresponding structures and fields of the billing document in ERP (subsequently called 'mapping').

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If the consistency checks run successfully, the billing documents are saved on the database. In addition, an invoicing order is generated for each billing document. Billing documents enable the invoicing program to quickly select the billing documents that have not yet been processed. If a billing document has been invoiced successfully, the corresponding invoicing order is deleted. If necessary, you can use customer enhancements (BAdIs) to save additional data in customer-specific tables. During invoicing, the billing documents that have just been created and have not yet been processed are recognized in the invoicing orders. During invoicing, new invoicing documents among other things are generated based on the billing documents and the revenues are posted to contract accounts receivable and payable.

Figure 445: Inbound Processing

BAPI BAPI_ISTBILLDOC_CREATEMULTIPLE (mandatory processing steps) is a function module that you can use to generate one or more billing documents. The parameters of the function module can be filled with external document data.

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The process flow of the BAPI can be roughly divided into the following process steps: •

• •

Mapping: The document data transferred to the import parameters is transferred to the fields of the billing document. In addition, an invoicing order is generated for each billing document (that has not been simulated) . Check: Each billing document is checked to see whether it is correct and free from errors. Update: If no errors have occurred, all billing documents are saved together with the invoicing orders.

In addition, a BAdI is called for each structure of the billing document (header, items and so on) and the end of the mapping. Customer-specific source code can be used for access here. You can fill fields in the billing document, for example, for which table-driven mapping has failed. For this reason, an unsuccessful access to the mapping tables is not considered or logged as an error. Once mapping has finished, a check is carried out. The billing documents are checked for consistency as far as possible. The check does not terminate the first time an error occurs, rather it collects all error messages in export table RETURN. In the different BAdIs, you can also carry out checks and log fields in table RETURN. Note that entries in table RETURN with message type 'I' (information messages), 'W' (warning messages) or 'S' (success messages) are not interpreted as errors. They do not prevent the billing document being updated. The update is divided into two parts: First the internal number assignment is used to determine document numbers for all billing documents. Then the data is written to the different billing document tables. In addition, an invoicing order is saved for each (not simulated) billing document. You can use a BAdI to write additional data to a customer-specific table. The update is only carried out if there are no errors in any of the billing documents. The 'all or not at all' principle applies here: If, when you call the BAPI, the data from ten documents is transferred and none of the data contains errors, all ten billing documents are generated. Even if just one error is found, no billing documents are generated at all. There are customer includes for all parts of the billing documents. You can use these to add your own fields without a modification.

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Figure 446: Mapping

There are different procedures during mapping: •

•

•

•

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Many fields of the import tables have a corresponding field in the billing document. The values of these fields can be copied directly to the billing document. Example: The logical system. Some fields of the billing document have two alternatives for the import parameters. Example: The currency of the billing document item can be defined using an SAP currency key or using an ISO currency key (see import table ITEMS). Another example is the contract account key that requires the billing document header. In import table HEADERS, you can transfer the contract account key directly or instead an external identification of the contract account. In the second case, a BAdI is called that the contract account key must determine. For some fields of the billing document, we assume that there is no field that corresponds exactly in the external document. An example of this is the main transaction and the subtransaction of the billing document item. In this case, the mapping is table-driven: A table is accessed with generic fields from import table ITEMS. The transactions of the billing document item are taken from the table.


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Adjustment/billing documents •

Adjusting billing documents from: – – –

ERP-based applications, for example, Public Sector Billing CRM-based applications, for example, Grantor Management Non-SAP applications

Support the adjustment of billing documents in the form of delta postings for billing documents coming from external SAP (CRM) or non-SAP billing applications, or ERP-based billing solutions such as Public Sector Billing and Form-Based Billing of Tax Returns. Adjustment billing documents are supported as of ERP2005 Support Package 5. Reasons for adjustment documents •

Object-based billing: – – –

Billing-relevant data is saved to the contract object. You can use transaction FMCABILL to generate billing documents. Invoicing to FI-CA generates the invoices. Billing-relevant data is changed after you carry out billing and invoicing → adjustments are necessary

Adjustment documents - posting scenarios •

Depending on the process chain, different actions are required. There is only a billing document:

•

– A new billing document is generated – An existing billing document is flagged as obsolete – Invoicing: Only the last billing document is transferred A billing document/invoicing document and PSCD document exists: – – –

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An adjustment/billing document is generated Adjustment information is recorded in the document header Invoicing: New documents are generated with reference to predecessors


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Figure 447: Adjustment Before Invoicing

Figure 448: Adjustment to Billing/Invoicing/PSCD Document

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Figure 449: Cancelling Adjustment Document

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Lesson Summary You should now be able to: • Explain the advantages of generating billing documents • Describe the components of the billing document • Explain the mapping and the reasons for generating adjustment documents

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Lesson: Overview of the Invoicing Processes

Lesson: Overview of the Invoicing Processes Lesson Overview This lesson will give you an overview of the invoicing processes available in the PSCD solution.


Explain the invoicing process

Business Example

Figure 450: Overview of the Invoicing Processes

The invoicing processes form the invoicing subcomponents in contract accounts receivable and payable that ensure the billing documents are integrated into contract accounts receivable and payable. They largely describe the business transaction that processes billing documents and generates and posts the invoice synchronously.

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You carry out the following tasks: • • •

• • •

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You select billing documents from different billing systems, group them and display them in an invoice. You display current information for the customer account, for example, bill receivables in the invoice. You integrate additional business transactions of contract accounts receivable and payable (the additional functions of invoicing) so that you can make changes to the customer account without subsequent processes and you inform the customer immediately with the invoice. You generate invoicing documents that form the basis of the physical bill printout. You convert billing documents to posting document of contract accounts receivable and payable. You update additional data for supplying other components (BW, CO-PA).


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Lesson: Overview of the Invoicing Processes

Lesson Summary You should now be able to: • Explain the invoicing process

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Lesson: Basic Terms in Invoicing Lesson Overview This lesson will give you an overview of the basic terms of invoicing in the PSCD solution.


Explain the basic terms in invoicing Name the functions in invoicing (for example, automatic account maintenance and so on) Explain the grouping characteristics of the billing document in invoicing

Business Example Basic Terms in Invoicing • • • • • • • • •

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Invoicing function Invoicing process Invoicing type Invoicing category Invoicing and master data Invoicing unit Grouping variant Source document category Invoicing item type


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Lesson: Basic Terms in Invoicing

Invoicing functions • •

The invoicing function describes a task that is supported in invoicing. The following invoicing functions are possible, among others: – – – – – – – – – – – – –

Automatic account maintenance Manual account maintenance (dialog call) Activating open items Integration into BW sales statistics Charges and discounts Debit entry of statistical documents Dunning proposal Subitem Calculate interest of open items Invoicing settlement documents Creating collective invoicing document Invoicing SD documents …

Definition Invoicing consists of numerous processing steps. Some of these processing steps form closed business transactions from a business point of view and they are described as invoicing functions. Usage From the definition of an invoicing process, you can determine which invoicing functions should be executed. This has the following advantages: • • •

The selected invoicing functions clearly show which processing steps are carried out by invoicing during an invoicing process. Without wasting any runtime, the invoicing program recognizes invoicing functions that are not required and does not execute them. You can use a multi-level control to activate or deactivate invoicing functions that are not required in all cases.

The sequence in which the invoicing functions are executed is determined by the invoicing program and cannot be changed.

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Figure 451: Basic Terms in Invoicing

The invoicing process flow depends on the following parameters: • • •

Invoicing process Invoicing type Invoicing category

This multi-level control enables you to run invoicing according to your specific requirements. The criteria mentioned above are determined as follows during the processing of each contract account: The user specifies the invoicing process when starting invoicing. The main task of the invoicing process is to define which categories of source documents are to be processed. It also defines the process flow for the invoicing functions. There is a differentiation between mandatory and optional invoicing functions. Each invoicing process proposes an invoicing type. You can override the invoicing type at event 2603. Using the invoicing type, you can react individually to the composition and the properties of the invoicing unit. The invoicing type also defines, for each invoicing unit, which optional invoicing functions are performed. At master data level, you can influence the process flow of Invoicing using the invoicing category; this is transferred from the contract account.

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Figure 452: Invoicing and Master Data

Public sector billing and invoicing in contract accounts receivable and payable: • •

•

Reads the business partner Uses the contract account from contract accounts receivable and payable that can contain billing-relevant data and contains agreements for processing business transactions with the business partner. Uses the contract object that can be assigned to several contract accounts and business partners The contract object can also contain customer-specific billing-relevant data

The following occurs based on the contract account data (table FKKVKP): • • •

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Correspondence and bill printout are controlled Invoices are blocked An invoicing category is determined that references the contract account reference in invoicing. Together with the invoicing type and the invoicing process, this is used to fine-tune the invoicing functions.


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Figure 453: Invoicing Unit and Grouping Options

The source documents selected for a contract account are grouped into invoicing units so that they can be jointly invoiced and displayed on a bill. The invoicing unit forms the basis for invoicing. An invoicing unit can only contain the source documents of one contract account. The source documents to be invoiced that are determined for a contract account are processed jointly in one invoicing unit by default. However, the user has the option of controlling the grouping of the invoicing orders and setting up the grouping strategy for grouping the invoicing units. In Customizing you can define whether the billing documents of different company codes should only be invoiced separatedly, for example. In addition, you can define that certain company codes can be invoiced together or can be excluded from the current invoice. The user can also edit the grouping proposal for a specific customer using event 2601 that has been specifically provided for this. If you carry out invoicing in dialog and you use export mode, in the fourth step, the system proposes the invoicing units that have been set up so far in a dialog box for selection. You can manually change the assignment of source documents to invoicing units there. The system generates an invoicing document for each invoicing unit. The invoicing document documents the posting transactions that have been executed during invoicing in contract accounts receivable and payable. The billing document document is the basis for the bill printout.

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Figure 454: Grouping Characteristics

Figure 455: Grouping

Example 1: You only want to group source documents in one invoice if the company code and division are the same. Maintaining grouping variants For Maintain Grouping Characteristics, you choose the following fields:

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Grouping characteristic

Description

Function module

BUKRS

Company code

-

SPART

Division

-

In the subdialog Assign Grouping Characteristics, you maintain the following entries: Grouping characteristic

Ranking

Usage

BUKRS

0

Use original field value

SPART

0

Use original field value

You do not have to maintain any information in the subdialog Assign Alternative Grouping Values. Invoicing • •

You invoice a contract account that has five billing documents with the same currency. When you do so, four invoicing units are set up and two billing documents are grouped for company code 0003 and division B.

Reason: This grouping variant only groups billing documents into one invoicing unit if they have the same company code and the same division. In this example, this only applies to billing documents 100004 and 10005.

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Figure 456: Alternative grouping

Example 2: You only want to group source documents in one invoice if the company code and division are the same. There is one exception: You want documents with company code 0002 to be grouped into one invoice with documents from company code 0001. Maintaining grouping variants You maintain grouping variants as described in example 1. In addition, you maintain the following entry in the subdialog Alternative Grouping Values for Grouping Characteristic Company Code. Characteristic value

Alternative usage

Alternative value

0002

'Characteristic value corresponds to alternative characteristic value'

0001

Invoicing: If you invoice the same billing documents as in example 1, three invoicing units are created as in the example. Reason: For this grouping variant, billing documents 100001 and 100003 are grouped into one invoicing unit because in billing document 100003, company code 0002 was replaced by company code 0001. (This applies only to setting up invoicing units and not for the subsequent processing of document 100003).

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Figure 457: Type of Invoicing Period

The invoicing period type is used together with the invoicing period for the period description of an invoicing document. The key contains a note about interpreting the 'Invoicing Period' and the 'Start of Invoicing Period' fields. You can use the period type to specify whether the billing document refers to a monthly bill, a quarterly bill or a yearly bill, for example. The respective month, quarter or year is derived from the date specification in the 'Invoicing Period' field in the billing document header. Alternatively, the 'Invoicing period as of' field can be used to map the period assignment. Maintain the values for the period type in the implementation guide: Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Document Account Assignment → Invoicing Documents → Define Category of Invoicing Period. You assign the periods of a billing document in event 2645. Example: You can define the following values for the period type for the interpretation of the period. • • • •

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MO month: Interpret the period specification MO 01.05.2005 in the billing document as invoicing for May 2005 QU quarter: Interpret the period specification QU 01.04.2005 in the billing document as invoicing for the second quarter of 2005 YE year: Interpret the period specification YE 01.04.2005 in the billing document as invoicing for 2005 PE period: Interpret the period specification (in addition when you use the field 'Invoicing period as of' PE 12.05.2005 20.06.2005 as the invoicing period 12.05.2006 - 20.06.2005.


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Source document category •

•

Documents that you can process during invoicing in contract accounts receivable and payable are flagged by known values for the characteristic Source document category. The following source document categories are allowed: – – –

Billing documents (INVBI) SD documents (SD) Collective bills (COLBI)

Documents that you can process during invoicing in contract accounts receivable and payable are flagged by known values for the characteristic Source document category. The following source document categories are allowed: •

INVBI billing documents Documents that are generated by any SAP systems or by systems of another provider and are transferred to invoicing of contract accounts receivable and payable by an interface provided for this purpose.

•

SD SD documents SD invoicing documents that should be created by the Sales and Distribution (SD) component and posted during invoicing or processed for the invoice.

•

COLBI collective bills Documents that are created by the invoicing of the individual accounts of a collective bill account and that should be converted into a collective invoicing document during invoicing of the collective billing account.

In the invoicing process configuration, you define which of these source document categories you want to process. Here, you can define whether a certain source document category in mass invoicing triggers invoicing. Thus, a contract account is only qualified for invoicing if its invoicing orders contain at least one source document of the source document type with the indicator Main Selection selected.

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Figure 458: Invoicing item type

The type of the invoicing item describes the business meaning of the document item of an invoicing document. Usage •

•

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An invoicing document usually contains a number of document items that are created by different invoicing functions that are integrated in the invoicing process. These invoicing functions use this field to flag the items that are created by it. The indicator makes the invoicing document easier to read and enables it to be used in the bill printout.


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Lesson Summary You should now be able to: • Explain the basic terms in invoicing • Name the functions in invoicing (for example, automatic account maintenance and so on) • Explain the grouping characteristics of the billing document in invoicing

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Lesson: Invoicing Process Flow Lesson Overview This lesson will give you an overview of the invoicing procedure in the FI-CA solution.


Explain the influencing factors and the process flow in the invoicing process Select invoicing orders for invoicing or simulate an invoicing

Business Example Contents: – Process Flow Control – Activating and deactivating functions – Selection Control

Figure 459: Process Flow Control

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Lesson: Invoicing Process Flow

The invoicing process flow depends on the following parameters: • • •

Invoicing process Invoicing type Invoicing category

This multi-level control enables you to run invoicing according to your specific requirements. The criteria mentioned above are determined as follows during the processing of each contract account: •

•

•

The user specifies the invoicing process when starting invoicing. The main task of the invoicing process is to define which categories of source documents are to be processed. It also defines the process flow for the invoicing functions. There is a differentiation between mandatory and optional invoicing functions. Each invoicing process proposes an invoicing type. You can override the invoicing type at event 2603. Using the invoicing type, you can react individually to the composition and the properties of the invoicing unit. The invoicing type also defines, for each invoicing unit, which optional invoicing functions are performed. At master data level, you can influence the process flow of Invoicing using the invoicing category; this is transferred from the contract account.

Figure 460: Activating the Invoicing Functions

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Step 1: When you define an invoicing process, you must assign one or more invoicing functions to the invoicing process in the Invoicing Functions subdialog . If you start invoicing with an invoicing process, the assignment of the invoicing functions has the following effect: •

•

•

Assigned invoicing functions for which the Function Optional indicator is not selected are executed. The execution cannot be prevented in step 2 or step 3. Invoicing functions that are not explicitly executed in the assignment are not carried out during invoicing. This descision cannot be changed by step 2 or step 3 either. For assigned invoicing functions for which the Function Optional indicator is selected, you cannot define whether they are to be executed until steps 2 and 3.

Step 2: When you define the invoicing types, in the subdialog Invoicing Functions, you can assign all invoicing functions that were flagged as optional during the invoicing process to the combination of invoicing type and invoicing category. During the assignment, you must also maintain the Activation Status. Invoicing interprets this assignment as follows: • •

•

•

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Optionial functions that are not assigned to the invoicing type are not executed. This decision cannot be changed by step 3. Optional functions that were assigned to the invoicing type with the activation status 1 Function Active; Cannot Be Deactivated in Dialog are executed. This decision cannot be changed by step 3. Optional functions that were assigned to the invoicing type with the activation status 2 Function Active; Can Be Deactivated in Dialog are executed. This decision can be changed by step 3. Optional functions that were assigned to the invoicing type with the activation status 3 Function Not Active; Can Be Activated in Dialog are not executed. This decision can be changed by step 3.


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Lesson: Invoicing Process Flow

Figure 461: Selection Control

The invoicing orders trigger invoicing. An invoicing order is a temporary entry in table DFKKINV_TRIG that represents one source document to be invoiced. You can use it to select the source documents to be invoiced and it is deleted after the respective source document has been successfully processed in invoicing. The invoicing order is created if: • • •

A billing document is created for invoicing (source document category INVBI) Single invoices of a collective invoice are created (source document category COLBI) An SD billing request is created for the invoicing integration into contract accounts receivable and payable (source document category SD)

The user starts the required invoicing transactions with the existing invoicing process by specifying his selection conditions. The invoicing report determines the contract accounts for which invoicing should be carried out by reading the invoicing orders DFKKINV_TRIG with the source document categories that correspond to the invoicing process and that can trigger invoicing according to the selection specifications. You can use the report Analysis of Invoicing Orders to select invoicing orders and to invoice them or to simulate invoicing if necessary.

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Lesson Summary You should now be able to: • Explain the influencing factors and the process flow in the invoicing process • Select invoicing orders for invoicing or simulate an invoicing

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Lesson: Posting Documents and Invoicing Documents

Lesson: Posting Documents and Invoicing Documents Lesson Overview This lesson will give you an overview of the posting documents and invoicing documents in the PSCD solution.


Explain the derivation of the billing documents during the invoicing process Make Customizing settings for invoicing in Contract Accounts Receivable and Payable

Business Example

Figure 462: Data Model

During billing and invoicing, the following documents are updated:

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Billing: • •

• •

Invoicing order (DFKKINV_TRIG): In the table, temporary invoicing orders are saved and each one represents a source document to be invoiced. Invoicing document header (DFKKINVBILL_H): Billing documents are created from the invoicing orders with document headers and document items. Items of the billing document (DFKKINVBILL_I) Additional items of the billing document (DFKKINVBILL_A): In addition to the document items, you can enter additional items. These items might contain special information which is relevant for the invoice printout (for example, call itemization for a telephone bill and so on).

Invoicing: • • •

•

• •

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Invoicing document header (DFKKINVDOC_H): During invoicing, invoicing documents are created with document headers and document items. Items of the invoicing document (DFKKINVDOC_I) Invoicing: Reference table of posting documents (DFKKINVDOC_P): The PSCD documents and document items that have just been posted or processed in invoicing are linked to the invoicing document by the special reference table DFKKINVDOC_P. Invoicing and reversal history source documents (DFKKINVDOC_S): The source documents processed in invoicing (billing documents, SD documents and so on) are linked to the invoicing document by the special reference table DFKKINVDOC_S. Invoicing document: Charges and discounts (DFKKINVDOC_C) Invoicing document: History record for charges and discounts (DFKKINVDOC_CH)


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Figure 463: Reference Table for Posting Document

The PSCD documents and document items that have just been posted or processed in invoicing are linked to the invoicing document by the special reference table DFKKINVDOC_P. This reference is also provided with a reference document type that reflects the business and the internal invoicing meaning of these posting documents and document items. The reference document types used are summarized in value table TFK2605. Hint: •

•

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The indicator “Document Posted in Current Invoicing” flags the reference document types that have PSCD documents which were created during invoicing. It is also used in Customizing to assign a document type to these PSCD documents. The indicator “Can Only Be Reversed with Invoicing Document” flags the reference document types whose PSCD documents can only be reversed with the invoicing document (unlike those that can also be reversed independently of the invoice reversal using the PSCD reverse document transaction FP08).


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Figure 464: Invoicing and Reversal History

The source documents processed in invoicing (billing documents, SD documents and so on) are linked to the invoicing document by a special reference table DFKKINVDOC_S. This reference is also provided with a reference document type SRCDOCTYPE (see above) that describes the type of the source document. As a result, you can tell which source documents were processed in an invoicing document. In addition, you can tell what the invoicing and reversal history is for each source document. A source document can have a maximum of one invoicing document that has not been reversed. Billing documents •

• • • •

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When you transfer billing documents from external systems or from Public Sector Billing, new billing documents with consecutive numbers are generated. You can specify External number assignment not allowed. You can create billing documents with different document types. You can create billing documents in several parallel processes. For each document type, define how many number ranges you want to use in parallel. You can use the number range object FKKINVBILL to manage the number range intervals for invoicing documents.


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When you transfer billing documents from external systems or from Public Sector Billing, new billing documents with consecutive numbers are generated. External number assignment is not allowed. When the external documents are transferred, the internal number assignment is generally used. The billing document numbers are numeric. Therefore, alphanumeric intervals are not allowed. You can create billing documents with different document types. To simplify matters, we recommend that you use different number ranges for different document types. You can create billing documents in several parallel processes. For each document type, define how many number ranges you want to use in parallel. You can use the number range object FKKINVBILL to manage the number range intervals for invoicing documents.

Figure 465: Invoicing Documents

You can use the number range object FKKINVDOC to manage the number range intervals for invoicing documents. SAP Customizing Implementation Guide: Financial Accounting → Contract Accounts Receivable and Payable → Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Document Account Assignment → Invoicing Documents → Maintain Number Ranges for Invoicing The document type classifies the documents of a number range object.

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SAP Customizing Implementation Guide: Financial Accounting → Contract Accounts Receivable and Payable → Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Document Account Assignment → Invoicing Documents → Maintain Document Types and Assign Number Ranges The number ranges for individual postings and mass postings are different. The assignment is carried out for a number range object (FKKINVDOC) and a document type. The document type is assigned to an invoicing processes and optionally to an invoicing type and category. SAP Customizing Implementation Guide: Financial Accounting → Contract Accounts Receivable and Payable → Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Document Account Assignment → Invoicing Documents → Maintain Document Types for Invoicing Documents.

Figure 466: Contract Accounts Receivable and Payable – Documents

In this process step, assign the document types to the posting documents to be created in invoicing and in invoice reversal. The assignment occurs for each invoicing process and reference document type by default. However, you can differentiate further according to the invoicing type and the invoicing category.

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Lesson Summary You should now be able to: • Explain the derivation of the billing documents during the invoicing process • Make Customizing settings for invoicing in Contract Accounts Receivable and Payable

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Lesson: Invoicing Functions Lesson Overview This lesson will give you an overview of the invoicing functions in the FI-CA solution.

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

Invoice billing documents Invoice SD documents Explain the meaning and purpose of collective invoices Explain the process steps of a collective invoice Explain the additional invoicing functions Explain account determination for invoicing in FI-CA

Business Example Invoicing functions Contents: • • • •

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Invoicing billing documents Invoicing SD documents Collective invoicing Additional functions


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Lesson: Invoicing Functions

Figure 467: Invoicing Billing Documents

You can use the invoicing function Invoicing of Billing Documents to process documents that were created by any SAP systems or systems of another provider and that are transferred to invoicing of contract accounts receivable and payable, for example, Public Sector Billing by an interface provided for this purpose. The invoicing function Invoicing of Billing Documents processes documents to be invoiced of the source document category INVBI Billing Document. A billing document is processed if there is an invoicing order for it and if it is contained in the invoicing orders of the contract account to be invoiced. In mass processing, it can trigger the invoicing of the respective contract account if the source document type INVBI Billing Document is selected with the 'Main Selection' indicator for the invoicing process. When the billing document is invoiced, it is included in an invoicing unit. An invoicing document is created for each invoicing unit. The billing document is posted in contract accounts receivable and payable and is displayed in the invoice. In invoicing for all billing documents of the invoicing unit, you can create a common posting document or a posting document for each billing document. If you want to process several billing documents in an invoicing document, you can define the following in event 2610: • •

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The sequence in which you want these documents to be processed and displayed in the invoice. The billing documents for which you want a common posting document to be created.


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The reference document type 0BIL is used in the invoicing document for the posting documents from invoicing. Tax items are posted for the billing document items. In the invoicing document, the items with the invoicing item type 0INVBILL are flagged. These items can be taken into account in the final invoice amount. The system updates an invoicing/reversal history for the billing document.

Figure 468: Invoicing Transactions

During the transfer from external billing systems, the main transaction and subtransaction of the debit posting and credit posting, company code and division of the billing document items from the external document data are determined (mapping). SAP Customizing Implementation Guide: Financial Accounting → Contract Accounts Receivable and Payable → Integration → Invoicing in Contract Accounts Receivable and Payable → Transfer of Billing Documents → Define Determination of Transactions for Billing Document Items When you create billing documents from Public Sector Billing, the main transaction and subtransaction of the billing document item is maintained in Business Rule Framework.

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Transactions in invoicing can: • • •

Be transferred from the billing document items Be summarized based on the transactions in the billing document items for the business partner item. You can find the Customizing settings under: SAP Customizing Implementation Guide: Financial Accounting → Contract Accounts Receivable and Payable → Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Document Account Assignment → Posting Documents → Define Summarization Transactions for Business Partner Items

Figure 469: Summarization for Business Partner Items

Even though you usually want the billing statement in the bill printout to be as detailed as possible and you want the revenue and CO account assignment to be detailed, you would like the posting of the bill receivable in the customer account to be displayed concisely. To achieve this, in Customizing, you can convert the transactions that come from the billing document for creating the business partner items to a differenct transaction. You can convert several billing transactions to a common transaction and thus enable a common business partner item to be created for the respective billing document items.

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Using different transactions does not have any effect on the creation of the invoicing items and the revenue/CO postings. However, it does affect the determination of the general ledger accounts in the business partner items. The determination of these accounts is dependent on the main transaction of the business partner item, among other things. The maintenance of this activity is optional. If you have not defined any entries here, the transactions of the respective billing document items are used in the business partner items (= no summarization). The summarization transactions are assigned using posting area 2612. If you do not use the optional key, you can define a separate main transaction and subtransaction for debit and credit postings. All billing document items are summarized for business partner items with this transaction (= maximum summarization). The decision whether to use the debit or credit transaction for the posting depends on the amount +/- sign of the summarized business partner item.

Figure 470: Account Determination: Receivables Accounts

The determination of the receivables accounts for the business partner account assignment is carried out in Customizing using the industry-neutral posting area 2611 as standard. SAP Customizing Implementation Guide: Financial Accounting → Contract Accounts Receivable and Payable → Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Document Account Assignment → Posting Documents → Define Account Assignment for Business Partner Items

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Posting area 2611 corresponds to the industry-specific posting areas P000, R000, T000 and so on. The value-added tax code in the key enables a VAT-dependent account assignment to be carried out. The summarization main transaction for invoicing is used to access the posting area.

Figure 471: Account Determination: Revenue Accounts

For invoicing, a logic for the accounts and CO account derivation that applies to all industries is available in FI-CA. The industry-dependent posting area 2610 is used for this. SAP Customizing Implementation Guide: Financial Accounting → Contract Accounts Receivable and Payable → Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Document Account Assignment → Posting Documents → Define Account Assignment of General Ledger Items Posting area 2610 corresponds to the industry-specific posting areas P001, R001, T001 and so on.

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Figure 472: CO Account   Assignment

The CO account assignment is determined from the account assignment key CO account assignment that is defined in posting area 2610. You can use this key to activate account assignment for a result object as well (CO-PA Integration). The result object is derived using table TFK2610. The segment account assignment (SEGMENT) is determined from posting area 0301. Note about deriving the result object: The source field to be used must be contained in structure FKKINV_COPACRIT. This structure contains some standard fields, for example, contract account, business partner and address data. You can use the corresponding CI include CI_FKKINVCRIT to add your own fields. The function module to be defined in TFK2610-FUNCC is used to derive the additional fields. All the data of the billing document to be invoiced can be used for the derivation. If necessary, you must add the fields required in the derivation to the billing document. Tax determination • •

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The tax can be determined internally or externally The tax indicator can: –

Either be transferred using the billing document item

–

Or be determined using posting area 2610.


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Figure 473: VAT Difference Clearing

In invoice preparation, there may be different requests with regard to the display of the tax amount in the invoice. Depending on the requirement, the tax can be displayed on the total invoice, or the tax information can be displayed for each invoice block defined (for example, division, company code). You can define the rules for grouping the invoicing document items for the tax display using the configuration of the key for the tax display. Dependencies • • •

•

•

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The grouping control is only active during the processing of the billing document FKKINVBILL and an internal tax calculation. The tax calculation is carried out in invoicing for each grouping determined so that the exact tax amount can be assigned for each group in the bill display. The invoicing items combined into one group and the tax items determined for them receive a common unique value in the invoicing items in the 'Grouping Key' field for the tax display. Since the grouping of the invoicing items for creating the posting document may be different from the grouping for the bill display, there may be tax differences in the tax calculation for these two groups due to the rounding. These differences are automatically cleared in the posting document. Example for handling the value added tax difference: In the example, the value added tax is displayed separately for each for each month of reference in the invoice. However, the revenue postings are bundled by energy price and basic price. The tax is calculated for each revenue item and posted to the tax account summarized. This results in a difference of EUR 0.01 between the tax displayed in the invoice and the tax to be posted in the general ledger. There is then an automatic adjustment of the value-added tax to be posted to the value-added tax displayed in the invoice.


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Figure 474: Invoicing SD Documents

You can use the invoicing function 'Invoicing of SD Documents' to process documents created by the component Sales and Distribution (SD) and that are to be posted or processed to an invoice during invoicing. The invoicing function 'Invoicing of SD Documents' processes documents to be invoiced that are flagged with the value SD SD documents of the characteristic source document type. These are SD invoices that were created using the special invoicing type U and that display a billing request for the integration into invoicing in contract accounts receivable and payable. An SD document is processed if there is an invoicing order for it and if it is contained in the invoicing orders of the contract account to be invoiced. The SD document can also trigger invoicing of the respective contract account if the source document type SD SD documents is flagged with the indicator 'Main Selection'. When the SD document is invoiced, it is included in an invoicing unit. An invoicing document is created for each invoicing unit. The SD document is posted in contract accounts receivable and payable and is displayed in the invoice. A posting document is created for each SD document that is flagged with the reference document type OSD in the invoicing document. The tax determination and calculation is carried out when the SD invoice is created in the Sales and Distribution component so that the tax display on the invoice and the tax to be posted in FI-CA is determined. In the invoicing document, the SD items are flagged with the invoicing item type 0SDITEM. These items are taken into account in the final invoice amount. The system carries out an invoicing/reversal history for the SD document.

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Figure 475: Master Data Collective Invoicing

You can use the invoicing function 'Creation of Collective Invoicing Document' to process documents that were created by invoicing of the individual accounts of a collective bill account and that should be converted into a collective invoicing printout during invoicing of the collective billing account (values COLBI collective bills of the source document type characteristic). A collective bill is processed if there is an invoicing order for it and if it is contained in the invoicing orders of the collective bill account to be invoiced. The collective bill can also trigger invoicing of the respective contract account if the source document type COLBI collective bill is flagged with the indicator 'Main Selection'. During invoicing, the collective bill is included in an invoicing unit. An invoicing document is created for each invoicing unit that makes the collective invoicing printout possible. In this invoicing document, the items of the invoiced collective bill are flagged with the type of the invoicing item 0COLLBIL. These items are taken into account in the final invoice amount. The general ledger-relevant postings - if required- are carried out during the invoicing of the individual accounts. If posting documents are created for the individual accounts, a statistical posting document is automatically created or set up in steps for the collective bill account. The statistical posting document has posting items with the clearing restriction: Collective Bill: Only Regulate After Collective Invoicing (7). As a result, these items and accompanying individual items are blocked for payment and clearing regulation. This prevents them from being (partially) cleared before a collective invoicing printout has been created. You can only regulate the posting items after you execute the invoicing function 'Creation of Collective Invoicing Document'.

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During the invoicing of the individual accounts, invoicing documents are created on which the creation of the individual bills is based. You can only print the individual bills once the invoicing function 'Creation of Collective Invoicing Document' has been carried out for the respective collective bill.

Figure 476: Overview of Collective Invoicing

Collective invoicing processes the documents of source document type COLBI. These are created during invoicing of the individual accounts of a collector and are combined into a collective invoicing document in collective invoicing. The collective invoicing document is used for invoice correspondence with the collective invoicing contract partner. In addition to the collective invoicing document, this contains the respective single invoices (invoices of the individual accounts of a collector). Creating the collective invoicing document involves two process steps: • •

Invoicing the individual accounts of the collector Invoicing the collective bill account: Combining the single invoice created in 1. into a collective invoicing document

The function is based on the collective invoicing function of contract accounts receivable and payable whereby during the posting of an individual document, this document is automatically linked to a statistical collective bill that represents the invidual document in the subsequent business cases (payment, dunning and so on). Several individual documents can reference a common collective bill. The amount of the collective bill is calculated from the total amounts of these individual documents.

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Figure 477: Collective Invoicing: Invoicing the Individual Accounts

When invoicing individual accounts, a collective bill is created and updated step by step in parallel to the creation of individual documents (for example, when invoicing billing documents). The individual posting items are summarized in one collective bill according to the following criteria: • • • • • • •

Source Posting date Due date Due date for cash discount Cash discount percentage rate Currency +/- sign of amount (credit/receivable)

The statistical collective bill created during the invoicing of individual accounts is posted with the clearing restriction Collective Bill: Only Regulate After Collective Invoicing (7). In addition, during posting of a collective bill (during invoicing of the individual account), an invoicing order with the source document category COLBI (collective bill) is created for this document for further processing in collective invoicing.

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Figure 478: Collective Invoicing: Invoicing the Collector Account

Collective invoicing is carried out at collective bill account level. Your first task is to bundle the collective bills created during invoicing of the individual accounts into one collective invoicing document. Collective invoicing consists of the following logical processing steps: •

•

• •

•

•

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Selecting the invoicing orders: The selection is made using the invoicing orders with the source document type COLBI (collective invoicing document) created during invoicing of the individual accounts. In addition to the collective bill contract partner and the collective bill account, the due date for net payment is the most important selection criterium. This is interpreted as the To Date. As a result, all collective bills with this due date or an earlier due date are selected. Creating the invoicing unit: The selected invoicing orders are bundled into invoicing units according to the collective bill accounts and the common due date. Determining the due date: The due date is not calculated again during collective invoicing. Creating the invoicing document: A collective invoicing document is created for the collective invoices that were processed together and this is the basis for creating a collective invoice printout. Releasing the collective invoices for the payment: The clearing restriction 7 that was set during invoicing of the individual accounts in the posting items of the collective invoice is removed. Integrating the additional invoicing functions


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Figure 479: Additional Functions in Invoicing

Figure 480: Additional Functions in Invoicing

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The system decides whether an invoicing function is carried out for each invoicing unit depending on the following criteria: 1.

Assignment of the invoicing function to the invoicing process The system checks whether the function is assigned to the invoicing process.

2.

Assignment of the invoicing function to the invoicing type and invoicing category The system checks whether the function is assigned to the invoicing type.

3.

Selection of the function in dialog If invoicing is carried out in dialog and in expert mode, the system checks whether the user has selected the invoicing function.

Figure 481: Subitems - Invoice Display

You can use the invoicing function 'Subitems' to display the selected open items for infomation on the invoice. You can also define whether you want these subitems to be taken into account in the invoice balance. Dependencies Note that the due date of the open items does not change even if you include the subitems in the invoice in the invoice balance and therefore possible print a new due date for the open items. This is not allowed in all countries. Example You can print the last unpaid bill on the current bill for example. Subitems are open items that you want to print on the invoice. You can print the last unpaid bill on the current bill for example.

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Figure 482: Subitems - Customizing

You can select the open items for the invoice display in the implementation guide for contract accounts receivable and payable under the following menu path: Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Invoicing Processes → Additional Functions → Define Item Selection (Subitems) for Invoice Display You can use event 2635 to fine-tune the item selection. The items that were already posted before the invoicing are flagged as items with the invoicing item type 0HIST_IT in the invoicing document. The reference to these posting items in the invoicing document is carried out with reference document type 0HIT for the final invoice amount-relevant items and OHIS for the items with open amounts that are not taked into account in the final invoice amount.

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Figure 483: Subitems - Item Selection

The selection rule (field Selection of Open Items) controls which open items should be included in the invoicing document as subitems. The selection can be restricted to items with reference to the contracts that are involved in the invoicing. The Grace days is the number of days between the document date used in the invoicing process and the due date of an open item. It controls which open items that have already been posted should be included in the invoicing document. Dependencies: If you specify a negative grace period, the system takes only items into account that have a due date that was reached since the number of days specified in the grace period (with regard to the document date of the invoice). The function Consider Items In Invoice Final Amount specifies whether the open amount of the document item in the final invoice amount is taken into account/is to be taken into account. The function Defer Items until Invoice Due Date specifies that an open item that is to be taken into account in invoicing is to be deferred. The due date of the invoice is assigned as the deferral date. As a result, the subitems that are taken into account in the invoice (open document items that were already posted before the invoice was created) are regulated together with the other posting documents of this invoicing. Dependencies: An open post is only deferred if it is also taken into account in the final invoice amount.

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Figure 484: Clearing Control and Account Maintenance

You can use the Automatic Account Maintenance and Account Maintenance invoicing functions in the dialog to clear the document items posted in invoicing with the open items of the contract account. Example: You can use this function to clear the invoice amount with a payment on account or a bill credit with an open old receivable.

Figure 485: Account Maintenance: Postings

Clearing postings are carried out during account maintenance: The system creates a clearing document.

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Dependencies: You can reverse the clearing document independently of the invoice reversal with the document reversal of contract accounts receivable and payable. This posting document contains the reference document type 0ACM in the invoicing document. The calculated items that were already posted before the invoicing are flagged as items with the invoicing item type 0ACCTMNT in the invoicing document. These items can be taken into account in the final invoice amount. You can check the item clearing in the account balance display. Account Maintenance: Customizing • •

• •

Open items are selected for clearing analysis in the table Item selection for account maintenance. This is carried out depending on the invoicing process, invoicing type, invoicing category, main transaction and subtransaction and the debit/credit indicator of the invoicing unit. You can use event 2630 to override the proposal offered. Caution: Open item selection only determines whether they are included in the clearing analysis The actual decision whether the items are (partially) cleared is made based on the clearing control that is allocated to the clearing type.

You can select the open items for the comparison analysis in the implementation guide for contract accounts receivable and payable under the following menu path: Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Invoicing Processes → Additional Functions → Define Item Selection for Account Maintenance You can use event 2630 to fine-tune the item selection. This selection determines whether the open items are included in the clearing analysis. The decision about whether the items are actually cleared or partially cleared is made in the clearing control configuration. Recommendation: To guarantee the consistency of the bill display, the selected open items should form a partial quantity of the selected sub-items for account maintenance. This is because the items selected using tables for account maintenance are only displayed in the bill if they have already been (partially) cleared.

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Figure 486: Clearing Control and Account Maintenance

Figure 487: Interest Calculation

The invoicing function Calculate Interest on Overdue Receivables means that interest for open and overdue items of contract accounts receivable and payable is calculated with the invoicing run. If interest if charged for overdue items, they are then cleared with billing documents and other open items of contract accounts receivable and payable and the invoice is transferred.

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So that you can carry out the invoicing function 'Calculate Interest on Overdue Receivables', you must make settings in the system so that an interest key can be found. You can calculate the interest for an overdue receivable when an invoicing process is carried out in which the 'Calculate Interest on Overdue Receivables' function is available and all document items for this receivable contain an interest key. Calculating the interest before the invoicing of cleared receivables is not supported. The invoicing function Calculate Interest on Cash Security Deposits means that interest is calculated for open and cash security deposit payments for the contract account with the invoicing run. You can make relevant system settings for cash security deposits so that you can treat interests for cash security deposit payments that still contain clearing restriction 2 as a cash security deposit increase. In this case, these interests are also posted with clearing restriction 2. As a result, the interest on cash security deposits calculated in invoicing cannot be cleared. However, the interest on cash security deposits is visible immediately in the account display. SAP Customizing Implementation Guide: Financial Accounting → Contract Accounts Receivable and Payable → Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Invoicing Processes → Additional Functions → Define Item Selection for Calculation of Interest on Open Items or ... → Define Item Selection for Calculation of Interest on Cash Security Deposits

Figure 488: Dunning

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You can use the invoicing function 'Dunning Proposal' to create a dunning proposal for all due open items of the contract account. The 'Dunning Proposal' function is processed in invoicing after an integrated account maintenance to take into account possible clearings of due open items. The due items are grouped for the dunning. A dunning proposal must have been created successfully so that a corresponding dunning text can be printed during the creation of the billing form. A dunning counter is updated in the invoicing document header for this. The dunning counter enables you to distinguish between the dunnings of a business partner within a dunning run. The dunnings are numbered consecutively starting with 1. You can use the 'Dunning Proposal' function to post the dunning charges. The identification characteristic is used to distinguish between program runs with the same execution date. If you do not create a dunning history using a dunning run, rather using invoicing or by migrating dunning data, for example, the identification characteristic does not have a value.

Figure 489: Debit Entry for Statistical Items

The invoicing function 'Debit Entry for Statistical Documents' means that documents that have been posted 'statistically' are posted in actual receivables during invoicing. This function corresponds to a transfer posting with a change of the statistical indicator. You can select the statistical items that are to be entered as debit in Customizing under SAP Customizing Implementation Guide: Financial Accounting → Contract Accounts Receivable and Payable → Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Invoicing Processes → Additional Functions → Define Item Selection for Debit Entry of Statistical Documents by selecting the De field (debit entry) for the bill printout.

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You can find the debit entry transactions in Customizing for financial accounting under Contract Accounts Receivable and Payable → Basic Functions → Postings and Documents → Document → Define Account Assignments for Automatic Postings → Define Account Assignments for Down Payments and Charges For the debit enries, you must set account determination in Customizing for financial accounting under Contract Accounts Receivable and Payable → Basic Functions → Postings and Documents → Document → Define Account Assignments for Automatic Postings → Automatica G/L Account Determination → Define Accounts for Charges Receivable Revenue

Figure 490: Charges and Discounts

The function Charges and Discounts allows you to make charges and to grant discounts in invoicing. It enables you to calculate charges and discounts on a base amount and to post them in contract accounts receivable and payable. Using a base amount, you can calculate scaled percentage charges and discounts, maximum or minimum charges and discounts, or a combination of fixed and percentage charges and discounts. The charges or discounts are posted in contract accounts receivable and payable and are displayed in the invoice. For these posting documents, the reference document types 0CHG or 0DIS are used in the invoicing document. In the invoicing document, the charge and discount items have type of invoicing item 0CHARGEor 0DISCNT. These items can be taken into account in the final invoice amount. There is an optional history management for the business partner items that have been included in the calculation of the base amount. Several charges and discounts can be posted in one invoicing.

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Figure 491: Charge and Discount Key

Define the calcualtion rules for the charges and discounts under Charge and Discount Key. You can assign the charge and discount keys to the invoicing process in the implementation guide for contract accounts receivable and payable under the following menu path: Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Invoicing Processes → Additional Functions → Assign Charge and Discount Keys If the base amount for determining the charges and discounts is calulated form the amounts of the open items, you can select the items in the implementation guide for contract accounts receivable and payable under the following menu path: Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Invoicing Processes → Additional Functions → Define Item Selection for Determination of Base Amount for Charge/Discount In addition, you can implement an alternative base amount determination in a customer module.

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Lesson Summary You should now be able to: • Invoice billing documents • Invoice SD documents • Explain the meaning and purpose of collective invoices • Explain the process steps of a collective invoice • Explain the additional invoicing functions • Explain account determination for invoicing in FI-CA

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Lesson: Invoice Reversal

Lesson: Invoice Reversal Lesson Overview This lesson will give you an overview of the invoice reversal functions in the PSCD solution.


Explain the options for reversing invoicing documents

Business Example

Figure 492: Reversal Transactions

You can reverse an invoicing document. When you do so, all the posting documents that were posted during the creation of this invoicing document are reversed and the invoiced source documents are flagged as 'not yet invoiced'. Then you can invoice these source documents again. Invoicing function: The function is mapped with the invoicing function Invoice reversal. You can use the individual reversal and mass reversal functions to reverse the invoicing documents. You can select using the individual invoicing documents to be reversed or the reconciliation key. If you select using the reconciliation key, all the invoicing document belonging to the reconciliation key are reversed. If there is a mass reversal in parallel, parallel processing is carried out using the reconciliation key.

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When an invoicing document is reversed, several actions are carried out such as the following: •

• •

• •

A reversal (invoicing) document is created that is an exact copy of the invoicing document to be reversed. However, in the document header, it contains the number of the invoicing document to be reversed in the REVERSEDDOC field. The number of the reversal document is defined in the header of the reversed invoicing document in the REVERSALDOCfield. In the reference table DFKKINVDOC_S of the invoicing document to be revered, the number of the reversal document is defined in the field REVERSALDOC. The PSCD posting documents that were posted during the creation of the invoicing document to be reversed are reversed (with document source 78). An invoicing order DFKKINV_TRIG is created for a new invoicing for each source document.

Figure 493: Reversal – System Settings

In the SAP Customizing Implementation Guide: Financial Accounting → Contract Accounts Receivable and Payable → Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing Reversal → Basic Settings for Invoicing Reversal, you can define how you want the system to behave in various reversal situations for each application area and invoicing process.

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Lesson: Invoice Reversal

Resetting Clearing •

•

During the individual reversal, there are the following options for resetting clearing: – No clearing reset – Automatic clearing reset – Automatic clearing reset with partial reset – Clearing reset online During the mass reversal, there are the following options for resetting clearing: – – –

No automatic clearing reset Automatic clearing reset Automatic clearing reset with partial reset

During the control of the clearing reset, you have the following options: • •

•

•

No clearing reset: The invoicing documents are not reversed. The system writes an error message in the reversal log. Automatic clearing reset (without dialog), however no partial clearing reset: The clearing reset for settlement payments for the invoicing document to be reversed are only posted by the individual invoicing reversal if there are no other documents (receivables) that are cleared by these payments simultaneously. If additional documents are cleared with the invoicing document, the reversal is terminated and the system writes an error message in the reversal log. Automatic clearing reset and partial clearing reset (both without dialog): The clearing reset is carried out for the items of the settlement payment items that have cleared the invoicing document to be reversed. The individual invoicing reversal also behaves like this if the invoicing document is cleared together with other documents (receivables). Clearing reset in dialog: The individual invoicing reversal displays a dialog box and prompts the user to confirm that they want to post a clearing reset.

For collective bills, you can define whether the reversal can be carried out, even if the collective bill has already been cleared. For invoicing documents that refer to other documents (individual bills to collective bills), you can define whether a reversal is allowed if the collective bill has already been created.

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Lesson Summary You should now be able to: • Explain the options for reversing invoicing documents

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Lesson: Invoice Printout

Lesson: Invoice Printout Lesson Overview This lesson will give you an overview of the invoice printout function in the PSCD solution.


Explain the two rounding types in invoicing Explain the determination of the payment methods in invoicing Explain the term "final invoice amount"

Business Example

Figure 494: Currency-Specific Rounding

Invoicing supports currency-specific rounding and invoice rounding. You can define the rounding rules in Customizing for Financial Accounting under Contract Accounts Receivable and Payable -> Basic Functions -> Postings and Documents -> Basic Settings -> Define Rounding Rules for Currencies.

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Currency-specific rounding: • • • • •

Is required in some countries due to the currency used in payment transactions (for example, 5 rappen rounding in Switzerland) Is carried out at posting document or posting item level Is carried out once for each invoice Is displayed in the account and on the invoice Is carried out according to the rounding rules defined in contract accounts receivable and payable

In the invoicing document, rounding information is flagged with the type of the invoicing item 0ROUNDCU (currency rounding for the posting document) and 0RND_NEW and 0RND_OLD (rounding of the current final invoice amount/rounding amount from previous invoices). The rounding function is mapped using the invoicing functions Rounding per Posting Document (RND_POST_DOC) or Rounding per Invoicing Document (RND_INV_DOC).

Figure 495: Invoice Rounding

You can use the "Rounding of Final Invoice Amount" invoicing function to round according to the invoice rounding settings you have selected. You can choose whether you want the rounding amount to be written off or to be left in the contract account and taken into account during the next invoicing session. If you want a rounding amount to remain in the contract account, the corresponding posting item has clearing restriction I. This clearing restriction means that the items cannot be processed until the next invoicing of the affected contract account

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(that means no clearing, no dunning and no interest calculation). In the next invoice, the clearing restriction is removed from the rounding item and the rounding amount is taken into account in the final invoice amount for this invoice. In addition to the rounding rules, you can define the minimum amounts for the bill receivable and bill credit for the bill payment. If this minimum amount is not reached, the calculation amount is rounded to zero and the difference amount is either written off as a small difference or taken into account in the next calculation. In addition, you can set that if there is a zero rounding in the invoice, all open items contained in the final invoice amount and the rounding items are cleared against each other in a clearing document. In the invoicing document, the items that are created during the invoicing function are flagged with invoicing item type 0RND_NEW. The rounding item triggered from the previous invoice is flagged with invoicing item type 0RND_OLD. If the rounding amount is written off as a small difference, the corresponding item in the invoicing document is flagged with invoicing item type 0RND_TOL. If the rounding difference for each invoicing document is flagged for the next calculation, the rounding key must be assigned to one of the invoicing processes and the invoicing function must not be activated in this process. You can maintain the calculation rounding rules in Customizing: SAP Customizing Implementation Guide: Accounting → Contract Accounts Receivable and Payable → Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Invoicing Processes → Define Key for Invoice Rounding

Figure 496: Determining Final Invoice Amount

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The final invoice amount is the total of the amounts of all invoicing document items that are flagged as relevant for the final invoice amount (that is, the TOTALREL indicator is set for these document items). In the standard system, the amounts of all posting-relevant billing document items are relevant for the final amount. In addition, for certain additional functions, the you can define that they are relevant for the final amount during the item selection (see below).

Figure 497: Determining Final Invoice Amount

Due date determination • • • • •

The due date of the bill is based on the general elements of due date determination Final bill amount (credit/receivable) forms the basis for due date determination The due date is determined in the event Document: Determine due date from payment condition (1330) using the payment condition The bill due date is defined in all business partner items from the posting documents that have just been created and in the invoicing document header. Event 2640 can be used for customer-specific adjustments.

Invoicing for determining the due date processes event 1330 of contract accounts receivable and payable by default. The due date determined in event 1330 and the cash discount due date with the corresponding cash discount percentage rate if necessary are transferred as the bill due date to all posting items that have just been created for the invoicing document and to the invoicing document header. At event 1330, the final invoice amount is not yet known.

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In addition, event 2640 is available for invoicing. After the final invoice amount has been determined (after an integrated account maintenance and subitems have been created), you can use this event to check the bill due date originally determined in event 1330 and change it if necessary.

Figure 498: Payment Method Determination - Incoming Payment Method

You can use the payment method determination invoicing function to determine a payment method according to the specifications in the contract account. The payment method determination invoicing function supports a payment method determination based on the final invoice amount. If the final bill amount represents a receivable, invoicing tries to determine an incoming payment method. The customer payment method defined in the contract account, the amount limits defined in Customizing and possible the incoming payment blocks maintained in the contract account influence the determination of the suitable payment method. An incoming payment block ensures that a direct debit payer is treated as a cash payer - i.e. a payment method is not determined. The determined payment method is transferred to the invoicing document header. The invoicing posting documents, however, do not have a payment method so that they can be regulated together in a payment run with other open items for the contract account. The items are interpreted by the payment run. In addition, event 2641 enables you to determine the payment method for a specific industry or customer and, if necessary, to set a payment method at business partner item level. You can also exclude the final invoice amount from the payment until the next invoice.

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Figure 499: Payment Method Determination - Outgoing Payment Method

If the final invoice amount is a credit, invoicing tries to determine an outgoing payment method. The required outgoing payment methods defined for the customer in the contract account, a prioritization of the outgoing payment methods to be used, amount limits from Customizing, and outgoing payment locks that can be set in the contract account influence the determination of the outgoing payment method. The payment method determined is transferred to the invoicing document header. However, the posting documents created during invoicing do not receive the payment method determined; this enables a common payment together with other open items for the contract account. The items are interpreted by the payment run. If you want to use the payment method determination function, you must activate it in the relevant invoicing process and make the corresponding system settings for the automatic determination of the payment method in contract accounts receivable and payable. In Customizing for invoicing in posting area 2685, you can define the priorities of the outgoing payment methods to be used for each company code (for example, postal transfer has a higher priority than check or bank transfer).

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Figure 500: Payment Form Reference

The payment form invoicing function allows you to assign a payment form number. The payment form number is an internally assigned, unique number that can be allocated to a payment form and that cash payer can use to pay the bill. This is defined in the invoicing document and can be printed on the invoice. During invoice correspondence, a payment form can be sent to the business partners that summarizes all the open items that are taken into account in the final invoice amount. If payment is made using a payment form, these open items can be selected using the payment form number. To create a payment form in the invoice, you must activate this invoicing function in the invoicing process and activate the payment form determination in the implementation guide for contract accounts receivable and payable under the following path: Integration → Invoicing in Contract Accounts Receivable and Payable → Invoicing → Invoicing Processes → Define Specifications for Payment Method/Payment Form Control Here you can activate differentiated by the +/- sign of the invoice amount and the cash payer/direct debit payer criteria of the payer. The payment form number is allocated regardless of whether a payment form is created during bill printout.

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Figure 501: Locks

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Lesson Summary You should now be able to: • Explain the two rounding types in invoicing • Explain the determination of the payment methods in invoicing • Explain the term "final invoice amount"

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Lesson: Invoicing Execution Lesson Overview This lesson will give you an overview of invoicing execution in the PSCD solution.


Carry out the individual transaction and mass transaction for invoicing

Business Example

Figure 502: Transactions for Creating the Invoice

You can find the invoicing transactions in the SAP menu under Contract Accounts Receivable and Payable -> Invoicing. The invoicing transactions for parallel processing use the function for the mass activity for contract accounts receivable and payable. The mass activity type is the key under which the type of a mass activity with the corresponding tax attributes is defined. In the IMG, you can find the settings for the different mass activities under the technical settings for contract accounts receivable and payable.

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Lesson: Invoicing Execution

Overview of the invoicing transactions •

You must specify posting parameters for the invoicing transactions: – – –

• • • •

Posting date Document date Reconciliation key (specification is only required for the single run, otherwise it is specified by the system) Invoicing transactions can be started as a simulation run The individual creation can be executed in expert mode During mass processing and parallel processing, a reconciliation key is created and closed at the end of the processing automatically. During mass processing and parallel processing, you can define the Validity Period End (time and date) and you can control the log output. You can supress the error messages.

You can execute invoicing transactions as individual creation, mass processing and parallel processing. In expert mode for the individual creation for invoices, the invoicing functions can be activated individually if this is allowed in Customizing.

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Lesson Summary You should now be able to: • Carry out the individual transaction and mass transaction for invoicing

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Lesson: Document Display and Monitoring

Lesson: Document Display and Monitoring Lesson Overview This lesson will give you an overview of how to display documents in the PSCD solution.


Display billing documents and invoicing documents in the system

Business Example

Figure 503: Displaying the Billing Document

You can use transaction 'Display Billing Document' to display the billing documents, their items, addditional items and the corresponding invoicing history based on selection specifications for example, business partner and contract account. You can find the transaction in the menu under: Contract Accounts Receivable and Payable Invoicing → Display → Document Display → FKKINVBILL_DISP Billing Document

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Figure 504: Displaying the Invoicing Document

You can use transaction 'Display Invoicing Document' to display the invoicing documents, their items, addditional items and the corresponding posting documents based on selection specifications for example, business partner and contract account. You can find the transaction in the menu under: Contract Accounts Receivable and Payable Invoicing → Display → Document Display → FKKINVDOC_DISP - Invoicing Document You can also use event 1206 and function module FKK_INV_INVDOC_DISP_1206 to include the function in the account balance. You can use the transaction to • • •

668

Simulate invoices Display a preview of the invoice Call the optical archive


2011

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Lesson: Document Display and Monitoring

Lesson Summary You should now be able to: • Display billing documents and invoicing documents in the system

2011


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Lesson: BW Integration Lesson Overview This lesson will give you an overview of BW Integration in the PSCD solution.


Explain how invoicing document are extracted in BI (Business Intelligence)

Business Example

Figure 505: Data Extraction for BW

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Lesson: BW Integration

Figure 506: Extraction Process

When the invoice documents are created, an order for the extraction of the invoice documents for BW is created. The extraction of the invoice documents is carried out as a separate process. The extraction process accesses the extraction order and writes the relevant data to the BW data structure. Note: The extraction of the invoice document is not part of the standard functions. The extraction occurs using event 2710. In this event, the invoicing data is available and you can add additional data to it (for example, master data) for the extraction. The monitoring transactions support the extraction process and can be used for the simulation and analysis.

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Figure 507: Extraction Orders

The extraction order selects the invoice documents for the extraction to BW. There are two types of orders for the extraction: • •

Group extraction order (table DFKKINV_BWTRIG) and Individual extraction order (table DFKKINV_BWTRIGS).

Group extractions are created for each reconciliation key whereas individual extractions are created for each invoice document. If errors occur during the group extraction, an individual extraction order is created for each billing document. Note: An invoice document can either be in a group extraction order or in an individual extraction order.

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Lesson: BW Integration

Figure 508: Execution and Requirements

Data source 0FC_INVDOC_00 (from SAP) can be used. You use extraction structure FKKINV_BW_EXTRACT00. Hint: The individual extraction structure can only contain the fields of the SAP structure FKKINV_BW_EXTRACT00. If necessary, you can use the include to extend this structure. Execution and Requirements: • •

•

Assign the data source that you want to be used for the BW extraction. Activate the function Integration in BW Sales Statistics in the billing process. This ensures that the billing process creates group extraction orders (FKKINV_BWTRIG). To create extraction orders, you must carry out the following steps: – –

Connect to a BW system Initialize the data sources

To extract the data, you must implement a customer-specific module in event 2710. The extraction process only takes into account orders with a reconciliation key that has been closed.

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Lesson Summary You should now be able to: • Explain how invoicing document are extracted in BI (Business Intelligence)

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Lesson: CRM Integration

Lesson: CRM Integration Lesson Overview This lesson will give you an overview of CRM integration in the PSCD solution.


Name the prerequisites for the integration of CRM documents in invoicing

Business Example

Figure 509: CRM Integration

CRM integration is a special case among the generic integration scenarios. The CRM system represents an external system that provides invoice documents.

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Technical Settings: • •

•

676

The technical communication between SAP CRM and SAP ERP occurs using CRM Middleware. The master data replication between SAP CRM and SAP ERP must be activated. During the replication, the CRM business partner is replicated to the PSCD business partner and the CRM business agreement is replicated to the PSCD contract account. The CRM adapter BEM BEM_UPLOAD_INV_SRV is used to transfer data from the CRM invoice to the ERP invoice.


2011

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Lesson: CRM Integration

Lesson Summary You should now be able to: • Name the prerequisites for the integration of CRM documents in invoicing

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677

Unit Summary

IPS510

Unit Summary You should now be able to: • Understand the concept of the Business Rules Framework • Execute the billing run • Configure invoicing in FI-CA • Use invoicing in FI-CA • Understand the concept of the Business Rules Framework • Give an example for using the Business Rule Framework (BRF) in public sector billing • Explain the concept and function of public sector billing • Explain the advantages of generating billing documents • Describe the components of the billing document • Explain the mapping and the reasons for generating adjustment documents • Explain the invoicing process • Explain the basic terms in invoicing • Name the functions in invoicing (for example, automatic account maintenance and so on) • Explain the grouping characteristics of the billing document in invoicing • Explain the influencing factors and the process flow in the invoicing process • Select invoicing orders for invoicing or simulate an invoicing • Explain the derivation of the billing documents during the invoicing process • Make Customizing settings for invoicing in Contract Accounts Receivable and Payable • Invoice billing documents • Invoice SD documents • Explain the meaning and purpose of collective invoices • Explain the process steps of a collective invoice • Explain the additional invoicing functions • Explain account determination for invoicing in FI-CA • Explain the options for reversing invoicing documents • Explain the two rounding types in invoicing • Explain the determination of the payment methods in invoicing • Explain the term "final invoice amount" • Carry out the individual transaction and mass transaction for invoicing • Display billing documents and invoicing documents in the system • Explain how invoicing document are extracted in BI (Business Intelligence) • Name the prerequisites for the integration of CRM documents in invoicing

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Course Summary

Course Summary You should now be able to: • • • • • • • •

2011

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


679

Course Summary

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IPS510


2011

Feedback SAP AG has made every effort in the preparation of this course to ensure the accuracy and completeness of the materials. If you have any corrections or suggestions for improvement, please record them in the appropriate place in the course evaluation.

2011


681

The PSCD work

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