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SAP Utilities

Purpose SAP Utilities is a process-oriented sales and information system that supports all services provided by utility and waste disposal companies. You can use SAP Utilities to manage and bill residential, commercial and industrial, and prospective customers. In times of deregulated markets and increasing competition, it is vital that you provide the bet possible response to your customers’ requirements, use operational information tailored to their specific requirements, and maximize revenue potential. As an integrated component in SAP ERP, SAP Utilities provides you with all the benefits of a comprehensive and effective Enterprise Resource Planning (ERP) System. SAP Utilities helps you to keep you business processes as streamlined and as efficient as possible. As a single software solution, SAP Utilities eliminates incompatible and isolated information in the back office. With SAP Utilities, you can access data at any time from diverse business areas, providing you with the information you need to make the right decisions. Integration Solution Portfolio SAP for Utilities SAP Utilities is part of the solution portfolio SAP for Utilities and includes the SAP Utilities (IS-U) industry-specific component. SAP for Utilities can be integrated with the following applications: Application

Documentation

SAP Customer Relationship Management

SAP Help Portal (help.sap.com): SAP Business Suite  SAP Customer Relationship Mgmt.

SAP NetWeaver Business Intelligence

SAP Help Portal (help.sap.com): SAP NetWeaver  (or other release)  German SAP NetWeaver by Key Capability {  BI Content  Industry Solutions  Utilities

SAP NetWeaver Portal

SAP Help Portal (help.sap.com): SAP NetWeaver  Portal Content

SAP Utilities Customer E-Services

SAP Solution Manager

You can use the Plant Maintenance (PM), Customer Service (CS) and Sales and Distribution (SD) SAP ECC application components to bill service orders,

service contracts, services, and the sale of goods. Due to the large number of postings from billing and budget billing requests, these are posted in a subledger in Contract Accounts Receivable and Payable (FI-CA). SAP Utilities uses SAP Business Workflow to automate the processing of its many business processes. Common workflows include initial creation of a service connection and the disconnection of devices. Features SAP Utilities ●

You can use Basic Functions to manage addresses and regional structures. You can generate schedules for meter reading, budget billing, and billing.

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You can use Master Data to manage data that remains fixed for long periods of time. In IS-U, this data includes the business partners, contracts and contract accounts, connection objects (buildings and real estate) and the premises, installations, and device locations contained therein.

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You can use Device Management to manage the installations, meter reading, and the certification of all devices for a utility company.

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The Billing component is used to bill the standard divisions: Electricity, gas, water/waste water, district heating, and multimedia services (for example, cable TV).

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You can use Invoicing to group services and invoice them on one bill. You can also use Invoicing to calculate and charge duty, fees, and taxes.

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In Customer Service you can use the Customer Interaction Center (CIC) or Front Office to display all data and start specific business processes. In Internet-Self-Services your customers can send you new data or changes to their existing data via the Internet. For example, they can grant you collection authorization or register a move-in.

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Energy Data Management (EDM) is a solution that meets the requirements of interval reading, schedule management, and the billing of interval energy consumption. EDM includes the following functions:

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Central database for energy data (Energy Data Repository)

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Settlement and schedule management using the settlement workbench

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Billing of profiles using real-time-pricing billing (RTP billing)

Intercompany Data Exchange (IDE) fulfills the requirements of the deregulated market. IDE includes the following functions:

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Infrastructure for processing deregulated business processes

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Unbundling

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Data exchange processes

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Change of supplier processes

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Bill and payment processing in the deregulated environment

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Work Management combines various SAP components and enhances them to include industry-specific functions for planning, calculating, executing, and billing work orders.

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SAP Waste and Recycling (IS-U-WA) is a comprehensive logistics, billing, service, and customer service system that covers all the business processes required by a waste disposal company.

here are 2 different types of master data: technical and business. These are shown in the graphic below:

Contract Accounts Purpose This component enables you to create and manage contract account master data. In Contract Accounts Receivable and Payable, each business partner posting is assigned to one business partner and to one contract account. In the contract account master record, you can define, for each business partner, the procedures that apply when posting and processing the line items of a given contract account. These include, for example, payment and dunning. Integration Master data can be changed automatically by certain business transactions. In this way, for example, a return can result in a processing lock being set. Features You can assign more than one contract account to a given business partner. Similarly, a single contract account can be assigned to more than one business partner. Note however, that in the industry components listed below, different rules apply. You can transfer data manually or automatically. Contract accounts tend to be managed on an open item basis. See Open Item Management. The system logs changes to master data. See Logging Changes. Telecommunications (IS-T) component In this component, a contract account can be assigned to one business partner only. Utilities Industry (IS-U) Component In Utilities,one contract account contains all those contracts belonging to one business partner for which the same payment and dunning terms apply. You assign your business partner contracts to the contract accounts. Although one contract account can contain more than one contract, each individual contract is assigned to one contract account only. This does not apply to one-time accounts. For more information on contracts, see the Utility/Disposal Contracts section in the Utilities Industry component. Insurance (FS-CD) Industry Component You assign contracts to the contract accounts for which there is a business partner. Each contract is only assigned to one contract account, however one contract account may have several contracts assigned to it. Contract account master data is usually created and changed from the operational system using an interface. Industry Component Public Sector Contract Accounts Receivable and Payable (PSCD) You set up the contract accounts of a business partner for the relevant taxes (property tax, income tax, and so on). You assign contract objects to a contract account for which relevant taxes are levied. If different taxes are levied for a contract object, you can make assignments to several contract accounts.

For more information about the contract objects, see the documentation for the industry-specific component Public Sector Contract Accounts Receivable and Payable under Contract Object.

Utility Contract Definition Utility contracts are utility service agreements between the utility company and its business partners. The following contract categories exist:  Delivery contracts, for example for residential contracts, nonresidential contracts, cable television, telecommunications  Purchase contracts for small power producers, solar installations and other forms of energy transmission  Plant consumption contracts for generation and distribution installations of the utility company  Company consumption contracts, for example for the electricity consumption of offices at the utility company  Waste disposal contracts for the waste disposal industry. For more information, see Waste Disposal Contract in the Waste Disposal Industry (IS-U-WA) component. Service contracts (such as for maintenance and repair) are not managed in this component; the Customer Service component (CS) is used instead. Service contracts are billed in the Sales and Distribution (SD) component. Use A contract is related to a division. It links one single contract account to one installation (see graphic for the master data (ISU-BF) component). However, several contracts can be grouped together in one contract account. A contract contains control data for contract billing and contract accounts receivable and payable. This data includes:  General data (for example, contract account)  Move-in and move-out data  Schedule data (for example, start date and cancellation date)  Data relevant to billing  Account assignment data (for example, account determination ID)  Sales and distribution data  Deregulation data (for example service providers)  Data relevant to budget billing

The Contract Model: What Data Comes From Where

With the exception of move-in and move-out data, you can change, display and check all data of multiple contracts of a contract account simultaneously, if none of these contracts have been terminated. You can change the screen layout by configuring the tabstrips. For more information, see the move-in screen layout.

Contract Accts Receivable and Payable for the Utilities Industry Use Contract Accounts Receivable and Payable is a subledger developed for industries with a large customer base and a correspondingly high volume of documents to post, such as utility companies. Features This component provides standard accounts receivable and accounts payable functions including dunning, posting documents, and making payments. Contract accounts receivable and payable currently consists of the following detailed components:

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Basic Functions Business Transactions Integration Closing Operations Information System Job Controls European Monetary Union and Contract Accounts Receivable and Payable Archiving Interfaces The EVENT Concept Data Processing in Mass Runs Enhanced Message Management

Organizational Units Definition Elements of the logical structure of the SAP System that you can use to portray your company-specific organizational structure in the SAP System. You use organizational units to structure business functions. Use The organizational units of Financial Accounting, such as the company code, chart of accounts, and fiscal year are used for external reporting purposes, for example, for financial statements legally required of your company. For detailed information about the organizational units in Accounting, see the documentation for Accounting under Financial Accounting  Financial Accounting - General Topics  Organizational Units and Basic Settings.

basic Functions Purpose You use this component to enter your basic settings for master data and to post and process documents. It is also used to create and process master data, and to post and process documents manually.

Implementation Considerations You must implement all the components listed below. Features This component consists of the following detailed components:            

SAP Business Partner (SAP BP) Merging Business Partners (IS-U) Contract Account Postings and Documents Tax Postings Open Item Management Account Balance Display Print Workbench Correspondence Customer Contacts Conditional Processing Locks Requests

SAP Business Partner Definition Organization (firm, branch office), person or a group of persons or organizations in which your company has a business interest. Use You can create and manage your business partners centrally for different business transactions. This is of prime interest if a business partner plays different roles for a company, such as sold-to party and ship-to party. You can create a business partner in different business partner roles. During the course of the business relationship, the business partner can assume other business partner roles. You do not need to create the general data, which is independent of a business partner’s function or of application-specific extensions, again in each case for this business partner. This prevents data being created and stored redundantly. Structure You can use the following basic elements, which form part of the business partner data:

Business Partner Concept Concept

Remark

Business Partner Category

The data that is available for your business transactions depends on thebusiness partner category.

Business Partner Role

A business partner can take on different business partner roles , which allow different views of the business partner data depending on the business function.

Business Partner Relationship

A relationship connects two business partners and is characterized by the business partner relationship category.

Business Partner Group Hierarchy

You can represent the structure of an organization using the business partner group hierarchy

Integration For more information on the functions for a business partner, see Business Partner Data.

Processing

Merging Business Partners (IS-U) Use You can use the business partner merging function in connection with the central business partner (SAP application component CA-BP Contract Accounting – Business Partner) and Contract Accounts Receivable and Payable (FICA Financial Accounting – Contract Accounting). Notes on Implementation The following SAP notes contain further information on business partner merging: Title of SAP Note

SAP Note Number

FAQs for Transferring Open Items (FP40)

616098

IS-U Transactions and Batch Input

432178

Merging Business Partners

624341

Move-In: No Meter Reading Results Proposed

503243

Integration Part of the central business partner concept is that every natural or legal person as well as every group is only created once in a system. There are different reasons why a business partner is created several times in one system. Business

partners that have been created more than once are referred to as duplicates. Duplicate can occur due to the following reasons:  Migration from legacy systems without merging business partners  Migration from different legacy systems without a duplicate check  New creation of business partners in SAP systems without duplicate checks Data Cleansing The Cleansing Tool (transaction CLEAR_INT) enables you to process duplicates. It has been available since ABAP Release 5.0A and is already used by the SAP business partner (as of SAP CRM Release 3.0, for example). These data cleansing functions are not released for systems with industry add-ons. For further information, see the release information about Changes to Data Cleansing on the SAP Service Marketplace under http://service.sap.com/releasenotes mySAP Solutions  R/3  SAP R/3 Enterprise 4.70x110 (English)  Chapter 04 Cross Application Components (page 12). Features For further details about business partner merging, read the following information on business partner objects and further functions and tools:  Objects in Contract Accounts Receivable and Payable  Objects and Enhancements in SAP Utilities  Customer Change  Objects and Enhancements in SAP CRM  Automatic Business Partner Merging In the following, the business partner to be removed from the system is referred to as the source business partner. The business partner that replaces the source business partner is referred to as the target business partner.

Contract Accounts Purpose This component enables you to create and manage contract account master data. In Contract Accounts Receivable and Payable, each business partner posting is assigned to one business partner and to one contract account. In the contract account master record, you can define, for each business partner, the procedures that apply when posting and processing the line items of a given contract account. These include, for example, payment and dunning.

Integration Master data can be changed automatically by certain business transactions. In this way, for example, a return can result in a processing lock being set. Features You can assign more than one contract account to a given business partner. Similarly, a single contract account can be assigned to more than one business partner. Note however, that in the industry components listed below, different rules apply. You can transfer data manually or automatically. Contract accounts tend to be managed on an open item basis. See Open Item Management. The system logs changes to master data. See Logging Changes. Telecommunications (IS-T) component In this component, a contract account can be assigned to one business partner only. Utilities Industry (IS-U) Component In Utilities,one contract account contains all those contracts belonging to one business partner for which the same payment and dunning terms apply. You assign your business partner contracts to the contract accounts. Although one contract account can contain more than one contract, each individual contract is assigned to one contract account only. This does not apply to one-time accounts. For more information on contracts, see the Utility/Disposal Contracts section in the Utilities Industry component. Insurance (FS-CD) Industry Component You assign contracts to the contract accounts for which there is a business partner. Each contract is only assigned to one contract account, however one contract account may have several contracts assigned to it. Contract account master data is usually created and changed from the operational system using an interface. Industry Component Public Sector Contract Accounts Receivable and Payable (PSCD) You set up the contract accounts of a business partner for the relevant taxes (property tax, income tax, and so on). You assign contract objects to a contract account for which relevant taxes are levied. If different taxes are levied for a contract object, you can make assignments to several contract accounts. For more information about the contract objects, see the documentation for the industry-specific component Public Sector Contract Accounts Receivable and Payable under Contract Object.

Contract Account Category Definition A contract account category defines certain attributes for a contract account. Use You have to assign a contract account category to each contract account when you create it. The fields that appear when you create a contract account are among the things controlled by the contract account category. Structure The contract account category determines the following contract account 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 collective bill account (industry component Utilities)  Whether it is a one-time account  Whether it is a deposit account and the account contains deposit contracts (industry component Insurance) 

The editing screens or data fields that you can use to edit the contract account

Contract Account Definition Structure used to bill the posting data for contracts or contract items for which the same collection/disbursement agreements apply. Contract accounts are managed on an open item basis within Contract Accounts Receivable and Payable. In the industry component Insurance, you can decide whether accounting is to be managed on an account or open item basis.

Use Alternative correspondence recipient You can define an alternative correspondence recipient in the contract account (see Recipient and Sender Determination). Planned changes to the contract account You do not have to activate contract account changes to have immediate effect, but rather you can enter a date as from which the changes should become effective. This data is not written to the database but recorded in change documents. The planned changes function only applies to changes to the contract account. You cannot schedule the creation of a contract account. To activate this data, you should run program BUSPCDACTon a daily basis. This writes the scheduling to the database. You can use the application object FICAto activate planned changes to the contract account. When you are in display mode for change documents, you can delete inconsistent data, for example, data that arises when planned changes are cancelled. Check digits in the contract account When you create a contract account, you can add a check digit to the contract account number. The prerequisites are as follows:  You add the check digit procedure using event 1051. (Sample function module FKK_SAMPLE_1051_2_CHECKDIGITS for two check digits is supplied by SAP)  The contract account is created with internal number assignment.  Only procedures with one or two check digits are supported. The number range is configured such that it begins with a leading zero (check digit procedure with one check digit) or with two leading zeros (procedure with two check digits). Contract account enhancements You can make enhancements using the Business Data Toolset (BDT) in the menu for transaction CAWM. Structure Every contract account master record consists of general data that is the same for all business partners assigned to the contract account and business partnerspecific data that can be set differently for each business partner in the contract account. In the industry component Insurance, you can also define this data for the insurance relationship. The master data is structured according to the processes that depend on the contract account data, such as incoming and outgoing payments, correspondence, dunning.

Integration All transactions relating to contract accounts access data from the contract account master record (such as payments and dunning). Several transactions change data in the contract account master record (such as payment locks for returns).

Controlling Specifications in Contract Accounts Use Using the contract account, you can enter general data as well as data relating to payment, tax, dunning, and correspondence. Features Frame on screen:

You can define:

General data Cross-partner data

Account management data

The key under which the contract account is managed in the SAP system and under which it may have been managed in an operational system. 

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Whether this business partner is an associated company, by specifying the unique key for the trading partner That the account is set for deletion. If there is no dependent data, the account is deleted when the archiving program is executed. Account relationship. If several business partners are assigned to a contract account, you can define the roles here that a business partner has for the account. You can only assign one business partner as the owner of the account. The authorization group that a contract account belongs to, so that it can only be edited by people with the corresponding authorization. Posting lock at contract account level. You can define here that no documents be entered, cleared, reversed, or reset. You can also choose between a posting lock and a clearing lock. If you have set a lock, during clearing processing in online mode the open items of a locked contract account are given an indicator and cannot be set to active. That all items posted to the account receive a clearing restriction. This has the effect that this item can only be cleared by specific business

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Invoice creation

transactions (for example, year-end settlement in a utilities company). The tolerance limits that apply to outstanding payments. The underlying clearing category for clearing postings. The planning group that the business partner belongs to and how many additional days are taken into consideration before an open item is paid (cash management). That an interest key is defined at contract account level. This is used in interest calculations to determine interest frequency, amount limits and transfer and tolerance days as long as no other interest key has been defined at a more specific level.

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That invoices are sent to an alternative invoice recipient.  Which collective invoice account is used by this contract account together with other contract accounts.  The tax jurisdiction valid for calculation of tax (US/Canada)  That no invoice is created as a result of specifying a lock reason for a master data record.

Payments/taxes Incoming and outgoing payments

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Taxes

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That payments are processed by an alternative payer or alternative payee The payment method that is to apply Which bank is used for incoming and outgoing payments Which card ID is valid for incoming and outgoing payments The reason for locking the contract account for incoming or outgoing payments. Several limited-time locks are possible.

That the withholding tax code is set for incoming and outgoing payments in the relevant country. That several characteristics are defined for each tax code, the tax rate, for example.  The number and validity period of the certificate

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issued for exemption from withholding tax. For which country an activity was carried out. You only have to change the default value here if it differs from the country key of the business partner's standard address. The tax criteria for sorting companies. The regional code for automatic address preparation. The county code for classifying different areas from a tax point of view.

Dunning/ correspondence Dunning control

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That the dunning notice is sent to an alternative dunning recipient but that the actual business partner can also receive the dunning notice  The grouping category to which the contract account's due items are assigned when executing the dunning run.  The dunning procedure with which the business partner is dunned.  A dunning lock reason for open items. Several limited-time locks are possible.

In addition, you also have the option of using additional industry-specific fields.

Important Information in the Contract Account (IS-T) Use There is a series of IS-T-specific attributes in the contract account. These attributes can be split up into different areas. General data such as:     

Flag for additional bill Transaction currency Payment terms Account category Settlement category

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Account determination ID Application form Language

Dunning Control: 

Flag for additional dunning notice

Payment control such as:     

Automatic debit procedure Number of automatic debits performed Number of returned automatic debits Flag for recurring entry Flag for “No payment document”

Link Between Contract Accounts and Business Partners Use You must assign at least one business partner to each contract account. Depending on the industry, you may also be allowed to assign several business partners to a contract account. Prerequisites You can only assign additional business partners to a contract account if the respective contract account category allows you to do this. Features The master data in a contract account can be divided into one part that is the same for all business partners in the contract account (in other words, crossbusiness partner) and into another part that is business partner-specific. You can set the business partner-specific data differently for different business partners.

Logging Changes Use The system logs changes to fields in the contract account. You can display the changes when you maintain the account online. In addition, the system records who created a contract account and when, and who made the last change and when. Features Select (in the menu of the You see: transaction): Extras  Creation Data

When a contract account was created or last changed and by whom. There is a difference here between general and business-partner-specific data.

Extras  Account Changes

All the changes to an account. When you choose this function, the system displays a selection list of all the fields in the account that have previously been changed. In addition, the system displays cross-business partner and business partnerspecific details regarding the account’s creation data and any business partners that have been created. By selecting individual fields, you can choose the change data. After confirming the entries, a list of all the changes appears, specifying the person who made them and the date of the change.

Extras  Field Changes

Changes to the field on which the cursor is positioned. After choosing this function, a list with the changes made to this field appears, specifying the person who made them and the date of the change.

The system does not create change documents for process locks. There is, however, a history function that you can call up from the dialog box for locks.

Automatic Master Data Transfer Use You use this function to transfer the contract account master data from legacy or operational systems. Features Data is generally transferred in two steps: 1. ... 1. 1. The relevant data is read from the operational system and placed in a sequential file (operational system sender structure) by the data selection program. This transaction takes place outside of the SAP system and is not supported by SAP programs. Therefore the data selection program can make changes to data at this point. 2. 2. The SAP transfer program reads the data from the sender structure, changes the data, and places the data in the receiver structure. Data can be changed or converted in this last step. Activities For more information, and the programs involved, see the Implementation Guide for Contract Accounts Receivable and Payable: Basic Functions  ContractAccounts  Data Transfer.

Automatic Transfer of Master Data (IS-T) Use This function is used for the initial transfer of contract account data from a legacy system in IS-T, and is a component in the IS-U Migration Workbench. Integration The IS-U Migration Workbench is required to prepare for and execute the data transfer. Choose the Settings for IS-U Migration activity in Customizing forUtilities. Prerequisites You must transfer the business partners in the IS-U Migration Workbench before you can transfer the contract accounts. Migration Customizing settings for the contract accounts must be complete. Features The contract accounts are generated from the data in the legacy system using the “direct input” method.

Automatic Account Maintenance (IS-T) A report is available to automatically clear contract accounts. The open items are allocated in accordance with the rules defined in the Implementation Guide (see Creating Automatic Clearing Proposals). To start the report, select the following path in the telecommunications menu Periodic Processing   For Contract Accounts  Correspondence Automatic Clearing.

Creating, Changing, and Displaying Contract Accounts Use You can create or change contract accounts both online and from the operational system (see Transferring Master Data Automatically). Only one business partner’s data is ever displayed. For information on editing or displaying another business partner’s data see Displaying or Editing Other Business Partners. Features If you want to change or display a contract account, you can enter the contract account number or the business partner. The business partner is determined automatically if only one business partner has been assigned to the contract account. If more than one business partner has been assigned to the contract account, then a dialog box in which you can choose a partner to be edited appears. If several contract accounts were assigned to a business partner, a dialog box appears showing all the contract accounts assigned to that business partner. You can select a contract account from the dialog box and display it for processing. Using authorization object F_KK_FCODE, you can issue authorizations for master data dialogs. You can determine, for example, which user is no longer authorized to assign partners to a contract account. See the authorization documentation for further information. You can make changes to a contract account and have them take effect from a time in the future. The changes are not saved directly to the database, they are entered in change documents. To activate the data, you have to run report BUSPCDACT for the aplication object FICA(see SAP menu Master Data  Contract Account). For more information, see the report documentation.

Correspondence for Master Data Changes Use Using correspondence type 0030 (master data change), you can follow immediate and planned changes to the master data of your business partners (business partner, contract account, contract reference). Prerequisites In the Implementation Guide for Contract Accounts Receivable and Payable, under Basic Functions  Correspondence  Define Fields for Creating Master Data Changes, you have entered the tables to be considered for the correspondence (for example, BUT000 – general business partner data). You can only define tables that contain object classes defined by SAP, since the key for selecting the change documents is different for each object class and is created in module FKK_SAMPLE_1915. If you want other tables and therefore object classes to be considered, a program enhancement is necessary. The object classes defined by SAP are delivered in system table TFK070QC, which contains the following entries: ADRESSE, ADRESSE2, BUPA_BUP, FMCA_PSOB, FMCA_PSOBVKK, MKK_VKONT. When you enter a table in Customizing, the system automatically checks whether your entry is valid. Use the input help to display the valid entries. Once you have entered the tables, in a second step, you define the fields to be monitored for each table (for example, STREET in table ADRC). If the system writes a change document for a field that you have defined here in Customizing, this field is displayed in the correspondence. To determine which tables and fields you have to enter in Customizing, proceed as follows: 2. 3. 4. 5.

6.

... 1. In the menu, choose Display Business Partner or Change Business Partner. 2. Enter a business partner, specify the screen selection, and choose Continue. 3. In the menu on the detail screen, choose Extras  Partner Changes and select the required fields in the selection dialog box. If you choose Technical Field Names On/Off, the system displays the table and field names. 4. Choose Continue. A list of the change documents previously created appears.

The same procedure applies for the transactions Display Contract Account and Change Contract Account. In the menu of the detail screen, chooseExtras  Account Changes.

Features You have to trigger the creation of the correspondence manually. The program selects all change documents created for the business partner on the same day and then creates an individual correspondence. Only the change documents for the fields defined in Customizing are considered in the correspondence. This means that the user can decide which master data changes he wants to follow and inform the customer about. Only actual changes to existing data and changes made on the current date are considered. This means that new master data, such as business partners and addresses, are not taken into account in the correspondence. You cannot list or individually select the selected changes for the correspondence before the correspondence is created. For correspondence type 0030 you can use events 1914 (print event) and 1915 (creation event). Read the documentation for function modules FKK_SAMPLE_1914 and FKK_SAMPLE_1915. You can determine industry-specific additional data for the contract reference with a module for event 1916 (FKK_SAMPLE_1916). The module FMCA_SAMPLE_1916 is defined for determining data for the contract object for the industry solutionContract Accounts Receivable and Payable for Public Sector. FI_CA_MASTERDATA is defined as the standard form class in Customizing. At the top level (document level), the form class contains a 1:1 level to the business partner. The hierarchy below contains the level for the change documents, whereby the process logic determines that first the change documents and then the planned change documents are listed (see application form example FI_CA_MASTERDATA_SAMPLE). In the application form, you can display the old and the new value for a changed field. Note that certain fields only contain IDs (table keys), that is, links to the actual data (for example, bank details ID for incoming payments). The determination of details for these IDs and other ID fields is not supported in the standard. However, you can implement this in the customer-specific application form. Activities 3. ... 7. 1. In the menu of the transactions Change Business Partner, Display Business Partner, Change Contract Account, and Display Contract Account, chooseExtras Additional Extras  Correspondence. 8. 2. On the processing screen that appears, make selections for the business partner, contract account, and contract reference and make specifications for printing. You must specify a business partner. If you do not make any restrictions for the contract account and/or contract reference, changes to all contract accounts and contracts (contract references) of this business partner are considered, instead of only changes to the selected objects. 9. 3. Confirm your entries. The correspondence is created.

Example Example 1 A customer informs you that she has recently married and informs you of her new last name. She requests written confirmation that her data has been changed. Once the clerk has entered the new name in the field Last Name (BUT000NAME_LAST) in the transaction Change Business Partner, he creates a correspondence that documents the change made and sends it to the customer. Example 2 A tenant informs you that the bank details for the collection authorization that you have will change in two months. The clerk enters the new bank details in the field Bank Details ID for incoming payments (field FKKVKP-EBVTY) in the transaction Contract Account and schedules the change for the date specified. Using the correspondence for master data changes he informs the tenant about the change planned in the system.

Postings and Documents Purpose This component enables you to post and process documents. These documents are either automatically imported from an operational or non-SAP system, or you can enter and post them manually. You use this component to enter your basic settings for entering, posting, and processing documents both manually and automatically. Features Postings are always stored as documents in the system (document principle); documents serve as proof of a business transaction (see Documents). Each document is assigned a unique number (document number). You can have the system number documents automatically, or you can number them yourself. The document type controls how numbers are assigned (see Document Type).

An official document number can be assigned to a document as well as the document number. This is required for reports to the tax authorities in some countries, such as Argentina and Brazil. For more information about the assignment of official document numbers, see SAP Note 211778: When you enter documents, you can also clear open items that have already been posted. You can display documents and (provided certain prerequisites are met) change, reverse, and archive them. When you are entering and processing documents, you can hide fields that you do not require, or define your own screens that list the document fields you do require. Individual industry solution components can display fields in shortened form or as display fields. In addition to line items that update transaction figures in the general ledger (such as those relating to invoices, payments, or credit memos), you can also post statistical line items. These line items are noted on the contract accounts but do not need to be posted to the general ledger. They are processed both by the dunning program and the payment program. They are used, for example, to post budget billing requests or charge receivables. Statistical line items are not taken into account when checking the balance. Documents can be posted across more than one company code. The balance of all the line items in a company code is always zero (see Cross-Company Code Documents). The system creates automatic postings for all business transactions. This includes taxes, discounts, and exchange rate differences. In so doing, it calculates the relevant amounts, and automatically determines the G/L accounts to which they are to be posted. In addition to G/L accounts for automatic postings, you can define further account assignments depending on the business transaction. You do this in Customizing. This simplifies the task of entering and processing documents. Industry-Specific Component Utilities (IS-U) The system determines all accounts receivable, and accounts payable, and all revenue and expense accounts automatically using the account assignments entered in the line item. When you post a document, the system automatically determines the tax code according to the account to which the document is posted. You can post budget billings either as budget billing requests (statistical documents) or as partial invoices. For more information, see the Invoicing, Invoice Processing, and Budget Billing Plan sections of the Utilities Industry component. You can settle documents on behalf of third parties using cross-company code invoice documents. For more information, see the Invoicing section of the Utilities Industry component. Industry Component Telecommunications (IS-T) The system determines all accounts receivable, and accounts payable, and all revenue and expense accounts automatically using the account assignments entered in the line item. When you post a document, the system automatically

determines the tax code according to the account to which the document is posted. You can settle documents on behalf of third parties through the use of crosscompany code billing documents. For more information, see the Invoicing section of the Telecommunications component. Industry-Specific Component Insurance (FS-CD) In this component, all accounts receivable and payable, and all revenue and expense accounts are determined automatically by the system using the criteria entered in the line item. You have to enter revenue and expense accounts if they are not to be determined automatically. In addition to G/L accounts, the dunning procedure and item category are also determined automatically. Tax calculation takes place in the operational system and is transferred to Contract Accounts Receivable and Payable when making the debit entry. You have to enter the tax manually when you are posting manually. Industry Component Public Sector Contract Accounts Receivable and Payable (PSCD) The system determines all accounts receivable, and accounts payable, and all revenue and expense accounts automatically in accordance with the account assignments entered in the line item, such as main and subtransactions.

Documents Definition Representation of business transactions in Contract Accounts Receivable and Payable which is changed as a result of the account balance in contract accounts and/or G/L accounts. Use Documents serve as proof of the account balances in Contract Accounts Receivable and Payable and indirectly also as proof of summary data in General Ledger Accounting, Controlling, and Cash Management. The open items contained in documents form the basis for subsequent processing, such as payments, dunning notices and interest calculations. Structure Documents consist of header data, items for contract accounts and items for G/L accounts. In addition to the unique document number, the header data also contains the document type as the classifying attribute, the currency key and various date specifications. All items contain the posting amount and the necessary information for General Ledger Accounting, Cash Management and Controlling. The items in contract accounts also contain specifications regarding the due date, cash discount, dunning, automatic payments/debit memos, interest calculation and additional industry-specific processes. Items in contract accounts

can be statistical. Statistical items do not update transaction figures in the general ledger. The corresponding open items are only needed for creating follow-on postings. For example, when you clear a statistical charge receivable, it triggers the creation of a non-statistical charge receivable, its clearing and the posting of the respective revenue. When you clear a budget billing request, it triggers the creation of a budget billing posting. Documents can contain repetition specifications. In this case the document represents a time-dependent sequence of transactions with the same structure. For example, you can post a budget billing request for which budget billing payments are requested every month for twelve months as a document. In an additional item category, known as repetition items, data that varies with time (such as the due date for cash discount, due date for net payment, or billing period) is recorded. Repetition specifications can only be made if the document just contains statistical items.

Document type Document types classify the documents in Contract Accounts Receivable and Payable and determine:    

The number range from which the document number is assigned. The minimum retention periods that are to be kept to before archiving. How long after archiving you can still access the archive directly. Whether postings in which different trading partners are addressed are allowed from a consolidation viewpoint.

Posting Dates and Posting Periods To post a document in Contract Accounts Receivable and Payable, the relevant posting period must be open. You define whether a posting period is open in Customizing (see IMG structure: Financial Accounting  Global Settings  Document  Posting Periods  Open and Close Posting Periods). You can only carry out a posting in Contract Accounts Receivable and Payable if the period is allowed under account type V for contract accounts and under the masked entry '*'. If a period is to be closed only for postings in Contract Accounts Receivable and Payable but not for other postings, close this period using the account type entryV. In addition, the system also checks the entries with account type S at G/L

account level. Do not specify any account numbers for the contract accounts entry, or for the entry * (all account types). In order to be able to post in contract accounts receivable and payable after a release change from Release 4.51 (or earlier) to Release 4.61, enter account typeV for all variants in the posting periods.

Screens and Navigation You enter and process documents on the following processing screens: Header screen The header screen contains fields for entries that are the same for all line items or that control document entry, such as tax calculation. List screens To enable you to enter documents effectively, the system presents the input fields required for each line item in the form of a list. In Customizing, you define screen variants for the list screens (see the IMG structure for Contract Accounts Receivable and Payable  Basic Functions  Postings and DocumentsDocument  Screen Preparations). To get a different subview of the data you have entered, you can switch between the variants using the function Screen Variants. List screens are available for business partner items and G/L items. You can make all user-specific settings (SPA/GPA parameters) for entering/changing documents via the button with the quick info text Display/Change Settings on the initial screen. When you save your entries, the system updates the user master record. With the SPA/GPA parameters 802TC and 803TC on the initial screen of the transaction Post Document, you can enter both line layouts under Line Layout for List Entry. If you choose the function Display/Change Settings, a dialog box appears; here you can choose the variants using input help and save them, whereby the variants are saved in the user parameters. Detail screens Detail screens contain all fields that are available for line items. In Customizing, you hide fields that are not required (see the IMG structure for Contract Accounts Receivable and Payable  Basic Functions  Postings and Documents Document  Screen Preparations). Detail screens are available for business partner items and G/L items. Overview screen On the overview screen you can display the line items entered in summarized form. The overview screen is divided into the following parts:



Summarized list of business partner items All items with the same data in the following fields are summarized:  Company code  Business partner  Contract account  Contract  G/L account  Division  Due date for net payment  Due Date for Cash Discount You can choose between two predefined variants with the Line Layout function: Contract, Division or Due Net/Due with Cash Discount. The overview screen for document display also contains the automatically created postings that cannot be displayed when you enter a document. The following specifications also appear as part of the overview:  Compressed list of G/L account items per company code and G/L account.  Compressed display of the items cleared with this document (for clearing documents). Tax screens Tax screens are display screens for the tax items to be created or that have already been created. The tax screens used depend on whether you have selected the field for the jurisdiction code (USA or Canada) in the document header. Screen for processing open items If you want to clear open items straight away with the line items you enter, you can process the open items on a separate screen for clearing. For more information, see Processing Open Items. Prerequisites In Customizing, you define the fields that you do not require and screen variants for the list screens (see the IMG structure for Contract Accounts Receivable and Payable  Basic Functions  Postings and Documents Document  Screen Preparations). Activities You can navigate between the processing screens. The following functions are available: You want to:

Choose the following function:

Enter a business partner item

Detail screen: BP item List screen: BP item

Enter a G/L account item

Detail screen: G/L item List screen: G/L item

Display tax items

Taxes

Select open items

Select open items

Process open items

Process open items

Display header data

Header

Display document overview

Overview

Automatic Postings Use Certain G/L items are created automatically. This reduces the manual entries required. Features During clearing, items for cash discount, payment differences, revenues from charges, exchange rates differences, and any necessary tax adjustments are amended automatically (see Automatic Postings During Clearing). With all business transactions containing cross-company code documents, offsetting entries representing receivables and payables between the company codes involved are amended automatically. When posting down payments, you may have to post the tax from a general ledger viewpoint. No special line items for tax and tax clearing are generated for this in Contract Accounts Receivable and Payable. Only the tax code, tax amount, and account numbers for the tax account and tax clearing account are noted in the open item for the down payment. This information is sufficient for updating the general ledger. Prerequisites The accounts to be posted to must be defined in Customizing for the line items to be created automatically (see the IMG structure for Contract Accounts Receivable and Payable  Basic Functions  Postings and Documents  Document  Define Account Assignments for Automatic Postings).

Entering Taxes Prerequisites The system determines the tax accounts automatically. Define the corresponding account numbers in Customizing (see the IMG structure for Contract Accounts Receivable and Payable  Basic Functions  Postings and Documents  Document  Define Account Assignments for AutomaticPostings). Features If taxes are to be taken into consideration during document entry, you have the following options:   

Manual entry Automatic calculation of taxes from the business partner items Automatic calculation of taxes from the G/L account items.

You can set the preferred entry type in the options. You can change this setting on the initial screen and during document entry. You can post documents with or without tax jurisdiction code. You define this on the initial screen by selecting the Jurisdiction code indicator. The tax base amounts for line items that are the same with regard to their tax code, company code, tax jurisdiction and tax date are added for tax calculation purposes. The tax is first calculated on the totals. When you display the document, the tax items appear on the overview screen in the G/L account item area. They form part of the document balance. Here you distinguish between line items that result in tax and tax items: 

Line items that result in tax You enter the tax code, tax jurisdiction, and tax date. A line item that involves tax may generate several tax items. You enter these items involving tax in the lower half of a list screen (for business partner items or G/L account items).  Tax items You cannot actually enter tax items: You can, however, display them with the Taxes function. If you delete a line item that results in tax, all tax items generated from this item are deleted.

In the industry solution components Utilities and Telecommunications, the tax items are created automatically from the business partner item. For more information, see Entering Taxes.

Entering Documents Purpose You enter documents using the Post Document function. The way you proceed depends on the document type. Posting without clearing open items For example, if you post a payment on account or carry out a transfer posting or debit entry, you post the document without clearing any items. In this case you carry out the following steps: 10. 11. 12.

1. Enter the document header. 2. Enter the business partner items. 3. The G/L account items are normally created automatically by the applications (see Automatic Postings). You can also enter them manually if necessary. 13. 4. Post the document Posting and clearing open items You usually clear items with one of several specialized functions, which include payment lot, payment program, account maintenance, or write-offs. You can also clear open items during document entry. In this case you carry out the following steps: 4. 14. 15.

... 1. Enter the document header. 2. Enter the G/L account items where necessary (example: Incoming payment in a bank clearing account). 16. 3. Enter business partner items where necessary (payments on account or transfer postings). 17. 4. Select and process the open items. 18. 5. Post the document.

Prerequisites You have made the settings in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions  Postings and Documents. If you frequently enter single postings of a specific category online, for example, in the cash desk or in the cash journal, and usually always use the same document type, the response times may be slow because all users use the same number range for document number assignment. To avoid slow response times, you can assign several number ranges to a document type for single postings (see 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 (Additional Number Ranges for Individual Processing)). Result Posting without clearing open items The system posts a document. Posting and clearing open items The clearing document created may contain business partner and G/L items as well as a list of the cleared items in the lower portion of the overview screen.

Posting the Document You can post a document when it has a zero balance. During posting, the summary records for the reconciliation key specified in the document header as well as any balances in Cash Management are updated. You can post the document under the following paths: 

Roles Manual Postings (SAP_FI_CA_MANUAL_POSTINGS)  Post Document



SAP Menu Document  Post

Document Changes Use You can change the field contents for a document. Features The changes are logged. You can display the document changes from the transactions for displaying and changing documents by using the Environment Document Changes function. You can lock field groups against document changes by means of the authorization object F_KKKO_AEN. The modifiable fields are grouped into field groups in the business partner items for a document, and you assign only certain users change authorization for these field groups. This means that you can ensure that certain fields can only be changed by selected users. A field that is contained in at least one field group for which there is no change authorization cannot be changed by means of the change document transaction. If you have defined some modifiable additional fields in the business partner item, the list of these non-modifiable fields is provided in the function module FKK_DOCT_AKTYP_GET. Activities You define the field groups in the Implementation Guide for Contract Accounts Receivable and Payable: Basic Functions  Postings and Documents  Basic Settings  Define Authorizations for Field Changes.

Functions Available for Displaying and Changing Documents If you want to display or change a document, choose one of the following paths: 

Roles Manual Postings (SAP_FI_CA_MANUAL_POSTINGS)  Display/Change Document  SAP Menu Document  Display/Change On the initial screen, you can specify either the document number or the reference document number. If you set the Compressed indicator, you can hide empty or empty, non-modifiable fields. You can also use the following functions on the initial screen: Function Goto  Document Header Goto  First Item

Display Document header data First document item

Goto  Overview Goto  Business Partner Item List Goto  G/L Item List Settings  Taxes Read from Archive (Pushbutton)

Business partner items, G/L account items, and clearing of receivables document Business partner items for the document Only the G/L items for the document Tax data for the document Documents from the document archive (including archived SD documents). However, you cannot display change documents for archived documents. You cannot change documents read from the archive or rewrite them to the database.

If you have selected the document for the Document Display or Document Change, you have the option of using additional views as well as the list of individual items: Function

Display

Goto  Physical View

Displays business partner items and repetition specifications separately

Goto  Logical View

Displays integrated business partner items and repetition specifications, with due date, clearing numbers, and open residual amounts

Goto  Due Date View

Displays due dates, deferral date, payment and dunning blocks in a logical view

Goto  Payments/Returns

Displays the payments, payment returns, and returns with return reasons, bank data, and return texts for the selected business partner item

Extras  Interest Supplement

Displays the interest data for an item on which interest has been calculated

Extras  Payment Card Supplement

Displays the payment card data for a clearing document for which receivables were cleared by the payment run or cash desk using the payment card payment method.

Extras Profitability Analysis

Displays the profitability analysis account assignment for the G/L item

Extras  Deferred Revenues

Displays the trigger for deferred revenue postings for receivables for which a revenue deferral has been carried out.

Extras  Corrections

Displays the trigger records for doubtful items.

Environment  Document Changes

Displays document changes

Environment  Master Data

Displays the contract account, business partner, and contract data for the document

Environment  Posting Totals

Displays the posting totals for the reconciliation key used to post the displayed document.

By double-clicking on the business partner item, you can go to the detail display. You can now use the following functions to display clearing documents: Function Environment  Cleared Items Environment  Previously Cleared Items Environment  Payment Usage Environment  Bank Data from Returns Document/Payment Lot/Payment Run Environment  Clearing Analysis

Extras  Clearing History

Environment  Clearing Document

Display Displays the items cleared with this clearing document within the account balance display For a clearing document for which clearing postings have been reset, this displays the items that were cleared with this document. Displays the items cleared with this clearing document in a dialog box. Displays the bank data from the sources mentioned For the clearing document, displays the items that were cleared. For items that are still open, this function displays the status of the item (open, cleared, partially cleared). Displays clearing postings and resetting of clearing postings in a chronological view Displays the clearing document for the open business partner item

You can use the following functions for dunning/installment plan/collective bills: Function Environment  Source Receivables

Display For an installment plan document, this function displays all the items that went into this installment plan and were replaced by it.

Environment  Line Items: Collective Bill Environment  Installment Plan Goto  Dunning History

Displays the individual invoices that make up a collective bill Displays the installment plan for the installment plan document Displays the dunning history for the dunned items

When you display a business transaction that consists of several documents, you can use the following functions: Function Document  Business Transaction Individual Document Display Document  Business Transaction  Total Display

Display Displays the individual document of a business transaction Allows you to switch from the individual document to the overall business transaction

You can use the following functions in connection with the changeover to the Euro: Function Goto  Document Prior to Conversion Euro Simulation On (Pushbutton)

Display Displays the document data before the Euro conversion Displays the amounts in Euro

In the detail display for the business partner and G/L item, the data is organized on tab pages. By pressing the First Offsetting Posting button in the navigation area for the detail screens, you can switch between the detail screen for the business partner item and the detail screen for the general ledger item.

Navigation in Documents Use When you are displaying or changing documents, in addition to switching between the different document views and displaying additional information for the document as described in the section Functions Available When Displaying and Changing Documents, you also have the following options: You can navigate

between the items, the repetition items, the partial payment items, and the business partner items of a document. Features On the detail screen for displaying business partner items, in the Navigation area, you can use an item counter, repetition counter, or a subitem counter. You can use the buttons next to the item counters to navigate between the individual items. The data appears in the Business Partner Items area . Integration By double-clicking on the output fields, you can display the detailed information about the objects displayed in the business partner item (for example, business partner, contract, installment plan).

Mass Changes to Documents Use You can use the transaction Mass Changes to Documents to change several line items at once. Integration If you want to define alternative business partners (for payment) that have not yet been created, you can create them from the mass changes transaction. Prerequisites In the system settings, you can determine the layout of the list of business partner items to be changed by defining line layout variants for mass changes to documents. In Customizing for Contract Accounts Receivable and Payable, choose Basic Functions  Postings and Documents  Document  Screen Preparations  Define Line Layout for Mass Change. You can define an initial sorting for processing open items. To do this, enter a function module for event 0103; this defines the fields that you want to use for sorting. You can also include any customer field that is in the structure FKKOP in a line layout variant. Activities 5. 19. 1. ○

... Choose one of the following paths: Role Manual Postings(SAP_FI_CA_MANUAL_POSTINGS)  Mass Changes to Documents

○

SAP menu Document  Mass Change 20. 2. You select the line items to be changed in the same way as you select open items, by entering the business partner, contract account, contract, or document number. 21. 3. Choose Continue. The selected open business partner items appear in a list. You an change the following data: ○

Payment data

○

Dunning data

○

Due date data

○

Locks

○

Payment data (alternative payer, alternative payee)

Select individual items and enter the required changes individually or select all items to be changed and enter the changes that apply to all items in the upper part of the screen. By choosing the pushbutton (Select Additional Items), you can add additional items to the selection. The additional items are added at the bottom of the list; already selected items remain selected. If you choose the For Deletion pushbutton, on the upper part of the screen, you can select the fields you want to delete in all selected items. You can also delete all locks with a specific lock reason, or all locks regardless of the lock reason, add new locks, and change existing locks. You can display simultaneous locks by including the fields SPZAH_LST, MANSP_LST, SPERZ_LST, and CLRLO_LST in Customizing for the line layout variant with the texts Payment Locks, Dunning Locks, Interest Locks, Clearing Locks. Double click on these fields or the lock fields to display all locks. You can then make changes to locks in the dialog box that appears. 22. 4. Using the Transfer New Values pushbutton, you can transfer the changes to all items selected. 23. 5. Choose Save to save the changes on the database. Change documents are updated in the same way as for changes to individual documents. As well as making changes to individual fields, you can split document items when carrying out mass changes. You can change the subitems that arise in the same way as the original item. This means that as in the original item, you can enter different alternative payees, payment methods, or locks. To split a line item, choose the Copy pushbutton in the list . The original item is copied and the amounts are ready for input. You can either enter the amounts manually or you can change the original item automatically by double clicking on the amount field

such that the total of the subitems corresponds once again to the original amount. You can also enter percentages according to which the amounts are distributed. If you choose the Delete pushbutton in the list, the subitems created as a result of the split are deleted. You can also define a distribution rule for several selected items. To do this, select the relevant items and choose the Distributepushbutton. Example Document Number

Amount

Business Partner

Payment Lock

4711

100

1002

A

4733

200

1002

A

Alternative Payee

If you select both documents, there is a total amount to be split of EUR 300. This should be split as follows: 20%, alternative payee G1, no payment lock 30%, alternative payee G2, no payment lock 50%, payment lock A This results in: Document Number

Subitem Amount

Business Partner

Alternative Payee

4711

20

1002

G1

4711

30

1002

G2

4711

50

1002

4733

40

1002

G1

4733

60

1002

G2

4733

100

1002

Payment Lock

A

A

This means that EUR 20 + EUR 40 = EUR 60 can be paid to alternative payee G1, and EUR 30 + EUR 60 = EUR 90 to G2. You can only use one distribution rule for each mass change.

Public Sector-Specific Mass Changes to Documents The Mass Change to Master Data function allows you to perform mass changes for fields of facts, contract objects and contract accounts. Features You can update locks on contract accounts and contract objects, that is you can set, delete or replace locks for the selected master data objects. To update locks

on contract accounts, select object type contract account and table FKKVKLOCK (Locks for Contract Account). To update locks on contract objects, select object type contract object and table SPSOB_BP_ACC_LOCKS (Locks for Contract Object). Facts can be used on the contract object. It is possible to update this fact data through the mass maintenance as well. To do so select object type contract object and table SPSOB_FACTS (Data Facts for Contract Object). For general information on facts, see Facts. More Information For more information, see Making Mass Changes.

Cross-Company Code Documents Points to note when entering documents You can post documents across more than one company code. The company code is not recorded in the document header, but separately for each line item. You can enter items for several company codes in one document. If you enter a cross-company code document or one is created by a program, you can only post it if all of the non-statistical items balance out to zero in document currency. The following applies for the local currency and any simultaneously managed currencies: If the corresponding values have been specified and the local currency (or parallel currencies) for all company codes affected are the same, then all of the non-statistical items must also balance out to zero in these currencies. From a financial accounting viewpoint, the balance in each company code involved has to be zero in addition to the total balance in a document being zero. This is achieved by offsetting items that are automatically added to the document. These offsetting items reflect the receivables and payables between the company codes that result from the cross-company code transaction. The offsetting entries are generated so that receivables and payables are always created for the first company code mentioned in the document for all other company codes. An offsetting entry is generated in each case in each of the other company codes. Points to note when entering taxes When you enter documents relevant to tax you can have the system calculate tax amounts and add information to tax items or you can enter tax data manually. For more information, see Entering Taxes. If these are cross-company code documents, tax postings for multiple company codes will be created automatically if postings must be made with tax. The following applies to cross-company code documents:



You can enter a tax company code that applies to all line items in the document header. This company code is used for posting tax. This tax company code is the company code that issues the business partner a bill (which displays the tax) or that contains a business partner’s bill (on which tax is displayed).  If no tax company code can be used, the company code of the line item entered for the tax posting is used. In this case tax postings can therefore occur in different company codes. Points to note when making payments You can enter cross-company code payments as well as cross-company code bills. If items from different company codes are selected and cleared when making a payment, then any offsetting items needed are automatically added so as to create a zero balance in the document for each company code. The system also supports cross-company code incoming payments (debit memos) and outgoing payments for automatic payment transactions. Since the documents and therefore also the posting to the bank clearing account are generated automatically, you must previously have used Customizing to define the company code in which the bank offsetting item is to be generated. This company code is known as the “paying company code”. It processes payment transactions for other company codes. To be able to do this, you use Customizing to assign a paying company code to each company code group. At business partner level, each contract account is assigned to a company code group and thus to a paying company code. Payment transaction specifications in the account master record always refer to this paying company code. You can only post to the contract account in company codes that you have assigned to the specified responsible company code group.

Reversing Documents Use You may sometimes have to reverse a document posting or the clearing of open items, as well as all the postings that were created automatically. Depending on the situation, you choose one of the following functions:  Return  Reset Clearing  Reverse documents Prerequisites You can reverse a document if it contains items that were cleared by another document. Otherwise you first have to reset the clearing. Reversal documents themselves can be reversed, but you receive a corresponding warning. A

reversed document cannot be reversed again unless the related reversal document itself has been reversed beforehand. For the creation of the offsetting items for the business partner items of the document to be reversed, you have specified the main and subtransactions in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions  Postings and Documents  Document  Maintain Document Account Assignments  Maintain Subtransactions. For each main and subtransaction, you have to specify a combination of main and subtransaction that is to be used for the offsetting item in the reversal document in the case of a reversal. You have entered default values for the reversal parameters in the Implementation Guide for Contract Accounts Receivable and Payable under Business Transactions  Reversal  Define Default Values for Reversals. Features Reversing documents There are two reversal methods. In the classic method, open business partner items are cleared by the reversal and clearing is cancelled by the reversal. The second method is restricted to the creation of offsetting items. In particular, this method is used when the document to be reversed has already been archived and therefore, neither clearing nor clearing reset is possible. Reversing a document has the following effect:  Depending on the reversal method selected, the system clears all business partner items of the document or creates offsetting items with opposite +/- signs.  In the reversal document, for every general ledger item, the system creates a corresponding item with the opposite +/- sign. Reversing payment documents Reversing a payment document has the following effect:  Depending on the reversal method selected, the system either resets the clearing data of the original items paid, or creates offsetting items for the clearing items within the reversal document.  If clearing is reset, in the payment document the system creates one or more business partner items as replacement for clearing. These replacement items are cleared by the reversal document.  The system logs the transaction in the clearing history, provided clearing is to be reset. Before reversing a document, you can use the Cleared Items function to check whether you have entered the correct document number. If you reverse a payment document that was posted directly without clarification, in a dialog box when posting the reversal, you can decide whether you want to reverse the payment document or transfer to the clarification account. If the

clarification case is created for a payment lot that has already been closed, the status changes again to Postprocessing Necessary. Reversing a clarification or partial clarification document When you reverse a clarification or partial clarification document for an incoming payment, either a new clarification case for incoming payments is created automatically or the amount to be clarified in an existing case is adjusted. Special features for documents with cleared items If you manually reverse a document that contains cleared items, an overview screen with all clearings appears. You cannot execute the reversal unless you reset these clearings. The overview screen displays the date and origin of the clearing documents and whether additional documents were cleared by this clearing. You can display the clearing documents or initiate the clearing reset via function keys. You can carry out the clearing individually online or carry out all clearing in the background. If you carry out clearing online, you can also partially reset clearing and thereby retain the distribution of the clearing amounts to the accounts. Special features for documents with repetition specifications If a document contains repetition items, you can reverse a specific repetition specification by specifying the posting date of the repetition specification to be reversed in the Repetition Date field. Alternatively, you can reverse all repetitions that are still open. Special features when reversing more than one document You can reverse all documents with the same reference document number or classification key (if this enhancement is active) together as a group. Using a simulation function, you can check whether the documents that were selected using the reference number or classification key can be reversed. A list with the selected documents is displayed. In this list, error messages point to any individual documents that cannot be reversed. Special features for reversing archived documents Archived documents usually have business partner items that are cleared (for example, paid invoices), or have cleared business partner items themselves (for example, payments). An exception is documents that contain exclusively general ledger items. Since no data may be changed for an archived document, it is not possible to reset clearing as part of a reversal. Therefore, for archived documents, you have to select another form of reversal. When you reverse archived documents, the system therefore creates new business partner items in the reversal document. Reversal of archived invoice In the reversal document, the system creates a business partner item with a reversed +/- sign for each business partner item of the invoice document. In this case, the reversal document is a credit memo posting for the full invoice amount. Reversal of archived payment

In the reversal document, for the paid receivable items, the system creates business partners in the same amount. This is identical to the procedure for returns if new receivables are created derived from the payment. If a document that still contains open business partner items is reversed such that the system creates offsetting postings, account maintenance takes place automatically after the reversal; the open items of the document to be reversed are cleared against the open items of the reversal document. When you reverse an archived document, you cannot trigger a workflow to confirm the reversal. In this case, event 5502 that is used to trigger a workflow is not processed. For further restrictions, see the documentation to the Reversal Method field on the initial screen of the reversal transaction. Activities 6. 24. 1. 

... Choose one of the following paths: Role Manual Postings (SAP_FI_CA_MANUAL_POSTINGS)  Reverse Document  SAP menu Document  Reverse 25. 2. To select the document to be reversed, enter its document number. If you want to reverse documents with the same reference number, enter the reference number instead. In the case of a document with repetition specifications, you must also enter the desired date of the repetition, or indicate that all open repetitions should be reversed. To reverse documents that have already been reversed, set the indicator Check Archive. 26. 3. If you reverse a document that has been archived, enter one of the following reversal methods:  Clear business partner items/reset clearing  Create offsetting postings if document is in archive  Create offsetting postings for business partner items 27. 4. Choose Document  Reverse. Using event 0073, you can add customer-specific data to the business partner items created in the reversal document. The event is processed if business partner items are created with inverse +/- sign (for example, reversal of invoice). To do this, define an installationspecific function module in the Implementation Guide for Contract Accounts Receivable and Payable under Program Enhancements  Define Customer-Specific Function Modules.

Document Archiving Use When you archive documents, data is deleted from the database and archived in the file system. You can then store the data from the file system in external archives. This way you can take some of the load off the database at regular intervals. The archiving is carried out in two steps: First, data is written to an archive file in the file system. Based on the archive, data is then deleted from the database. Once you have archived data to the archive file in the file system, you can still access it. If you need the data in the database again (for example, because you have to make changes to it or because you archived it by mistake), you can also reload the archives. Prerequisite To be able to archive a document, all business partner items must have been cleared and a predefined retention period in the system must have expired. In Customizing you define the retention period per document type (see the IMG structure for Contract Accounts Receivable and Payable  Basic Functions Postings and Documents  Archiving  Define Li fe of Document Types or choose Goto  Customizing in transaction SARA). The archive information structure must also be activated for documents. You can find a detailed list of all the checks that are carried out before archiving in the documentation on the archiving program. To execute an archiving function in the background, you need a variant in which you define the parameters for the program run. Features When you archive documents in Contract Accounts Receivable and Payable, you can only archive documents and their related clearing documents in a predefined order. You can only display the complete clearing document in the system if the items cleared by it still exist in the database. A reverse dependency does not apply. Therefore all the clearing documents that have exceeded their retention period are first archived in an archiving run. You can then archive the documents with their related cleared items in a second archiving run. You use the SAP standard tool for archiving, the Archive Development Kit, to archive documents from Contract Accounts Receivable and Payable. The archiving object for document archiving is FI_MKKDOC. The associated programs are: RFKKAR10 – FI-CA: Document archiving, archiving documents RFKKAR11 – FI-CA: Document archiving, delete documents RFKKAR12 – FI-CA: Document archiving, reload documents The starting point for all activities within archiving is transaction SARA for the archive administration.

Activities You should first be familiar with the basics of archiving (see Introduction to archiving). To archive, choose one of the following paths:  Roles Archiving (SAP_FI_CA_ARCHIVING)  Document Archiving  SAP Menu Periodic Processing  Archive Data  Documents. The programs for archiving Contract Accounts Receivable and Payable documents appear under Actions. For more information about the individual programs, see the program documentation.

Automatic Document Transfer You can use a program to transfer documents from an operational system (initial data transfer). You can also use this program to transfer data regularly from an operational system if you do not have an industry-specific program available. For more information, see the report documentation. You start the report under one of the following paths: 

Roles Transfer Posting Data (SAP_FI_CA_POSTING_DATA_TRANSFR)  Transfer Documents



SAP Menu Periodic Processing  Transfer Data  Documents  Transfer

During the document transfer, you can process errors under one of the following paths: 

Roles Transfer Posting Data (SAP_FI_CA_POSTING_DATA_TRANSFR)  Transfer Documents - Process Errors



SAP Menu Periodic Processing  Transfer Data  Documents  Process Errors

You can delete the incorrect data here by choosing Cluster  Delete. You can ensure that the transfer file structure is releaseindependent by using Z structures. You can generate and check Z structures in Customizing. (See Implementation Guide for Contract Accounts Receivable and Payable, Data Transfer  Generate Structures for Document Transfer).

Workflows for Checks and Approvals Use If you are carrying out postings or reversals, you can hold them in a status that has to be confirmed. A workflow is triggered for the confirmation; the last step in the workflow is an approval or rejection. Prerequisites ●

You have entered check reasons in the Implementation Guide for Contract Accounts Receivable and Payable (Basic Functions  Postings and Documents  Workflows for Checks and Approvals  Define Check Reasons). You can specify whether a check is necessary dependent on any number of criteria. For example, you can make the reversal of receivables that exceed a predefined amount limit, or the posting of credit memos from a predefined amount, subject to a check. In addition, you can also make random checks. For each check reason, you can define whether payments, other clearing transactions, dunning, calculation of arrears interest, or document changes are to be permitted up until the time the workflow is completed.

●

You have written installation-specific function modules for the events concerned – 5500 (Post), 5502 (Reverse), 5504 (Change), 5506 (Installment Plan), 5508 (Repayment Request), 5512 (Write-Off), 5514 (Payment Specification), 5516 (Promise to Pay) – and defined them in the Implementation Guide forContract Accounts Receivable and Payable (Program Enhancements  Define Customer-Specific Function Modules).

●

You have defined the workflows. (See: Features)

●

You have defined the role resolution. (See: Features)

Features Checks and approvals are supported for the following transactions: ●

Posting documents

●

Reversing documents

●

Changing documents

●

Creating installment plans

●

Creating repayment requests

●

Creating, changing, or reversing requests or standing requests

●

Write-offs

●

Creating and changing payment specifications

●

Creating or changing promises to pay

If a confirmation is required for the transaction, the function module returns a check reason. The check reason is used to determine the addressees of the workflow, and to define which activities are still permitted for the document until the check has taken place. In these events, you can register the workflows that trigger the confirmation procedure. In addition to the check reason, the system can return the number of checks/authorizations required and three additional parameters that are then available for the role resolution in the workflow. If these parameters are used, for example, to determine the addressees of the workflow, a company code or amount category can be returned here. The number of checks required determines whether for example, the dual control principle (one additional check), or further checks are to be carried out. The maximum permitted value is 9, meaning that a total of 10 checks have to be carried out. If a posting has to be confirmed, the document to be checked is created, the check reason is assigned, and the document is locked for the following editing processes depending on the check reason: ●

Payments

●

Clearing

●

Dunning

●

Calculation of interest on arrears

●

Document Changes

Posting and reversing documents For each posting, event 5500 is processed; for each reversal, event 5502. The function modules defined for these events transfer all of the data of the document to be posted or reversed. If a check reason is returned by the modules for event

5500 or 5502, then for posting, the event ApprovalRequired is triggered, and for reversals, the event ReverseApprovalRequired from object category CA_DOC. SAP provides the workflow samples WS21000088 for postings, and WS21000089for reversals. Role 21000056 is used for the role resolution. If you are posting or reversing in the online transactions Post Document or Reverse Document, the system prompts you to enter a reason for the required posting or reversal. If a reversal has to be confirmed, the reversal document is not created. The check reason is entered in the document to be reversed. Depending on the check reason, this document is also locked for the editing processes stated above. Changing documents The function module defined for event 5504 runs for document changes. Using the document data, it checks whether the change has to be confirmed and released by other clerks in a workflow. If a check is required, the module returns a check reason that is stored in the document to be changed. EventChangeApprovalRequired from object category CA_DOC is triggered. In the document display, clerks that are assigned to the corresponding role in the workflow can: ● ●

Display the original document and the planned changes using the function Planned Changes Accept or reject the document change via function keys

SAP delivers the sample workflow 21000093 FICA_DCHAPPR. The role 21000056 FICA_DOCAPPR is used for the role resolution. Creating installment plans If, for example, you do not want to grant installment plans to customers with bad creditworthiness without subjecting them to a check and approval first, define an installation-specific function module for event 5506 in Customizing. This module runs when you create installment plans. If the module returns a check reason, the event ApprovalRequired from object category INSTMNTPLN is triggered. SAP delivers the role 21000062 FICA_INSTPL and the sample workflow 21000094 INSTPL. Repayment requests In order to check and approve repayment requests in a workflow, you have to enter an installation-specific function module for event 5508 in Customizing. If the module returns a check reason, the event ApprovalRequired from object category CA_RPAYREQ is triggered. SAP delivers the role 21000063 FICA_RPAYREQ and the sample workflow 21000095 FICA_RPAYREQ. Requests and standing requests See Workflow for Checking and Approving Requests. Write-offs See Checking and Approving Write-Offs. Payment specification

See Approval and Release of Payment Specifications by Workflow. Promises to pay See Approval and Release of Promises to Pay by Workflow. Activities To authorize or reject a posting or reversal, proceed as follows: 7. ... 28. 1. In the SAP Business Workplace, choose Inbox  Workflow. The reason for the check procedure appears on the lower part of the screen. 29. 2. Select the corresponding work item by double-clicking it. The document posted or to be reversed appears. You can then use various functions to accept or reject the posting or reversal: Required Action

System Reaction/Activity to be Executed

Approve posting

The check reason is removed from the document. The workflow is completed and the document is posted.

Reject posting

The screen for processing the reversal appears automatically. All the data is copied, but you can change it (except for the number of the document to be reversed). The workflow is completed when the reversal is posted.

Approve reversal

The screen for processing the reversal appears automatically. All the data is copied, but you can change it (except for the number of the document to be reversed). The workflow is completed when the reversal is posted.

Reject reversal

The check reason is removed from the document to be reversed. The document is not reversed.

Accept document change

The check indicator is removed from the document automatically; the change is included in the document.

Reject document change

The check indicator is removed from the document automatically; the status of the document does not change.

Accept installment plan

The check indicator is removed from the document automatically and the installment plan is created.

Reject installment plan

The check indicator is removed from the document automatically. The original receivables are not changed.

Accept repayment request

The repayment request is released.

Reject repayment request

The repayment request is reversed.

You can display the check reasons in the document display once the document has been posted. You can determine whether the workflow was started in the SAP Business Workplace under Outbox  Workflows Started. In the transaction Reset Check Reason in Document (menu:Administration), you can remove the check reasons from the documents by specifying the document number. To do this however, you require the special authorization for activity 060 for the authorization object F_KK_SOND. In the transaction Reset Check Reason in Repayment Request (menu:Administration), you can remove the check reasons from the repayment requests by specifying the number of the repayment request.

Prepared Enhancements Use In FI-CA documents and requests, you can use the attribute Classification Key to identify documents. The classification key provides a similar function to the reference number, but allows keys with a length of up to 35 characters. In the business partner item, you can use the Broker field. The broker represents a business partner that takes over the processing of certain processes, such as payment or dunning for the end customer. Classification Key and Broker are enhancements supported in the sytem. This means that in the system delivered, these attributes are not initially active. You have to activate them explicitly in your installation. Features Classification key

You can enter the classification key in the document header and it is available as an input field for the document display, document change, document reversal, and mass reversal. The classification key is inherited in the business partner items and can be displayed in the account balance or in the processing of open items. It can be used as selection criterion in the account balance, in the selection of open items (for example, in the payment lot or in online posting), for write-offs, in payment advice notes for incoming payments, or for the creation of an installment plan. Broker The field is:  An additional specification for document entry, document change, and document display  Selection criterion for the account balance  Selection criterion for the account maintenance  Selection criterion for other clearing processing  Selection criterion in payment lot Activities You activate the Classification Key and Broker fields in the Implementation Guide for Contract Accounts Receivable and Payable under Program Enhancements Prepared Enhancements. When you run the corresponding reports in Customizing, these create the fields and database indexes required. In test mode, the report shows which enhancements would be made in an update run. If the classification key is active and you have posted documents with classification keys, the system administrator must update the database statistics for table DFKKKO. If the broker is active, you should update the database statistics for table DFKKOP. This is the only way to make sure that the new indexes are also used. If you use requests, the same applies for table DFKKORDERPOS. You can deactivate the classification key and the broker – but only manually. To do this, for the classification key, remove the field OPORD from the CI includes to which it was added, and for the broker, the field BROKR. You then have to convert the database tables. This conversion can have a long runtime if a lot of data records are affected. SAP therefore recommends that you weigh-up the activation of the field and then adhere to this decision.

Customer-Specific Enhancements for Postings and Documents Use You can use the function modules that are called up for the events listed below to trigger industry- or installation-specific additional actions when you are posting or reversing a document in Contract Accounts Receivable and Payable. Features Additional Activities When Posting and Reversing Event

You can use a function module called up for this event to:

0010

Trigger additional actions when you are posting a document in Contract Accounts Receivable and Payable. To do this, you can use all the document data (except for the document number) in this event. See the documentation for the sample function module FKK_SAMPLE_0010.

0020

Trigger additional actions when you are posting a document in Contract Accounts Receivable and Payable and simultaneously clearing or partially clearing open items. You can use all the document data (except for the document number) and all the data for the items to be cleared for this event. See the documentation for the sample function module FKK_SAMPLE_0020.

0030

Close additional actions initiated by event 0010 (document posted) or 0020 (document posted and items cleared). You can use the document header, including the document number assigned (I_FKKKO_OPBEL). See the documentation for the sample function module FKK_SAMPLE_0030.

0090

Reset the data noted for events 0010, 0020, and 0030 to ensure consistent data for a ROLLBACK WORK. See the documentation for the sample function module FKK_SAMPLE_0090.

Additional Items in the Document Using a function module called up for event 0032, you can create additional line items in a document. Event 0032 is processed before the creation of items for cross-company code clearing. See the documentation for the sample function module FKK_SAMPLE_0032.

The event is not processed if you post reversals, returns, or clearing reversals. You cannot create additional items for purely statistical documents. Dependent Documents You can use events 0010, 0020, or 0030 to create an additional document for a document automatically. To do this, in the events, define a function module that creates the additional document, checks it, and the calls up the function module FKK_CREATE_DOC_ADDITIONAL. For more information, see the documentation for the function module FKK_CREATE_DOC_ADDITIONAL. Checks during Reversal You can use a function module called up for event 0070 to integrate document reversal. To check whether the reversal is permitted, you can use the document header data, I_FKKKO, the desired reversal date, I_STODT, and an ID for the reversal trigger, I_CALLR. See the documentation for the sample function module FKK_SAMPLE_0070. Checks during Clearing Reversal You can use a function module called up for event 0071 to integrate clearing reversal. See the documentation for the sample function module FKK_SAMPLE_0071. Dual Control Principle for Posting and Reversing You can use function modules called up for events 5500 and 5502 to subject document posting and reversal to a check. For more information, see the documentation for the sample function modules FKK_SAMPLE_5500 and FKK_SAMPLE_5502 and the section Dual Control Principle for Posting and Reversing. Dual Control Principle for Document Changes In event 5504, you can subject changes to documents to a check and subsequent release in accordance with the dual control principle dependent on document data. See the documentation for the sample function module FKK_SAMPLE_5504. Dual Control Principle for Repayment Requests In event 5508, you can check and approve repayment requests in a workflow. See the documentation for the sample function module FKK_SAMPLE_5508.

Dual Control Principle for Write-Offs In event 5512, you can subject write-offs of documents to a check and subsequent release in accordance with the dual control principle dependent on document data. See the documentation for the sample function module FKK_SAMPLE_5512. Activities 8. ... 30. 1. Write function modules for the events stated above as required. 31. 2. Define these function modules for the relevant events in the Implementation Guide for Contract Accounts Receivable and Payable under Program Enhancements  Define Customer-Specific Function Modules.

Tax Postings Features The following sections contain information:  About posting taxes in Contract Accounts Receivable and Payable  About creating tax returns for the tax authorities

Posting Taxes in Contract Accounts Receivable and Payable In Contract Accounts Receivable and Payable (FI-CA), the system determines the tax amount automatically using the expense and revenue item. If you post a document manually in FI-CA, you can also enter the tax amount manually. In both cases the system checks the tax amount at document level and posts the tax amounts to the tax accounts. You define the accounts to which the tax amounts are to be posted in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions  Postings and Documents  Document  Define Account Assignments for Automatic Postings  Automatic G/L Account Determination  Define Accounts for Tax on Sales and Purchases. Posting Taxes In the Case of Cash Discounts and Deductions For cash discount postings and deductions, the system makes the tax adjustment automatically. You make the settings required for the automatic posting of taxes in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions  Postings and

Documents  Document  Define Account Assignments for Automatic Postings  Automatic G/L Account Determination  Define Accounts for Tax on Sales and Purchases. Determination of Tax Amount To determine the tax amount, the system calculates a base amount, which is composed country-specific. You can define whether the cash discount amount agreed is to be included in this base amount. If the base amount contains the cash discount amount, it is gross, if it does not, it is net. In addition to the tax base amount, you can define the base amount for the cash discount amount per company code in the system settings (see Implementation Guide for Financial Accounting, Financial Accounting Global Settings  Tax on Sales/Purchases  Calculation  Define Base Amount). The system controls the entry and automatic determination of the tax amount using the tax code. You define tax codes in the Implementation Guide for Financial Accounting under Financial Accounting Global Settings  Taxes on Sales/Purchases Calculation  Define Tax Codes for Sales and Purchases. The system proposes tax types for the definition of a tax code. Tax types  Cover the taxes relevant in the respective country or group of countries, for example, output tax in Germany or sales tax in the USA  Define the calculation and posting of the tax amount The system determines the tax types by means of the country key that you specify when you define a tax code. Tax accounts In a G/L account master record, you can specify whether the account is a tax account, and if so, which tax type can be posted to the account. For all other G/L accounts, you can specify a tax rate and a tax type in the master record, or specify that it is not tax-relevant. You define tax accounts in the Implementation Guide for Financial Accounting under Financial Accounting Global Settings  Taxes on Sales/Purchases Posting Define Tax Accounts. You can differentiate tax accounts by tax codes. That is, you can determine whether for a tax transaction represented by an account key, a single tax account should always be posted to, or separate accounts according to the tax code in each case. Since the advance return for tax on sales/purchases is created from the documents, you do not need to differentiate tax accounts according to tax code. Chart of Accounts

AAAA

Chart of Accounts According to German Law

Transaction/account key

MWS

Output tax

Tax Code

G/L account

V1

175100

V2

175200

Account Assignment of Tax Items Features In Contract Accounts Receivable and Payable, the account assignments listed below can be inherited by tax items from receivables items:  Profit center  Segment  Business area  Commitment item  Funds center  Fund  Functional area  Funded program  Grant The system can also distribute the tax items to different account assignments. If you want to use enhanced account assignment for tax items, you have to activate this option in Customizing for each company code. If the new function is active, the system determines for each tax item all other related G/L items that have the same tax code. These items can contain various combinations of the account assignments mentioned above. The system determines the total amount for each combination. The tax item is then mathematically split into subitems and the appropriate account assignment combination is assigned to each subitem. The subitems are relevant for updating totals records for the reconciliation keys and therefore also for updating the general ledger. EXAMPLE You post an invoice with two revenue items and a tax item as follows: Account

Profit center

Tax code

Amount

Revenue

P001

A1

400

Revenue

P002

A1

200

A1

114

Tax

Base amount

600

For the tax item, the system generates two distribution items, as follows:

Account

Profit center

Tax code

Amount

Base amount

Tax

P001

A1

76

400

Tax

P002

A1

38

200

When updating the general ledger, these two distribution items appear in the place of one of the tax items. NOTE For cross-company code postings, it is possible that the tax-relevant items (expense, revenue) and the tax items are posted in different company codes. In this case, account assignments are only inherited, if the company codes involved are not assigned to different controlling areas or to different FM areas. Special features and technical details If the account assignment is not unique, then the system saves the account assignment information for a tax item in table DFKKOPAA. If the account assignment is unique, then the system transfers the account assignment information for a tax item directly to table DFKKOPK. There is a special feature for tax-relevant down payments. The value added tax account and a related clearing account are updated, even though there are no separate tax items in the document. The tax information (tax code, tax amount, tax account, clearing account) is only included as additional attributes in the down payment item posted to the clearing account. In that case, the system adopts the account assignment of the down payment item directly for updating the tax. Displaying account assignment data for a tax item In the document display, the tax items are initially displayed as usual. In the case of a unique account assignment, the tax item is displayed in the same way as other general ledger items. If there are differing account assignments, you can display the split using the Account Assignment (Account Assignment Distribution) pushbutton. Activities To have the system automatically split the tax amounts and tax base amounts to different account assignments, make the following system settings:  Activation is performed per company code. To activate the function, in Customizing choose Contract Accounts Receivable and Payable Organizational Units Set Up Company Codes for Contract Accounts Receivable and Payable . CAUTION You are not allowed to activate this function for company codes in which separate data is recorded for tax reporting. (For more information, see Tax Reporting.)



Check the field status groups. The field status group is in the G/L account master records of the tax accounts (on the tab page Entry/Bank/Interest). You can double-click here to display the group attributes. Set the account assignment fields mentioned above to optional (at least those account assignments that are used in your installation). To change the setting of a field status group, in Customizing choose Financial Accounting (New) Financial Accounting Global Settings (New) Ledgers Fields Define Field Status Variants . On the next screen, select the field status variants relevant for the company code in question and then navigate to the maintenance of the field status groups.

Withholding Tax Withholding tax can arise in the following two forms:  Credit-side withholding tax In this case the enterprise deducts the tax when it pays a business partner. The enterprise withholds the tax.  Debit-side withholding tax In this case the business partner deducts the tax when it pays the enterprise. The business partner withholds the tax. Contract Accounts Receivable and Payable supports both forms of withholding tax. The following applies to the posting of withholding tax:  Credit-side withholding tax The system posts credit-side withholding tax either directly when the invoice is created or not until payment is made. If the posting is made when the invoice is created, the system splits the invoice into the part to be paid to the vendor and the tax part to be deducted. In a corresponding manner, you can configure the system for the posting of credit memos so that the credit memo is split into a part to be paid to the business partner and a tax part, directly during posting. You achieve this by assigning an appropriate withholding tax type to the main transaction/subtransaction.  Debit-side withholding tax For debit-side withholding tax, the system posts the expected withholding tax deduction as an additional statistical credit item. For the calculation of debit-side as well as credit-side withholding tax, the system uses the following calculation procedures:  Simple calculation procedure Using the simple calculation procedure, the system calculates the withholding tax base amount using a defined percentage of the amount of

the receivable or payable. The system calculates the withholding tax amount from the withholding tax base amount using a specified percentage rate. The percentage rates can be scaled here, in other words, different tax rates apply depending on the amount of the base amount.  Extended calculation procedure (only for credit-side withholding tax) For each posting, the system updates a report file that contains the necessary data for reporting withholding tax. Withholding tax supplements are possible. This means that, in addition to the withholding tax posting, you can create one or more additional postings for amounts to be paid to the tax authorities. For each supplement, the system separately determines a base amount and a posting amount. With the simple calculation procedure, the base amount of the supplement is:  The withholding tax base amount  The withholding tax base amount less withholding tax  The withholding tax amount Using the extended calculation procedure, you can specify a different base amount at event 0176 both for the withholding tax calculated in the first step as well as for the withholding tax supplements. With the simple calculation procedure, the system calculates the supplement amount using a specified percentage of the base amount; with the extended calculation procedure, you can adjust the supplement amount in event 0177. Activities You can make all the necessary settings for withholding tax settlement in Contract Accounts Receivable and Payable in Customizing for Contract Accounts Receivable and Payable under Basic Functions Withholding Tax . To change the standard procedure, you can use events 0171 (Set Alternative Withholding Tax Code in Line Item) and 0172 (Set Additional Data in Statistical Items for Expected Withholding Tax Deduction). You can process your own function modules there. For more information, see the sample function modules FKK_SAMPLE_0171 and FKK_SAMPLE_0172. For defining the extended procedure for credit-side withholding tax, you can use events 0176 (Adjust Tax Base Amount for Withholding Tax) and 0177 (Add to and Correct Withholding Tax Supplements). In event 0177, you can adjust the withholding tax amounts. For more information, see the sample function modules FKK_SAMPLE_0176 and FKK_SAMPLE_0177. If you wish to implement your own program logic here, you must enter the names of the new function modules for the appropriate events in Customizing for Contract Accounts Receivable and Payable under Program Enhancements Define Customer-Specific Function Modules . You activate the extended calculation procedure in Customizing for Contract Accounts Receivable and Payable under Organizational Units Set Up Company Codes for Contract Accounts Receivable and Payable .

Posting Stamp Tax (Bollo) You can levy Bollo for customers with tax exceptions (in Italy). Prerequisites You made the necessary system settings for posting stamp tax (bollo) in Customizing under Contract Accounts Receivable and Payable Basic Functions Particular Aspects of Taxation Procedure Stamp Tax (Bollo) (Italy) . You registered function module FKK_CHECK_CALC_BOLLO_INTERN at event 0100 in Customizing under Contract Accounts Receivable and Payable Program Enhancements Define Customer-Specific Function Modules . Features If you configured the system accordingly, the system always posts Bollo if the total of the items excluded from tax and the Bollo-relevant items exceeds a set amount determined by law. It is irrelevant whether the items are debits or credits. Only the absolute amount is decisive. The bollo amount is always a fixed amount. You can levy Bollo for the following items that are excluded from tax:  Cash security deposits  Interest  Items that would otherwise be taxed but that are excluded from tax for a specific customer group (tax exception) You cannot reverse Bollo. This also means that the reversal of a Bollo-relevant posting does not reverse the Bollo posting. Programs in FI-CA post Bollo only if you registered function module FKK_CHECK_CALC_BOLLO_INTERN for event 0100.

Parallel Update of External Tax Systems If you use an external tax system, such as VERTEX, TAXWARE or SABRIX, to calculate taxes and record this data for use later in tax returns, you can use this mass activity to forward your tax data to this system. Prerequisites You have activated parallel updating of external tax systems. You activate this function in Customizing for Contract Accounts Receivable and Payable under Basic Functions Postings and Documents Basic Settings Maintain

Central Settings for Posting . Set the Parallel Tax Update for U.S.A. indicator. Also see the documentation (F1 help) for this field, which contains additional technical information. Features In Contract Accounts Receivable and Payable, you can use a mass activity to update external tax systems using parallel processing. Parallel processing assists in speeding up the update. Activities 1. On the SAP Easy Access screen, choose Periodic Processing Transfer Tax Data Update External Tax Systems . 2. Enter a date and an ID that you can use to identify the run later. 3. Choose Continue. 4. If you want to limit the update, you can enter a document number range on the General Selections tab page. Or you can make restrictions using the processing status of the tax data. You can select one of the following processing statuses:  ' ' (Update in External Tax System Still Not Made)  V (Update in Normal Mode Failed Due to Amount Check)  E (Error, Update Was Not Possible) If you do not make an entry in this field, then the program processes all new tax data and all tax data that could not be successfully processed in previous program runs. 5. During the update of the external tax system, there is a standard check of the amounts. If the amounts to be reported do not agree with the newly calculated amounts, then the system rejects the update. The tax data receives the status V (Update in Normal Mode Failed Due to Amount Check. If you want the update to take place without checking the amounts, then select the Force Update indicator. 6. Schedule the program run. For more information, see Functions for Scheduling Program Runs. If you execute the run as a simulation, the system does not update the tax data.

Advance Return for Tax on Sales/Purchases You have the following two options for creating the advance return for tax on sales/purchases:

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You create the advance return for tax on sales/purchases in General Ledger Accounting. From the General Ledger menu, choose Reporting Tax Reports General Advance Return for Tax on Sales/Purchases Advance Return for Tax on Sales/Purchases .  You create the advance return for tax on sales/purchases in Contract Accounts Receivable and Payable. Special Considerations When Creating the Advance Return for Tax on Sales/Purchases in General Ledger Accounting As another option, you can fill the tax reporting date (field VATDATE) in the document header of accounting documents as follows:  You can specify in Customizing for Contract Accounts Receivable and Payable for each company code that the system fills the field either with the document date or the posting date of the accounting document created during the transfer to the general ledger. This ensures that tax reporting takes into account the accounting documents that were created during the transfer from Contract Accounts Receivable and Payable to General Ledger Accounting. In this case, the system stores the tax reporting data neither in the documents nor in the totals records of Contract Accounts Receivable and Payable. Instead the system only sets the date in the document header of the accounting document during the transfer. If you choose this option, specify for your company codes which date the system uses to fill the tax reporting date during the transfer to the general ledger. To do so, in Customizing for Contract Accounts Receivable and Payable choose Organizational Units Set Up Company Codes for Contract Accounts Receivable and Payable and specify in the Tax Reporting Date field which date is used to fill the Tax Reporting Date field during the transfer. If you make an entry there, you override any Customizing settings made under Financial Accounting (New) Financial Accounting Global Settings (New) Tax on Sales/Purchases Basic Settings Define and Check Tax Reporting Date . This means that you can specify a different rule for filling the tax reporting date for documents from Contract Accounts Receivable and Payable.  You can fill the tax reporting date in the document header of the FI-CA document. However, you cannot set the tax reporting date manually. Instead you have to add it using a customer-specific module at event 0062. Contract Accounts Receivable and Payable stores the tax reporting date in the document header and in the totals records. You can use the tax reporting date for the EC sales list. You can also change this date afterward in the transactions for changing accounting documents. However, this does not have an effect on the documents in Contract Accounts Payable and Receivable. You cannot change the tax reporting date subsequently in FI-CA documents.

Exchanging Tax on Sales/Purchases Code for Credit Memos In some countries, such as the Czech Republic, Slovakia and Slovenia, you are required to delay reporting tax on sales/purchases on credit memos until you receive confirmation that the credit memo was received by the customer. To enable you to reflect this process in the system, the add-on SAP IS-UT CEE is available in the industry components Utilities and Telecommunications. Follow these steps: 1. You post credit memos with a temporary tax code. Until the customer confirms receipt of the credit memo, you post the tax on a separate G/L account, which you do not consider in the advance return for tax on sales/purchases. 2. Once the customer confirms having credited the credit, you change the status of the credit memo in the system and transfer the tax to the final G/L account, which you consider in the advance return for tax on sales/purchases. The add-on SAP IS-UT CEE contains table /sapce/fk_ndcrn, in which the system records credit memos with their statuses. It also contains program /SAPCE/FK_NDCRN_TRANSF that you can use to transfer the tax items to the final G/L account. You exchange the tax on sales/purchases codes in event 0067. The system processes event 0067, if the document to be posted has the following characteristics:  The document is not statistical and it is not a down payment.  The tax on sales/purchases code is filled.  The document is not cleared.  The balance of credits and receivables is less than zero (credit memo). CAUTION The basis for the calculation of the newly determined tax on sales/purchases code is not allowed to differ from the basis for the calculation of the original tax on sales/purchases code. That means that the percentages must be the same. NOTE If there is no tax on a credit memo, the system immediately posts it with the final tax code to the final G/L account.

EC Sales List

The EC sales list assists tax authorities in capturing information for monitoring the movement of goods within the European Union. To this end, companies are required to submit an EC sales list to the tax authorities if they deliver goods within the EU or provide other services in the rest of the EU, for which the recipient, who resides in another EU country, is subject to tax. Contract Accounts Receivable and Payable supports you in creating the EC sales list for services you have provided. Prerequisites  You have activated the creation of entries for the EC sales list for each company code in Customizing for Contract Accounts Receivable and Payable under Basic Functions EC Sales List Make Specifications for EC Sales Lists . With the type of reporting date, you specify here the date that the system uses for recording the data for the EC sales list – the posting date, document date, or net due date.  A VAT registration number is entered for the affected business partners.  Postings and reversals fulfill the following prerequisites: Posting

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The document is not a sample document (FKKKOXMBEL = SPACE). The document item is not statistical (FKKOP-STAKZ = SPACE). The document item is not a down payment or a down payment request (FKKOP-XANZA = SPACE). The document item contains a tax on sales/purchases code (FKKOP-MWSKZ SPACE). The tax on sales/purchases code contains an EU tax code (see the attributes of the tax on sales/purchases code in Customizing for Financial Accounting (New) under Tax on Sales/Purchases Calculation Define Tax Codes for Sales and Purchases ).

Reversal There is an entry in the recording table for the original document (that is, the document being reversed). Features The data for the EC sales list is recorded in Contract Accounts Receivable and Payable at the time the document is posted or reversed. The system stores the data in table DFKKREPZM. Note the following with regard to the fields of table DFKKREPZM that are listed in the table below. Field

Note

Reporting Date Type (DATTY)

The reporting date type that applies is the one entered in Customizing at the time of the posting. The system uses the reporting date type entered in Customizing if no tax reporting date is entered in the document. If a tax reporting date is entered in the document, the system ignores the Customizing setting for the reporting date type and uses the Tax Reporting Date as the reporting date type.

Date (DATUM) The field contains the date that the system uses during the selection of data for the EC sales list (posting date, document date, or net due date). However, if a tax reporting date is entered in the document, the system uses that date as the reporting date. Sequence Number (LFDNR)

If multiple FKKOP lines were posted with the same key data (BUKRS, DATTY, DATUM, GPART, OPBEL), then the system generates an additional entry. The sequence number then receives the next highest number.

Country Currency (LWAER)

The system calculates the tax base amount in the country currency. In doing so, the system first determines the country of the company code and then the country currency from table T005 (field WAERS). If a currency translation is necessary, but this fails, because, for example, there are no exchange rates entered in Customizing, then the local currency is used as the country currency.

Country for Tax Returns (LSTML)

The system always fills this field with the country of the company code.

Number of Reversed Document (STBEL)

This field is only filled for a reversal. It contains the document number of the reversed document.

VAT Registration Number (STCEG)

The system generates an entry in table DFKKREPZM, even if no VAT registration number is entered in the business partner master record at the time of the posting. Field STCEG remains blank. However, the program for creating the EC sales list does not consider database entries that do not have an EU tax number.

Country of Business Partner (LAND1)

If the country delivered to is filled in the business partner item of the document (FKKOP-LANDL), the system uses that country. If the country delivered to is not filled, the system determines the country from the address of the business partner.

Name of Business Partner (NAME1)

Depending on the business partner category, the system fills the field with the last name (category Person), the Name1 field (categoryOrganization) or Name1 field (category Group).

You create the EC sales list using the following reports:  EC Sales List in Data Medium Exchange Format (RFASLD20)  EC Sales List (Belgium, Luxembourg) (RFASLD02)  EC Sales List (RFASLM00) The programs call the data from Contract Accounts Receivable and Payable using RFC. Contract Accounts Receivable and Payable fills the RFC with data as follows:  The system groups entries in table DFKKREPZM with the same company code (BUKRS), same VAT registration number (STCEG) and same tax on sales/purchases code (MWSKZ). If the +/- Sign for Availability Control (BP_SIGN) indicator is set, then the positive/negative sign of the amount is also treated as a separating criterion.  The indicator for whether it is a triangular deal within the EU (field XEGDR) is never filled in Contract Accounts Receivable and Payable, since it is not possible to specify this.  The Number of Documents Created FAGL_RNUM_DOCS field is filled with the number of related entries in table DFKKREPZM. Deleting the Data There is a deletion report you can use to delete obsolete data from table DFKKREPZM. Initializing the Recorded Data There is an initialization report you can use to add missing relevant entries to the recording table DFKKREPZM. You run this report, if relevant postings were made before the activation of recording and there is no recording data for these postings. Updating of VAT Registration Number There is an update report you can use to add missing VAT registration numbers (field STCEG) to the recording table DFKKREPZM. If no VAT registration number was entered for the business partner at the time of the posting, and this number was added subsequently, the report reads the VAT registration numbers and enters the numbers for the entries for the business partner in table DFKKREPZM. Test Programs

You can use the following programs for internal tests:  RFKK_REPZM_DISPLAY_DB The program displays the data that the system recorded for the EC sales list in database table DFKKREPZM.  RFKK_REPZM_DISPLAY_FI The system displays the data in the form in which Contract Accounts Receivable and Payable transfers the data to the general ledger for the purpose of creating the EC sales list. SAP does not provide any maintenance for these programs. Activities You create EC sales lists on the SAP Easy Access screen for Accounting under Financial Accounting General Ledger Reporting EC Sales List General EC Sales List or Belgium EC Sales List (Belgium) . To delete data, on the SAP Easy Access screen, choose Periodic Processing Delete Data Data for EC Sales List . To initialize recorded data, on the SAP Easy Access screen, choose Periodic Processing Data for Externals Tax Authorities EC Sales List Add Missing Entries to Recording Table . To update VAT registration numbers, on the SAP Easy Access screen, choose Periodic Processing Data for Externals Tax Authorities EC Sales List Add Missing EU Tax Numbers . For more information, see the documentation of the programs.

Data Access and Verifiability of Digital Documentation Features On 01/01/2002, the German Principles of Data Access and Verifiability of Digital Documentation came into force. These new legal requirements – similar requirements exist, for example, in Switzerland and France – have been implemented in Contract Accounts Receivable and Payable. This means that you can give the tax auditors access to all documents posted within the last 10 years:  Access 1: Directly in the online system (Z1)  Access 2: Indirectly in the online system or via reports (Z2)  Access 3: To data media that can be evaluated automatically (Z3) You can also restrict the auditor's access to the data stored to specific periods using an extended authorization concept. You define the control data for these checks in tables TPCPROG, TPCUSERN, and TPCDATEN. Due to the large data volumes in Contract Accounts Receivable and Payable, you cannot keep the tax-relevant data in the productive system permanently for auditor access. You can therefore extract the data before archiving and transfer it

to a separate system that is used exclusively for the government tax audit. Using the data retained in this system, you can perform analyses and create extracts that you can then forward to the tax auditor for evaluation using a data medium that can be evaluated automatically. Due to the mass data processed in Contract Accounts Receivable and Payable, you cannot use the SAP Data Retention Tool (DART) to create the data extracts. Therefore, for all releases that are still being maintained, Contract Accounts Receivable and Payable provides separate extractors that you can use to extract industry and customer fields and to carry out field transformations in FI-CA events. In SAP industry solutions that use Contract Accounts Receivable and Payable, you can use further extractors in addition to these basic functions. The required document data is stored in the tables DFKKKO_SHORT, DFKKOP_SHORT, and DFKKOPK_SHORT. To manage these tables you can use the following transactions in the menu under Periodic Processing  Data for Tax Audit  Documents.  General  FPDE Overview of Document Extracts: Provides an overview of the extracts imported.  FPDE_EXTR Export Extracted Documents: Exports a document extract (from DFKK*_SHORT) for the tax audit.  Object-specific  FPDE_EXP Export Document Extracts: Exports a document extract in a file.  FPDE_AEXP Export Document Extracts from Archive: Exports a document extract from an archive file to a file.  FPDE_IMP Import Document Extracts: Imports a file with a document extract to the tables DFKKKO_SHORT, DFKKOP_SHORT, and DFKKOPK_SHORT  FPDE_DEL Delete Document Extracts: Deletes an imported extract. You can also select SD documents for the FI-CA documents and export them. The extracts can also contain data records from earlier releases (before 4.72) or from external systems. You can extract business partner data, such as name, address, communication data, and texts for basic Customizing details with the reports RFKK_BP_EXTR_EXP and RFKK_CUST_EXTR_EXP. All export programs support the SAP format AIS, which can be imported into IDEA.

Calculating and Reporting Telecommunications Tax from External Tax Systems (US/CA)

SAP Convergent Charging (SAP CC) and SAP Convergent Invoicing (SAP CI) process services in the telecommunications area (such as telephone calls and SMS) through to invoicing the customer. As part of this integration, you can calculate telecommunications tax using an external tax system and report this tax to the tax authorities. Features Billing for a service that was used takes place in the following steps. In this process, the two components run in separate systems. 1. SAP Convergent Charging prices individual services and determines the invoice recipient. The external tax system is integrated with SAP Convergent Charging. The first tax calculation for a transaction (such as a telephone call or SMS) takes place there to determine the gross price for the transaction. 2. SAP Convergent Invoicing groups the priced services into invoices, sends these to customers, and posts the invoices in Contract Accounts Receivable and Payable. SAP Convergent Invoicing calculates the tax again. 3. Contract Accounts Receivable and Payable posts a document (invoice) that contains the telecommunication tax. At the same time, the tax data is updated in the external system. To do so, SAP Convergent Invoicing uses Remote Function Call (RFC) to call functions in SAP Convergent Charging that calculate and manage the tax data. In the standard system, there is no direct interface between SAP Convergent Invoicing and the external system for telecommunications tax. The standard system implicitly uses the control software that SAP Convergent Charging also uses. SAP Convergent Charging transfers the basic data required for the tax calculation to SAP Convergent Invoicing as attributes of the billable item. This basic data includes the base amount for the tax calculation, the type of telecommunications service, and various location codes (such as, the originating address of the phone call, the target address, and the address of the invoice recipient). To make this possible, you have to make sure during the configuration of the billable items that the required fields are available (see System Configuration for Telecommunications Tax). 4. If problems arise during the update of the tax data in the external tax system – for instance because the Convergent Charging system is temporarily unavailable – Contract Accounts Receivable and Payable flags the affected documents for updating later. You transfer the flagged documents on the SAP Easy Access screen by choosing Periodic Processing Transfer Tax Data Update Ext. Tax Systems for Telecommunications Tax . NOTE

We recommend running this report at least once a day. Constraints If you are not using SAP Convergent Charging as the feeder system for SAP Convergent Invoicing, then you cannot use the functions for calculating and updating taxes in the form described above. In that case you have to connect an external tax system with SAP Convergent Invoicing. This means that you need a function for calculating the taxes and another function for reporting the tax back to the external system after posting. For implementing these functions, you can use events 0414 (calculation of taxes) and 0413 (update of external tax system). As part of your project, create appropriate function modules for these events. Register them in Customizing for Contract Accounts Receivable and Payable under Program Enhancements Define Customer-Specific Function Modules .

Open Item Management Purpose Open items arise from every posting transaction in a contract account and reflect unfinished business transactions. For example, an invoice item that has not yet been paid is recorded as an open item in the contract account until it is paid and cleared. Open item management enables you to check which receivables and payables are outstanding. In Contract Accounts Receivable and Payable, your accounts must be managed on an open item basis in order to be able to use most procedures (such as dunning or payment). Features You can:

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Display open items in the document display (see Postings and Documents) and account balance display (see Account Balance Display)  Change open items using the document change function (see Postings and Documents)  Clear open items to document that a business transaction has been completed, for example, an incoming payment for an invoice You can clear open items belonging to a contract account either partially or in full. For partial clearing, the system stores the open residual amount for the item and the cleared amount. In the open item, you can enter a due date for net payment, due date for cash discount, and/or deferral date. If you enter a deferral date, the open item is not processed again by the dunning or payment program until this date has elapsed. Clearing restrictions or clearing indicators mean that line items can only be cleared by specific business transactions or settled, meaning they are neither paid out nor collected. Open items can be cleared in a currency other than the currency in which the open item was entered. If you clear the item in an alternative currency, the system performs the necessary translations between the two currencies automatically. The translation involves two steps: 9. ... 32. 1. Translation of document currency to local currency 33. 2. Translation of local currency to clearing currency For the translation, the system uses the average rates in accordance with the exchange rate table. If you have agreed other exchange rates or amounts with the customer, differences arise during the translation. To avoid these differences, you can change the translated amounts in Account Maintenance (SAP menu:Account  Maintain) on the screen Account Maintenance: Process Open Items (see Assigning Clearing Amounts and Cash Discount). In addition to determining exchange rate differences during clearing in foreign currency, the system carries out other automatic postings dependent on the business transaction. For example, it automatically calculates small differences that are within predefined tolerance limits, cash discounts, and taxes, and posts them to the G/L accounts defined in Customizing. In automatic clearing (for example, posting payment lots), the payment amount is assigned to the open items according to industry-specific or customer-specific rules automatically via clearing control. Functions with which you can clear open items  Account maintenance (see Automatic Account Maintenance and Manual Account Maintenance) Allows you to clear or partially clear posted open items, such as invoices and payments on account, if the total amount of the selected line items is zero.  Payment program (see Creating Forms and Payment Media) All items paid by the payment program are cleared.

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Post a payment lot (see Processing Incoming and Outgoing Payments) A posting document is created for each payment in a payment lot or a check lot. There is usually an item in the bank clearing account for each instance where open items bearing the same amount are cleared. Posting with payment at cash desk Reversing a document (see Postings and Documents) The reversal document clears all open items in the original document. Posting a return (see Returns) Down payments and payments on account that were posted for an incoming payment or debit memo are cleared by the returns document. Resetting clearing (see Resetting Clearing) If down payment requests or budget billing requests are contained in a clearing that is to be reset, the down payments or budget billing payments that were created by the clearing are cleared again by the reset document. Posting a document (see Postings and Documents) Enables a combination of the entry of new posting items and clearing of posted open items.

Functions with which you can reset clearing  Resetting clearing If open items were cleared accidentally with a payment, you can reset clearing.  Reversing a document When you reverse a clearing document, all items that were cleared by the clearing document become open items again.  Posting a return When you post a return for a payment document, all items that were cleared by the payment document become open items again.

Cleared Items Definition Posting to a contract account when the posting represents a no longer existing receivable or payable. A cleared item is produced when an open item is cleared by an accounting transaction such as a payment or reversal. Use A cleared item documents when and how a open item was cleared.

Structure The following data is included in the cleared item in addition to the information that was already contained in the open item:      

Clearing date Clearing reason Clearing currency Clearing amount Document number of the clearing document Posting date of the clearing document

Clearing Documents Definition Any document that clears previously open items when it is posted is known as a clearing document. Examples of clearing documents are payment documents and reversal documents. Use Each accounting transaction that leads to the clearing of open items is stored as a document. In the document header you can see who conducted the clearing, when and how. Additionally, the clearing document is responsible, as are other documents, for the updating of the account balance. Structure Each document consists of a document header and line items. A clearing document also contains the items that it cleared. These items are recognizable by their containing the document number of the clearing document in a special field. If statistical items are not considered, the balance of a clearing document is zero for all of its items and all items it cleared.

Manual Account Maintenance Purpose If open items exist in an account on the debit (invoices) and on the credit sides (payments on account, credit memo), you can clear or partially clear these items using account maintenance. Prerequisites You can only post clearing if the amounts to be cleared balance to zero, or if the balance is smaller than the assigned tolerance for small differences. You can only process open items for which no clearing restriction is indicated. Items with clearing restrictions cannot be selected. A clearing restriction only allows the clearing of the item within certain transactions. A budget billing payment for utilities can thus only be cleared during a final settlement. Process Flow 10. ... 34. 1. You select the items to be cleared (see Selecting Open Items). 35. 2. You enter the parameters for posting the clearing document (see Parameters for Clearing Documents). 36. 3. You can have the system provide you with a proposal for the clearing (see “Automatic Assignment of Open Items” in the corresponding application). 37. 4. You process the open items and assign them to clearing amounts (see Processing Open Items). 38. 5. You post the clearing document once you have assigned all amounts as desired (see Posting Clearing). Result The clearing is always documented by a clearing document that is created during the clearing process. The selected items are cleared. Automatic postings for cash discounts, taxes, and exchange rate differences are included in the clearing document. The subsequent postings (down payments, charges) are also included in the clearing document when clearing statistical items (down payment request, statistically posted charges) (see Automatic Postings During Clearing).

Automatic Account Maintenance Use If you want to carry out account maintenance for a large number of contract accounts or business partners, in addition to manual account maintenance, you can use the mass transaction Automatic Clearing. Prerequisites You have made the settings for clearing control for creating an automatic clearing proposal in Customizing for Contract Accounts Receivable and Payable underBasic Functions  Open Item Management  Clearing Control. With the settings that you make under Business Transactions  Automatic Clearing, you can also influence how the clearing documents are composed by assigning corresponding grouping variants to define whether a clearing document is to be posted, for instance, for each contract account, for each contract reference, or for another item grouping. See also the documentation for the individual IMG activities. Features The report selects the open items that correspond to the selection criteria and clears them according to the settings you have made in Customizing for clearing control. In addition, you can group selected items for a business partner or contract account into groups at event 0591. If you use grouping variants, then the groups that are formed with them are further subdivided in this event. The system then calls the clearing control per group and can then, when there are suitable postings, post several clearing documents. Items that can only be partially cleared or not cleared after grouping and assignment, you can continue to group again in an iterative process. In this way, clearing control has the opportunity to assign the items again in a subsequent call. This means that you can define a series of groupings with a decreasing level of detail and clear an item in a single run in several steps with several partial clearings. You can return messages for the grouping logic; these are written in the application log. Activities 11. 39. 1. ○

... To start the report, choose one of the following paths: Roles Receivables Administration(SAP_FI_CA_RECEIVABLES_ADMINIST)  Automati c Clearing

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SAP Easy Access screen Periodic Processing  For Contract Accounts  Automatic Clearing

40.

2. Assign a date ID and an identification that you can use to identify the run later, and enter the required selection parameters on the tab page General Selections. 41. 3. Schedule the program run. For more information, see Functions for Scheduling Program Runs.

Resetting Clearing Use It may be necessary to reverse a clearing of open items as well as all postings that were created automatically during the clearing. Depending on the situation, you reverse the clearing with various functions as shown in the following table. Note that there are other functions besides Reset Clearing with which you can reverse clearings. Situation

What needs to be done?

Choose the following function:

The business transaction that led to the clearing took place, (such as an incoming payment), but the wrong items were cleared.

You have to (partially) reset clearing.

Reset Clearing. For more information, see the text that follows.

The business transaction that was the cause for the clearing did not take place, or incorrect postings were created for this business transaction.

Not only the clearing and the related postings have to be reversed, all other postings related to this business transaction also have to be reversed.

Reversal (see also Entering Documents)

An incoming payment that was already processed has to be reversed since a return has occurred for the payment. In this case, a special variant of reversal postings is used.

The return, based on the account statement, is posted to the bank account and the clearing account for returns. After the return is included in a returns lot, an additional document is posted that varies from a reversal posting in one item: Posting is not made to the clearing account for

Posting Returns Lots (see Returns)

incoming cash but to the return clearing account. Features Scope of reset You can reset clearing either completely or partially. If items from different business partners, contract accounts, or contracts have been cleared and one of the following reasons exists for resetting clearing, then it makes sense to only partially reset clearing. 

Only some of the business partners, contract accounts, or contracts were selected incorrectly.  The document for one of the cleared items must be reversed (for example, invoice issued for the wrong amount). On the initial screen of the transaction Reset Clearing (menu: Document  Reset Clearing), choose Parts of Clearing in the Settings area. You define the posting of the clearing amount in the area Posting the Clearing Amount using the relevant buttons (Retain Distribution to Accounts, Create One Open Item, Clearing Amount in Clarification Account). For more information, see the documentation for the selection buttons. If you partially reset clearing, you can only specify for a group of items (and not for each cleared item), whether clearing is to be reset. The system groups the cleared items according to the following criteria: Business partners Contract account Contract Company code Business place (Korea) Business area Collective bill number Industry Document number Reference document number Posting the clearing amount You can reset clearing as follows, depending on the initial situation:



You can create a new open item in the amount of the clearing document. This item is posted to one of the contract accounts involved in clearing.  You can retain the distribution to contract accounts and contracts.  You post the clearing amount to the clarification account. System activities Using the Reset Clearing function, the system carries out the following actions for the clearing document number you specify:   







A reset document is created. The clearing information is reset in all items that were cleared by the document specified. New items are included in the clearing document as a replacement for the clearing items that no longer exist. They represent the amount that was in the clearing document for the clearing of open items. This can be part of an incoming payment, for example, that is used for clearing open items but not for payments on account. The new open items created can be used for clearing other items. In the clearing document, all down payments and budget billing payments that were created by the clearing of down payment requests or budget billing requests are cleared. The document number of the reset document is entered as the clearing number. In the reset document, offsetting postings are added for all G/L items (cash discount, exchange rate differences, taxes, charges) that are created in the clearing document due to the clearing of open items. During clearing, differences within predefined tolerances are accepted and posted to an expense account automatically.

When you reset, wholly or in part, the clearing for an incoming payment document that was posted through a payment or check lot, a new clarification case for incoming payments is created automatically or the amount in an existing clarification case is adjusted. If the clarification case is created for a payment lot that has already been closed, the status will change again to Postprocessing Necessary. Resetting Clearing in Other Transactions You cannot post reversals and returns if the document to be reversed or the payment document contain items that have already been cleared. Typical examples are payments on account, budget billing payments, and other down payments that have already been cleared. You can reset obstructive clearing during processing of returns and reversals. To do this in a returns lot, set the indicator Enhanced Returns Processing. For a reversal online, the obstructive clearings are listed and you can reset them in the background or online. When

you reset obstructive clearing, you can also only partially reset clearing; this enables you to only reset the clearing information in the document/payment document to be reversed. The clearing is only completely reset if the clearing document was posted in a release before 4.71 and budget billing requests, down payment requests, or statistical charges receivables were cleared or if interest on arrears was calculated and posted during clearing.

Account Balance Display

Purpose You use this component to display the debit and credit items posted to one or more contract accounts. Features You can use selection criteria to limit the selection of items to be displayed. For example, you can only select cleared items or items which were posted in a particular period. You determine what information is to be displayed from the document by means of line layout variants. Line layout variants of the "totals variant" type define the fields by which items are to be displayed in accumulated form. You can switch between the variants as required within the account balance display. You define the required variants in Customizing. There is also a search, sort and summation function in the account balance display.

Account Balance You can display the account balance as a list or an ALV Grid Control; it is divided into sublists that are displayed on tab pages:  Receivables/credit: Items according to the line layout variant selected  Down Payments  Totals: Summation of items in categories such as open receivables, payment on account postings, down payments, and balance display of the selected items.  Payment list: Display of the incoming and outgoing payments with the following information:  Date, amount of payment  Items cleared with the payment  Items posted on account The display in the ALV Grid Control is similar to the list display. However, the detailed display of a payment in the ALV Grid Control is not on the tab page Payment List in the normal list; instead, you double-click on the payment to display the details. This takes you to the document display. There you can display the items of the clearing document and the items thus cleared.

You can configure the layout of the header area to meet your requirements in event 1217; specify the number of a subscreen on which you want to display any additional data. 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, you can adjust and supplement the functions of the context menu to meet your requirements.

Selecting Items Use Before you access the account balance, you can determine which items are to be selected. Prerequisites Posted items that match the selection criteria must be available in the system. You have defined the selection fields in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions  Account Balance Display  Select Fields for Selection Function. Features The items are selected. The list is structured according to the list layout variant used.

Integrating a Selection Screen in the Account Balance You can integrate an additional selection screen in the account balance that meets your specific requirements. Features To display an additional selection screen in the account balance, you have the following options:  You can integrate the selection screen directly in the account balance display.  You can place a variant of the account balance next to the standard account balance and integrate the selection screen in this variant. Activities To create a variant of the account balance with an additional selection screen, proceed as follows: 1. Define a structure with the fields that you want to display on the additional selection screen. 2. Create a PAI module, and in the top include of the corresponding function group, make the structure available that you defined in the first step. You

can use function module FKK_FPL9_SAMPLE_PAI as a template for the PAI module. 3. Define a subscreen with your selection fields in Screen Painter. 4. Create a report that calls the module FKK_LINE_ITEMS_WITH_DIALOG with I_FKKEPOSCANWND = INITC. 5. Create a report transaction for the report you created in step 4. 6. In Customizing for Contract Accounts Receivable and Payable, choose Basic Functions Postings and Documents Document Screen Preparations Include Own Fields in Detail Screens . For program SAPLFKL9, enter the application INITC and enter the objects you created in the previous steps under screen number, program, and PAI module. To integrate the selection screen in the standard account balance, proceed as follows: 1. Define a structure with the fields that you want to display on the additional selection screen. 2. Create a PAI module, and in the top include of the corresponding function group, make the structure available that you defined in the first step. You can use function module FKK_FPL9_SAMPLE_PAI as a template for the PAI module. 3. Define a subscreen with your selection fields in Screen Painter. 4. In Customizing for Contract Accounts Receivable and Payable, choose Basic Functions Postings and Documents Document Screen Preparations Include Own Fields in Detail Screens . For program SAPLFKL9, enter the application INIT and enter the objects you created in the previous steps under screen number and PAI module.

Navigation in the Account Balance Use Navigation in the display Features Once you have entered and confirmed the criteria for selecting the account balance on the initial screen, a navigation area appears in the top part of the display. If you choose Navigation, a list with the following contract accounts appears in accordance with your selection:  If you enter a business partner, the list contains all contract accounts of the business partner.  If you enter a business partner and a contract account, the list contains all contract accounts of the business partner.



If you enter a contract account, the list only contains this contract account. The name of the contract account also appears. You can see the name and number of the business partner in the first line in the list. If you double-click on a specific contract account line, the item list then contains only those items that belong to this contract account. If you want to display all of the items for the business partner again, double-click on the line for the business partner. In the following cases the navigation area does not appear:  When selecting the items you selected the postings from other partners. This means that in the detail view of the list category, you have set the indicatorWith Postings from Other Partners.  In your user master record, the indicator Hide Navigation is set.

Line Layout Use The line layout is the definition of the list format for the items to be displayed. Line layout variants consist of a number of fields. These constitute the columns of the list and therefore determine the line layout of a list line. All lines in the list have the same line layout. The line layout also determines the output of the cleared items for a payment document in the payment list. The category of the line layout variant is an important attribute: Single item variant or totals variant. With totals variants, the selected items are cumulated before the output for all nonamount fields of the variant, so that a variant that only consists of a business partner/contract account/amount only gives one list line for 100 items with the same business partner/contract account. Prerequisites You have defined line layout variants in Customizing (see IMG structure: Contract Accounts Receivable and Payable  Basic Functions  Account Balance Display  Define Line Layout Variants). Features The system outputs each output line in accordance with your specifications of the line layout. If the totals variant is the category of the list layout variant, the single items are cumulated before output. You can also define a hierarchy of line layout variants. In the system, this is defined as a totals variant with subsequent variants. This hierarchy has a maximum of four levels.

S10 Partner/account S11 Partner/account/due date S12 Partner/account/due date/document In the line layout, you can define a Pointer field (field name, POINT) - normally the first field of the variant. Click on this field to display the items of the selected lines in the next lowest variant.

Balances Variants Definition A balances variant covers balances whose type of calculation you define in Customizing. Use In addition to the totals in the account balance display, in Customizing you can create balances variants that you then select on the initial screen of the account balance display. You configure balances groups in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions  Account Balance Display Define Balances Groups. Here you define which balances categories are to be used in the rows for the table display and which balances grid is to be used in the columns. You summarize the balances groups into balances variants in the activity Define Balances Variants. (You can also hide individual balances for a balances variant.) Structure The system groups the individual balances of a balances variants in balances groups (for example, payments) and displays them in a table. Example for a balances variant Payments

Open

Due

Due since 30 Days

Payment on account

140

140

140

Down payment

160

160

160

Down payment clearable

390

390

390

Balances categories specify the type of the individual line items of a

balances group. These line items can be read per line of the table (for example, payment on account or down payment). For each column of the display, the balances categories are subdivided by balances intervals (for example, open, due since 30 days). A balance is therefore the combination of a balances category and a balances interval. In the example, the "Payments" balances group shows a balance of 160 for the "Down Payment" balances category and the "Due" balances interval. SAP supplies a standard variant. The system only calculates balances automatically for the combinations of balances categories and balances intervals delivered in this standard variant. If you define your own balances variants with balances different to the combinations contained in the standard variant, you have to implement the calculation of these balances in event 1299. SAP provides a time-based balances variant for the industry component Public Sector Contract Accounts Receivable and Payable.

Sorting Items in the Account Balance Display Prerequisites You have defined sort variants in Customizing (see IMG structure: Contract Accounts Receivable and Payable Basic Functions Account Balance Display Maintain Sort Variants). Features On the initial screen, you can choose a sort variant. If you do not use a sort variant, the system sorts the data in ascending order according to the first six fields of the line layout variant. If you set the Descendingindicator in the attributes of the line layout variant, the system sorts the data in descending order. Irrespective of the Customizing, you can place the cursor in any field in the normal list and choose the functions Sort in Ascending Order or Sort in Descending Order. The data is then sorted based on the field selected.

Displaying Additional Fields in the Account Balance Use If you temporarily require additional information in the account balance display, you can display additional fields.

Activities Specify the additional fields you want in Customizing for Contract Accounts Receivable and Payable under Basic Functions  Account Balance Display  Select Additional Fields to Be Displayed. To display an additional field in the account balance, place the cursor on the field in the list and choose Settings  Additional Field. To hide an additional field, choose Settings  Additional Field Off.

Searching for Items in the Account Balance Display Use To search for items and filter the list. Features Cursor position

Result

In the list For example, on the fieldDoc.Date 06/01/02

The system searches for all items with the value 06/01/2002 in the Doc.Date field

On the column header A dialog box appears where you can enter search values for the field Document Date. For example, Doc.Date column Afterwards, the system displays all items that match the search criteria. Outside of the list

The system displays, one after the other, a dialog box for selecting search fields and a dialog box for entering search conditions. You must have defined the search fields in Customizing (see IMG structure Contract Accounts Receivable and Payable  Basic Functions  Account Balance Display  Choose Fields for Search Function). There you can specify all of the fields of the business partner item as search fields.

Totaling Items in the Account Balance Display Use Totaling items in the basic list.

Features If you position your cursor on a field in the basic list:  

The system totals all items after this field Outputs the list with the corresponding subtotals.

Traffic Lights in the Account Balance Use Visual display of an item category Prerequisites You are using Event 1203 (see IMG structure: Contract Accounts Receivable and Payable  Program Enhancements  Define Customer-Specific Function Modules). Features In the standard system, the following is valid for debit entries: Color

Meaning

Green

Paid

Yellow Not paid, not yet due Red

Not paid, overdue

Calling Up Account Balances Prerequisites If you do not want to offer all business partner relationships when the selection by relationships is used, you limited the number of relationship types that are offered in Customizing for Contract Accounts Receivable and Payable, by choosing Basic Functions  Account Balance Display  Exclude Business Partner Relationship Types.

If you want to use balances variants, you made the necessary settings in Customizing for Contract Accounts Receivable and Payable under Basic Functions Account Balance Display Balances Variants. See also the documentation for these activities. Procedure 42. 1. Choose one of the following paths: ○

Roles Information about Business Partner Account (SAP_FI_CA_PARTNER_ACCOUNT_INFO)  Account Balance

○

SAP Easy Access screen Account  Account Balance 43. 2. Enter the business partner and/or the contract account and/or a contract. By entering an account balance role and/or a subapplication (in industry component Public Sector Contract Accounts Receivable and Payable), you can further refine the selection of master data. SAP provides account balance roles for each industry component. You can add your own installation-specific account balance roles in Customizing for Contract Accounts Receivable and Payable under Basic Functions  Account Balance Display  Define Account Balance Roles. If there are no account balance roles defined in the system, then this field does not appear on the initial screen of the account balance display.

44. 45. 46. 47.

1. 1. 2.

You define the account balance role parent company and enter it as a selection criteria in addition to the business partner. The account balance display therefore displays not only the items of the business partner, but also all items of the subsidiary companies. 3. If necessary, restrict your selection to an installment plan, a collective bill, or a reference document number. 4. Using the list type, select the items. 5. Specify whether you also want to display items from the archive, along with due and (partially) paid budget billing/payment requests. 6. Set the User-Specific Selection indicator, if you want to use your own selection criteria that you have already defined. To create your own criteria, read the documentation for the indicator. To specify selection criteria: ... a. Choose Selection conditions… b. Select a maximum of three fields, then choose Continue.

3.

c. In the dialog box that appears, include or exclude values for the selected parameters from the selection. Specify the type of link between these values. 4. d. Confirm your entries. 48. 7. Choose the type of display. Using the balances variant, you can control which balances are calculated and which balances groups are displayed. 49. 8. The following functions are also available in the toolbar: Pushbutton (Period for Item Selection)

Choose the pushbutton to Limit the time period for which the system selects items

(Enrich Selections Using Relationships)

Include in the display the account balance of a business partner with a relationship to the currently entered business partner (such as, the account of the spouse of the policy holder) In the standard system, the system offers all business partners that have a relationship to the entered business partner, as well as the business partners that have a relationship to those business partners. Choose the business partner relationships you want in the dialog. The system then considers these during the selection.

(Write Selection Variant)

Save the entered selection parameters for master data and company code (user-specific or user-independent) under a name for later use

(Read Selection Variant)

Call a selection variant that was saved previously

(Initialize Selection Criteria)

Delete all selection criteria currently entered in the input fields

50. 9. Choose Continue. In addition to the standard initial screen, there is also a reduced initial screen that only contains the Business Partner, Contract Account, Contract, andCompany Code fields. Choose the Further details pushbutton to switch between the two variants. User-Specific Settings

You can make all user-specific settings (SPA/GPA parameters) for the account balance display from the menu by choosing Settings  Display/Change (or by choosing the pushbutton (Display/change settings) in the initial screen or in the list. When you save your entries, the system updates the user master record. If you set the Propose tab last active indicator, a new list always begins with the last screen that was active in the previous list. Result The system displays the basic list.

Working with the Account Balance You want to:

Please proceed as follows:

See which items are still open

Select open items only, for example, sorted by due date.

See which items are cleared

Select cleared items only.

See the remaining amount of a receivable

Include the Remaining Amount field (OBETH) next to the Total Amount field (GBETH) in the line layout

See partial payments

Include the Partial Payment Numberfield (OPUPZ) in the line layout variant and indicate that this variant is a line item variant

Even when only open items are to be selected, partial payments are read as well so that the original total amount of the item can be displayed unchanged.

See which invoices were cleared by which payments

Select open and cleared items. Use a variant with the field Clearing Document Number (AUGBL) and sort or total according to this field.

The total of all invoices and clearings with the same clearing document number is zero.

Display Choose a list type with payment data the With Cleared Items indicator

Important information:

Cleared items must already be activated. Data from the archive is not displayed.

A clearing item is simulated and displayed for each paid item. These items do not physically exist. The payment document does not have business partner items. These items are indicated in

the Clearingfield (XZAHL) if you include it in the variant. Display zero clearing

Set the parameter 820 (Zero Clearing) in the user parameters. This integrates zero clearing into the basic list as standard. Choose the function Settings  Zero Clearing  Hide/Show.

Hide reversals

Choose Settings  Hide in the This allows you to hide all reversed documents and the menu for account balance corresponding reversal display. documents. This only applies to line layout variants of the type line item variant.

Display debit and credit amounts in different columns

Select the Debit Local Currency(SBTRH) field or similar fields for credit entries in the line layout variant.

Define a hierarchy of line layout variants.

Define the totals variants with follow-on variants. Example S10 Partner/account S11 Partner/account/due date S12 Partner/account/due date/document If you set parameter 812, the variant hierarchy will appear in the upper part of the list. This allows you to skip variants in a totals variant hierarchy that has more than two levels. If you set parameter 810, the last active tab page is given as the default the next time the transaction is chosen.

In the line layout, you can define aPointer field (field name, POINT) as the first field of the variant. Click on this field to display the items of the selected lines in the next lowest variant.

Show the clearing history of an item which

Define a variant with the field Document Number. To display the clearings for this item, position the cursor

Choose Environment  Returns History to access the general display of all returns for the business partner/contract

As standard, zero clearing is hidden.

could not be collected despite multiple attempts

and choose Clearing History. If returns have occurred, you can include the data from the returns history in the line layout. The system displays the data for the last return (such as return reason).

See which items were originally paid by a payment that was reversed

Switch from the account balance to the document display. In document display choose Items Cleared Earlier

Show bank data for a payment

If the payment was entered with a payment lot or payment run, you can branch to the payment lot item or payment run data by choosingEnvironment  Bank Data.

Show payment transactions

Choose the Payment List tab page.

Display a chronological list of transactions for the account

Choose the Chronology tab page.

account (not documentspecific).

Display which Choose Navigation other accounts the business partner has Display archived items

To display items from the archive, select the With Archive parameter in the Further Selections frame on the account balance initial screen.

To output archived items in the display, you must select a line layout variant that contains theItem Archived field (XARCH). (See Implementation Guide for Contract Accounts Receivable and Payableunder Basic Functions  Account Balance

Display  Define Line Layout Variants for Account Balance). Send a payment form to a business partner

From the menu in the account balance display choose Environment  Create Payment Form. A dialog box appears in which you can change the amount. As standard the amount field contains the total of the open items displayed. You can also debit the business partner with charges for sending correspondence.

The system creates the correspondence type payment form(0022). You can either print all displayed items individually or as a total. For more information, see Creating Payment Forms from the Account Balance

Display the Place the cursor on the SD archived document in account balance document/SD display. ChooseInvoice. billing document for an SD document

If the SD document has been optically archived inSAP ArchiveLink, the archived document is displayed. If the document does not exist inSAP ArchiveLink or the archived document cannot be displayed, the system displays the SD billing document (transaction VF03).

Display the original document from the Accounting interface for any FI-CA document

If an original document exists for the selected document, the system displays it.

Place the cursor on the corresponding document in account balance display.Choose Invoice.

Information About Installment Plans You want to:

Please proceed as follows:

Display installment plan items for a specific installment plan

On the initial screen, enter the installment plan and choose a list type that has the indicator Installment Plan Item in the area Statistical Items.

Important information:

Display the source receivables for an installment plan

Place the cursor on the display of the installment plan items and chooseEnvironment  Original Receivables. Or, on the initial screen, in the list type choose the document type Original Item for Installment Plans and specify the installment plan number.

Source receivables are normally not displayed in the account balance. In the totals section, the source receivables do not form part of the open receivables. The original receivables are displayed with the line layout that you defined in the default values for the account balance under the caller SAPLFKL9 and the RATPL function (see IMG structureContract Accounts Receivable and Payable  Basic Functions Account Balance Display > Define Proposal for Line Layout).

Information About Collective Bills You want to:

Please proceed as follows:

Important information:

Display the line items of a collective bill

Enter the collective bill.

The original receivables are displayed with the line layout that you defined in the default values for the account balance under the caller SAPLFKL9 and the SAMMR function (see IMG structureContract Accounts Receivable and Payable  Basic Functions Account Balance Display > Define Proposal for Line Layout).

Display the source receivables for a collective bill

Position the cursor on the relevant item in the collective bill item display and choose Environment  Original

receivables for collective bills

integration of Functions in Account Balance The account balance display integrates numerous functions that you can use to:  Display further information (such as histories) for the displayed items  Access further processing (such as, changing and reversing) for the displayed items Features To navigate from the account balance display to the processing functions for the document, select the document. Then in the menu, choose Environment Document and one of the following menu functions: Menu Entry

Function

Change

The system offers the item to be changed.

Reverse

The system navigates to the initial screen of the Reverse Document transaction and adopts the selected document number.

Reset Cleared Items

The system navigates to the initial screen of the Reset Cleared Items transaction and adopts the selected document number.

Display :  Item  Logical View  Physical View  Due Date View  Payments/Returns  Invoice

The system displays the selected item in the detailed view or in the selected view.

For Installment Plan Item: The system displays the installment plan for the installment plan item.  Installment Plan  Source Receivables Collective Bill Line Items

The system displays the line items that belong to the collective bill item.

Line Item Bundle

The system displays the line items that belong to the bundle item.

Cash Security Deposits

The system displays the cash security deposit for the cash security deposit request document.

Budget Billing Plan

The system displays the budget billing plan for the budget billing plan document.

Histories:  Dunning History  Clearing History  Interest History

 



The system displays the dunning history for the selected item. The system displays the clearing history (clearings and clearing resets) for the selected item in a dialog box. The system displays the posted interest documents for the item.

Interest Supplement

The system displays the interest supplement for the interest document.

Dispute Case

The system displays the dispute cases for the document in Dispute Management.

To navigate from the account balance display to the processing functions for payment data, select the payment amount or the document. Then in the menu, choose Environment Payment Data and one of the following menu functions: Menu Entry

Function

From Payment Run

For a payment document from the payment run, the system displays the payment data (bank data, payment method) in a dialog box.

From Payment Lot

For an incoming payment, the system displays the bank data from the payment lot.

From Returns Doc

For a returns document for an incoming payment, the system displays the payment data from the returns lot.

From Repayment For a repayment request (from credit processing or a payment Request lot), the system displays the bank data from the repayment request. From External Cash Desk

For a payment that was entered at an external cash desk, the system displays the payment data.

Payment Usage

In a dialog box, the system displays the receivables and credits for which the payment was used.

To navigate from the account balance display to a processing function for the selected contract account, choose Environment Account from the menu and then choose one of the following menu functions: Menu Entry

Function

Note

Mass Change

The system offers the items that you currently selected for mass change. This applies even if you reduced the number of items using the search after you selected items. Also in that case, the system transfers only the currently displayed items to the mass change.

To have the system offer only those items for mass change that are in the current item selection of the account balance, define event 1256 and set the E_ADD_CUSTXMCFI indicator in your implementation.

Account Maintenance

The system goes to the initial screen for account maintenance and proposes the business partner and contract account – provided they can be determined uniquely.

Installment Plans

The system displays the installment plans for the business partner and contract account – provided they can be determined uniquely.

Budget Billing Plans

The system displays the budget The display is billing plans for the business implemented using partner, contract account, and event 1215. contract – provided they can be determined uniquely.

Dunning Notices

The system displays the dunning history for the contract account or for the business partner and contract account – provided it can be determined uniquely.

Returns

The system displays the returns The systems calls history for the business partner the and contract account – provided report RFKKRF02. it can be determined uniquely.

Collection Agency(Submit to Collection Agency,Release for Collection)

Submit to Collection Agency: The system navigates to the transactionManagement of Submitted Items (transaction FP03). Release for Collection: The system navigates to the transaction Release Items for Collection(transaction FP03E).

Write-Offs

The system displays the writeoff history for the business partner and contract account – provided it can be determined uniquely.

Installment Plan History

The system displays the installment plan history for the business partner and contract account.

Dispute Cases(Create, Display)

Create: The system asks for the necessary data for creating the dispute case in SAP Dispute Management and creates the dispute case. Display: The system navigates to the initial screen of the Dispute Cases for Account Balance (RFKKDM00) report in order to display existing dispute cases.

The system calls the initial screen of the reportRFKKMA02.

The prerequisite for this is that you are using SAP Dispute Management and you have made all necessary system settings for the integration.

Additional Corrections: The system Data(Corrections,Security displays items with individual Deposits) value adjustments. Security Deposits: The system navigates to the initial screen of the transaction for displaying an overview of security deposits (transactionFPD2). Creditworthiness

The system displays the creditworthiness data of the business partner.

Locks for Partner

The system displays all locks for the business partner in dialog mode.

To navigate from the account balance display to a processing function for the selected master data, choose Environment Master Data from the menu and then choose one of the following menu functions: Menu Entry

Function

Business Partner

The system navigates to the display of the business partner.

Change Business Partner

The system navigates to the transaction for changing the business partner.

Contract Account

The system navigates to the display of the contract account.

Change Contract Account

The system navigates to the transaction for changing the contract account.

Contract

The system navigates to the display of the contract.

Change Contract

The system navigates to the transaction for changing the contract.

Account Balance Display by Snapshot Use For individual business partners whose contract accounts have a large number of items, you can create the account balance display from a preselected set of items – a snapshot. Prerequisites In the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions  Account Balance Display  Define Business Partner for Creation of Snapshots, you have entered business partners with large numbers of items. 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). Note for the industry component Insurance You can only use snapshots in the account balance if there is exactly one insurance object-business partner relationship for the selection criteria entered. Features The system manages the business partner for whom you create an item set in table TFK021_SNAP. Changes to this table are current settings, which means that you can also make entries in the productive system. You use report RFKKSNAP (SAP menu: Account  Account Balance Snapshot) to create the current dataset for all (or selected) business partners in this table and save it as a data cluster in the database in the form of a snapshot. 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: 12. ... 51. 1. The system imports this snapshot. 52. 2. The system checks the current selection conditions. 53. 3. 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. If you use account balance roles or event 1210 such that several selections are derived from one selection condition, the system does not evaluate the snapshot. For installment plans, the snapshot contains the installment plan items and not the original item for these installment plan items. Therefore, if,

in the list category, you make the setting that the original items for installment plans are to be displayed, the system ignores the snapshot for the display. Activities For a snapshot to reflect the current data status, you have to update it at regular intervals. 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. If you select by contract account or contract, you can use the new event 1219 here to determine a business partner.

Creating Payment Forms from the Account Balance Use The business partner has open items for settlement. You therefore want to send your business partner a payment form . Procedure 1. On the initial screen of the account balance, enter the business partner or the contract account and choose Continue. 2. From the menu, choose Environment  Create Payment Form. A dialog box appears for you to enter the data required for creating the payment form. 3. On the Payment Form Content tab page, specify the number of payment forms required and the amount category. You can: 

 

Display the amount according to the items attached You define the selection of attached items by only selecting the items that are to appear in the payment form on the Item Selection tab page. Enter any other amount Enter no amount

4. If required, enter a contract on the Master Data tab page and, if you want to charge the customer, enter a charges schedule on the Charge Posting tab page. On the tab page Print Parameters, define the required form and select an output device.

5. If you choose Continue, the payment form is printed on the printer requested immediately. If you choose Set in Print Dataset of Mass Printing, the correspondence is created in the next correspondence print run. Result The payment form was created.

Creating Account Information Use Account information contains a list of a customer's receivables and payables. It is designed to be created as a result of individual customer queries. Procedure 1. In the basic list of the account balance display for the business partner concerned, choose Environment  Create Account Information. A dialog box appears in which all the business partner items are listed. 2. On the Item Selection tab page, deselect the items that you do not want to appear in the account information. 3. If you want to charge the customer for sending account information, define the appropriate charges schedule on the Charges Posting tab page. 4. On the tab page Print Parameters, define an application form and select an output device. 5. Choose Continue or Set in Print Dataset for Mass Printing. Result The account information is output on the printer you selected or created with the next correspondence print run.

rint Workbench Purpose The Print Workbench is a central development environment for creating standardized outgoing correspondence. To configure the forms, the Print Workbench uses the SAP standard components for configuring forms – SAPscript forms, Smart Forms, and SAP Interactive Forms by Adobe. The Print Workbench is subdivided into the following subobjects: ●

Form classes Form classes are defined by SAP applications and contain modeling, as well as access instructions for all of the data that belongs to an application or an application process. You can use form classes to create application forms where you access the data defined in the form classes. Invoices, dunning notices, and account statements are examples of form classes. The form classes are delivered with each application component that uses the Print Workbench. Changes to form classes delivered have modification status.

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Application forms You create application forms based on the form classes delivered. You can define several application forms for each form class, for example, different invoices for different business partner groups. SAP delivers example forms that you can use as a reference for your own application forms. You can use user exits to adjust the application forms to your requirements. Numerous help functions simplify form creation. You can call up the Print Workbench using the area menu PWB. Integration The Print Workbench (CA-GTF-PWB) is a component of SAP Web Application Server and it can be used with no further prerequisites by every other SAP application. In the Print Workbench you can use Smart Forms (BC-SRV-SSF), SAPscript (BC-SRV-SCR), or SAP Interactive Forms by Adobe (BC-SRV-FP). Architecture of the Print Workbench

Form Classes Definition The form class is an application-specific object that contains both the underlying data hierarchy for the application and the database access required for data procurement in the form of ABAP/4 coding. When creating the data hierarchy, particular emphasis was given to a logical view of the data model. Therefore, the form classes are comparable to logical databases. In contrast to logical

databases however, they have the advantage that they can swap two equal levels and duplicate a level in application forms. Use Form classes are used by application forms to create forms, that is, correspondence. Structure A form class consists of a hierarchy representing a logical view of the data model for each application or an application process. The related Form Class Librarycontains access instructions in the form of ABAP subroutines. Further controlling properties are defined in the Attributes of a form class. Integration Form classes are a fixed component of an application and cannot be changed or replaced. Form classes are usually independent of the use of the data and particularly of the category of the application form.

Application Forms Definition Application forms are configuration objects and integrate the data structure defined in the relevant form class, data procurement, the form logic you have determined, and the form layout. You can determine the form and scope of the data procurement as required and add your own data using user exits. You can also choose between the basic tools for creating the form layout – Smart Form, SAPscript form, or SAP Interactive Forms. The form class assigned to an application form determines the structure of the data delivered by SAP. When you create an application form, you have to specify the form class. Afterwards, you can no longer change the form class. Use If standardized correspondence is to be created from an application process, you have to configure application forms. If the application uses the Print Workbench as configuration tool, it provides a form class that you have to set as an attribute in the application form. Structure The application form consists of: ●

Properties/attributes

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Hierarchy

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Form (SAPscript, Smart Form, or SAP Interactive Form)

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SAPscript texts (SAPscript)

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User exit includes

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User top includes

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Generated print program

The core of an application form is the hierarchy. This has a similar function to the form class, but is extended. In the context of application forms, the form levels represent events in the flow logic of the form. In the events you can define further activities, such as the call of a user exit or, in the case of SAPscript, the call of texts. The status of the application form provides information about whether the application form has no errors and can be run and whether the generated print program is up-to-date with regard to the application form and its subcomponents. Integration An application form is closely linked with the related form class and integrates the data model and the related data procurement of the application with the requirements of the SAP customer. The generated print program integrates: ●

The SAP application

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Customer-defined configurations and implementations of user exits

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Calls of the components SAPscript, Smart Form, and SAP Interactive Forms. Application forms are usually defined in Customizing tables or master data in the application. An application form is printed by calling the module EFT_PRINT that then calls the generated module for the application form.

Collection Definition A collection is an application form of the form type collection. Use You use collections to group application forms so that you can process them together. In a collection, you can group both application forms from the same form class, and also application forms from different form classes. You can define your own parameters for the technical components of a collection, for example, a specific printer. You can classify the individual application forms so that they are issued sequentially or bundled. You can process collections using transaction EFRM (SAP menu: Print Workbench  Application Form  Process), as for application forms.

Structure Each collection is assigned to exactly one form class. As for each application form, a collection’s assignment to a form class defines how it belongs to an application. Using the indicator Cross-Form Class, you can control how application forms from other form classes can be included in a collection. In the user exit include and the user top include, you can define the form routines of the user exit or your own data definitions, just as for an application form. These includes are automatically included in the generated module. They are processed at runtime. For each collection the system generates a local module that contains the complete process flow for the collection. This module also contains the calls of the module EFG_PRINT for printing the application forms to be processed. During printing, the collection transfers the selection data to the included application form via the interface EFG_PRINT. This means that wherever you can specify an application form in Customizing, you can also define a collection. If you make changes to the collection, the form class, or the user includes, the module is regenerated. A collection is not suitable for combining different components of the same document if there are direct dependencies or references between the individual parts, for example, a sequential page numbering or a connection at the end of the last page. Collections must not contain collections or links. Example Grouping of technically separated documents, such as an invoice and the attached payment form, or an e-mail with an electronic document attached.

Calling Form Printing in ABAP Programs Use An application form is a configuration object from which a runtime object in the form of a function module is generated. The following is a description of how the runtime object is called from an ABAP program to print an application form. Integration Form printing is called exclusively via central interfaces of the Print Workbench. Activities The modules EFG_PRINT and EFG_PRINT_EXPANDED are available. Use module EFG_PRINT in individual print processes and EFG_PRINT_EXPANDED in mass

printing. The difference is in the use of send control, which is triggered in the module EFG_PRINT_EXPANDED.

Printing Processes and Printing Scenarios Purpose Strictly speaking, the Print Workbench is not a tool for processing forms. It controls and standardizes the processes for transferring the application data to the form tool selected by the user to process forms. From this point of view, the Print Workbench provides a standardized infrastructure for processes that take place during printing triggered by an application and that you can configure accordingly. The Print Workbench supports all form tools provided by SAP equally and guarantees SAP customers the free selection of a form tool with no functional restrictions. Process Flow From the view of the SAP application, how the data is used is neither known nor relevant. You can prepare the application data as a form in the SAP system using functions of the Print Workbench, either with SAPscript, Smart Forms, or PDF-based forms or process the data further externally via a raw data interface. If the data is processed further externally, it is transferred from the SAP system to SAPscript via the RDI interface, or to Smart Forms via XSF or XDF, and can then be processed according to local requirements using special software. Printing Processes and Output Formats

The SAP system has no control for external print logistics, such as postage optimization or control of printing processes. Outside of the SAP system, form data and other data is increased, or the correspondence categories are sorted and mixed. For large volumes of data, SAP therefore recommends external processing by means of an output management system.

Using Print Action Records Use A print action record is a variable text or data supplement that is determined during print processing and can be integrated in form processing. A print action record is used if you also want to print out a variable text in a form, or if you want to send additional information to the recipient in the form of a flyer. In a print action record, you can define additional parameters, such as the validity or the maximum number of processing. Features A print action record consists of the following indicators and fields:  BOR object type (key field)

 BOR object key (key field)  Form classes  From date  To date  Maximum number of processing times  Frequency  Priority The search for related print action records must be integrated in the form class. This is usually displayed by an appropriate form level in the form class. The form level must also be integrated and active in the application form in which it is used. To create individual print action records, choose Print Workbench  Print Action Records  Create in the menu. If you want to create several print action records simultaneously (mass processing), you have to create a report using the report SAPRISU_PRINTACTION_GENERATE delivered by SAP as a reference. The print action records are integrated in an application form either by means of a form level that corresponds to the BOR object of the print action record, or, alternatively, you can integrate the search for print action records in the user exits of an application form by means of the programming interface. If a print action record is determined during the printing transaction, if you use SAPscript, you can display the content immediately in the MAIN window or store it temporarily as a variable and then output it as a symbol. In the case of Smart Forms, the print action record must be saved as a variable and then output as symbol.

Creating and Issuing Correspondence Purpose You can create correspondence based on individual requests, such as account information, or based on mass requests, such as invoice printing, dunning notices, or returns notifications.

Features Correspondence is created and issued by means of the integrated use of the following components:  Correspondence Tool  Print Workbench  SAPscript  Smart Forms  PDF-based forms The exact form of the correspondence creation and issue is dependent on the using application.

Correspondence Purpose Correspondence is essential for the business processes of companies. Correspondence, which is created daily in great numbers and sent to customers in the form of letters, faxes, and e-mails, fulfills various communication purposes:  Transfer of information (for example, notification about changes to conditions)  Documentation of business processes (for example, notification about the creation of a standing order, confirmation of termination, installment plan agreement) The Correspondence application component supports you when creating periodic and event-controlled correspondence. The main focus is on the creation of standardized mass correspondence by the application. Creation Types of Correspondence

Correspondence is created:  Event-controlled if correspondence is required for a specific business transaction (for example, confirmation of a change of address). The system creates correspondence as a single run when it executes the respective application program.  Periodically if correspondence is required for business transactions that occur regularly (for example, bank statement). The system creates correspondence as a mass run when it periodically executes the respective application program. Using the selection criteria of the program, you can define which business objects are to be considered when you create correspondence (for example, confirmations of execution for standing orders, invoices). Integration The system controls the creation and output of correspondence using the following application components:  Correspondence tool The correspondence tool manages the process of correspondence creation using correspondence requests.  Print Workbench The Print Workbench creates print programs and obtains and configures data. The Print Workbench enables you to configure the layout of correspondence to meet your requirements. You can send correspondence in different ways: as a letter, e-mail, fax, or SMS. If you output correspondence as a flat file, you can process the data externally with an output management system (OMS).

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SAPscript, Smart Forms, PDF-Based Forms You can design the layout of correspondence and transfer data with SAPscript, Smart Forms, and PDF-based forms. The following sections explain the processes and functions of the correspondence tool in more detail. For more information on the Print Workbench andSAPscript, Smart Forms, and PDF-based forms, see the documentation on these components. To do this, see the documentation at help.sap.com and then enter one of the following paths SAP NetWeaver  Release xx  SAP NetWeaver  Application Platform (SAP Web Application Server):  Cross-Application Services  Print Workbench  Business Services  Smart Forms/PDF-Based Forms/SAPscript (BCSRV-SCR) Creation of Standardized Correspondence

Constraints The following functions are not part of correspondence creation and need to be performed in an output management system:  Automatic assignment of marketing material for a correspondence  Grouping multiple correspondence to enable them to be sent together (for example, sending a bank statement, a confirmation of a standing order, and a change to conditions together)

etermining Correspondence-Specific Data Use Determination of Sender in Contract Accounts Receivable and Payable The standard company code resulting from the contract account noted in the correspondence entry is used as the sender. You can use event 0760 to create settings for your own installation. Determination of Recipient in Contract Accounts Receivable and Payable Usually, the business partner in a business process receives correspondence. For most correspondence types, you can define alternative and additional recipients. ●

An alternative correspondence recipient replaces the original one so that correspondence is only sent to the alternative recipient.

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An additional correspondence recipient is added to the business partner so that both the original business partner and the additional recipient both receive correspondence. You can define an alternative correspondence recipient at the contract account/business partner level which is then used for all types of correspondence. This then becomes your standard correspondence recipient. You can define one alternative and an unlimited number of correspondence recipients for each correspondence type. If you enter a correspondence recipient meant only for one type of correspondence, the standard correspondence recipient will not be used. As an alternative to entering a partner ID directly, you can define a correspondence activity. These correspondence activities determine alternative and/or additional correspondence recipients algorithmically. This can be useful, for example, for determining a broker or a vehicle registration center. You can use event 0770 to create settings for your own installation. Determination of Address in Contract Accounts Receivable and Payable You can define one address type for each correspondence type. Correspondence of this type is then sent to this address type. In event 0773, you can influence the address type used for the address determination. The event runs when the address number for correspondence is determined. You can therefore determine a time-specific address if there are several addresses with different address types in Customizing for a business partner. Integration If you have defined alternative or additional correspondence recipients, you can perform a recipient simulation at contract account level (in industry componentInsurance, this is done at insurance object level) to check which correspondence recipients were defined.

For alternative or additional recipients, you can also define correspondence roles in the master data. The correspondence role allows you to determine the recipient address type, and also to define special application forms.

Event-Controlled Correspondence in Contract Accounts Receivable and Payable Purpose Correspondence is created on an event-controlled basis if the correspondence only occurs as part of a specific business transaction (for example, dunning letter). In contrast to the periodic correspondence creation, the respective application program (for example, dunning program) determines the correspondence data here and saves it for each print output in a data record in the correspondence container). Process Flow For a description of the processes that lead to each correspondence, see the following sections or the documentation for the business transaction concerned (for example, under Business Transactions  Dunning  Creation of Correspondence). Result The correspondence data determined is in the correspondence container. To print the correspondence, you have to perform the correspondence print run (see Printing Correspondence).

Periodic Correspondence in Contract Accounts Receivable and Payable Purpose Here, correspondence that occurs regularly (such as invoices) or correspondence requested individually (such as account statements) is created. In contrast to event-controlled correspondence creation, here it is not the application program (for example, dunning program) that creates the correspondence data; instead, the correspondence creation run determines the data and stores it in the correspondence container for printing. To check the data, start the correspondence creation run in simulation mode. For the update run, after the check, start the creation run without the simulation indicator. Using the selection criteria, you can define, for a correspondence creation run, which correspondence is to be considered. For example, in a program run you can include all invoices for business partners A-M that are due in calendar week 31.

Prerequisites The desired correspondence variant must be defined in the master record of the contract account to be processed. Process Flow 13. ... 54. 1. Enter the parameters for the correspondence creation run (see Functions for Scheduling Program Runs). 55. 2. Schedule a correspondence creation run or start it immediately (see Functions for Scheduling Program Runs). 56. 3. Using the correspondence variants defined in the contract account master record, the correspondence run determines the relevant correspondence data and stores it in the correspondence container (one data record per print output). Result The correspondence data determined is in the correspondence container. To print the correspondence you can now perform the correspondence print run (see Printing Correspondence).

Correspondence Types Use A correspondence type groups correspondence of the same category. Correspondence types define which data can be stored in the correspondence container for creating correspondence. For detailed information about correspondence types, see the Correspondence Types section of the documentation of the correspondence tool. For information about the correspondence types you can use in Contract Accounts Receivable and Payable, see the sections Creating Individual Correspondence and Periodic Correspondence. For instructions on how to define your own installation-specific correspondence types, see SAP Note 194899. Integration If you implement your own correspondence types, you can set the following indicators when you save the correspondence using the function module FKK_WRITE_CORR: ●

Suppress company code determination

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Suppress recipient determination

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Suppress sender determination

Payment Forms Use If you send correspondence to a business partner requesting that he make a payment, you can enclose a payment form. The system automatically assigns the payment form number. In the system, all open items that make up the payment amount stated on the payment form are recorded under this number. Open items can be considered for several payment forms (for example, on a payment form for dunning or on a payment form for an invoice). Prerequisites You have made the settings required for payment forms in Customizing for dunning and correspondence. To print payment forms, Contract Accounts Receivable and Payable uses the country-specific data for attached payment media from the component Financial Accounting (FI). There you have to define the payment form ID for the attached payment forms created when you print installment plan notifications and cash security deposit requests for each company code. To do this, in the Implementation Guide for Financial Accounting choose Financial Accounting Global SettingsCorrespondence  Attached Payment Media CountrySpecific Data for Attached Payment Media and for each country and payment method, define a function module that determines the data to be printed on the attached payment media. In Customizing, define the payment form ID for each company code. To do this, in the Implementation Guide for Contract Accounts Receivable and Payablechoose Basic Functions  Correspondence  Define Payment Media ID for Forms. SAP delivers the number ranges for creating payment forms. You can check the number ranges in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions  Correspondence  Check Number Ranges for Payment Forms. Features You create payment forms during dunning in the application component Correspondence and in the Account Balance. For detailed information about how to create payment forms in the account balance see Creating Payment Forms from the Account Balance. For information about creating payment forms during dunning, see Creating Correspondence. The system assigns the payment form number automatically. In the system, all open items that make up the payment amount stated on the payment form are recorded under this payment form number. Open items can be considered for several payment forms (for example, on a payment form for dunning or on a payment form for an invoice). When you print the form the system determines the payment form number and provides the payment form data. The related line items are noted in a payment form file under the payment form number.

When you are processing incoming payments, you can select the open items using the payment form number. To display all open and cleared items in a payment form, choose one of the following menu paths:  Role Incoming Payment Processing (SAP_FI_CA_INCOMMING_PAYMENTS)  Payment Form Items Overview  SAP Menu Payments Clarification Activities  Payment Form Items You can select several payment forms with the same reference number. During clearing (with a payment lot, for example), you can select the open items in a payment form using the payment form number, provided that the business partner used the payment form to make the payment. You can delete payment forms. To do this, choose one of the following paths:  Role Archiving (SAP_FI_CA_ARCHIVING)  Delete Payment Forms  SAP Menu Periodic Processing  Delete Data  Payment Forms.

Printing Correspondence Purpose The correspondence printing run determines the correspondence data that has been stored in the Correspondence Container as part of correspondence creation, and transfers it to the print workbench (see also Printing Correspondence with the Print Workbench), possibly with additional data (controlled by the correspondence type and industry-specific events). You can select the correspondence to be included in a correspondence print run according to business partner, contract account, contract, company code, application form, or parameters that you are free to define. For example, in a program run you can consider all invoices for business partners 1000 to 3000 that are due in calendar week 31, or all dunning notices of dunning level 1. The data for the print output is prepared in the print workbench. The following types of output are possible: ●

Output in SAPscript format (see SAP NetWeaver Library  SAP NetWeaver by Key Capability Application Platform by Key Capability  Business Services  SAPscript (BC-SRV-SCR)  BC SAPscript: Printing with Forms)

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Output in raw data format for further processing in an external text processing system (see SAPscript Raw Data Interface).

To control the sending of correspondence via application forms, you can define an installation-specific function module for event 0778. See the documentation for the sample function module FKK_SAMPLE_0788. You can provide the correspondence requests with individual sort criteria. For example, you can print correspondence sorted by postal code and therefore reduce postage expenses. Prerequisites The correspondence data to be printed has been stored in the correspondence container during correspondence creation. Process Flow 14. ... 57. 1. Enter the parameters for the correspondence print run (see Entering Parameters for the Correspondence Print Run ). 58. 2. Schedule a correspondence print run or start it immediately (see Scheduling a Correspondence Print Run ). 59. 3. In a correspondence print run, the system determines the correspondence data from the correspondence container and outputs the data to the printer spooler. Result The correspondence data is available in the printer spooler either as raw data or in SAPscript format. You can now view the job log for the correspondence print run (see Displaying Job Logs for Correspondence Print Run). Information on the history of all correspondence is stored in the correspondence history (see Displaying Correspondence History).

Dunning Inbound Correspondence Use You can dun inbound correspondence due from your business partners. Prerequisites The inbound correspondence requests have already been created and are in the correspondence container. Features The correspondence dunning run selects all outstanding correspondence in accordance with your selection criteria. The following events are then run:  742 - Checks the master data for any dunning locks, and determines the dunning procedure

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743 - Checks the correspondence to see if it needs to be dunned. The number of days in arrears for the first dunning level is considered.  744 - Determines the dunning level  745 - Determines and posts dunning charges  746 - Executes the dunning activities You can use authorization object F_KKCODU to protect the reversal of correspondence dunning.

Correspondence History Use The correspondence history displays the correspondence that is in the correspondence container. You can tell by the print date whether the correspondence has already been printed. Prerequisites The selected data has already been created and is in the correspondence container. You have maintained the required correspondence status in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions  Correspondence  Define Status for Correspondence. Features You have two options for using the correspondence history – as part of the correspondence tool (see Correspondence History) or as an applicationspecific form of Contract Accounts Receivable and Payable. In Contract Accounts Receivable and Payable, in the correspondence history you can use the following functions in addition to the functions of SAP List Viewer(ALV): Pushbutton

Function

with the quick info text Change Documents

Display change history for individual correspondence entries Changes to status, deferral date, and date of entry are displayed

with quick info text Change Status of Assignment of correspondence status Correspondence to individual correspondence entries

with the quick info text Display Correspondence Archive

Displays a document from the optical archive

You can also use the following functions for inbound correspondence: Pushbutton

Function

with the quick info text Set Date of Receipt of Inbound Correspondence

Define date of receipt of correspondence

with the quick info text Deferral Date of Inbound Correspondence

Postpone the date on which correspondence is due. The deferral date is taken into account when youdun inbound correspondence.

with the quick info text Dunning Lock Set a dunning lock for inbound for Inbound Correspondence correspondence This dunning lock is considered in the correspondence dunning run and can prevent correspondence dunning. Alternatively, you can call up the functions listed above under Goto in the menu. Under Settings  Display Variantin the menu, you can use the functionCurrent.... to modify the display variant to meet your requirements. Via Choose...., you can use previously defined display variants. You can use authorization object P_CORR to protect the following activities in the correspondence history:  Change status  Set date of receipt (only for inbound correspondence)  Set date of deferral (only for inbound correspondence)  Manually change the amount Activities To call up the correspondence history of the correspondence tool, in the SAP menu choose Cross-Application Components  Correspondence  Display Correspondence History. To call up the correspondence history from the application, in the SAP menu choose Account  More Information  Correspondence History. The data to be displayed is selected in the same way in both transactions. See the Displaying Correspondence History section of the correspondence tool.

Manual Correspondence Creation You can create targeted correspondence manually in a Web Dynpro application.

Integration In Financial Customer Care (FCC), you can create correspondence manually in the documentation view. You can access this view from the navigation bar or from the transaction for processing collection work items. Prerequisites You have defined correspondence templates for creating correspondence manually. (See Customizing for Contract Accounts Receivable and Payable under Basic Functions Correspondence ). Features The Web Dynpro application provides a framework with which you can:  Create correspondence manually and send it to the relevant recipients  Request inbound correspondence (only in the industry component Public Sector Contract Accounts Receivable and Payable (PSCD)) You enter the information required to create and request the correspondence in a guided procedure. By configuring the relevant ISR scenario, you can check and approve the correspondence by workflow. (See the SAP Easy Access screen: Office Workplace ). You print using the print workbench. To make it easier to create and print correspondence that has a template based on an ISR scenario with PDF, SAP provides generic correspondence type 0400. To meet your own specific requirements, you can define your own correspondence types using the events 0781 and 0782. After the correspondence entries have been created in the correspondence container, you can trigger the printing of the correspondence in one of these ways:  As single print, on the SAP Easy Access screen, by choosing Account Further Information Correspondence History  As mass printing, on the SAP Easy Access screen, by choosing Periodic Processing For Contract Accounts Correspondence Print You can load outbound and inbound correspondence into the Document Management Service (DMS). Depending on your system settings, you can, for example, load the image of printed correspondence to DMS and link it to the application object that triggered the correspondence. In a similar way, you can, upon request, load inbound correspondence to the DMS, and link it to the appropriate application object. Using the following parameters, you can integrate the guided procedure in other Web Dynpro applications: Name of the Web Dynpro application

FKK_WDY_CORR_MANUAL

Name of configuration of the Web Dynpro application

CORR_MANUAL_GAF_CONF

Name of the Web Dynpro component

FKK_WDY_CORR_MANUAL

You have the following enhancement options: Step of Web Dynpro guided procedure

Enhancement option

1

The BAdI definition BADI_APPOBJ derives the master data set based on the application object ID and application object type. If you are using the industry component Public Sector Contract Accounts Receivable and Payable Inbound Correspondence, you can define this derivation in Customizing under Business Transactions Inbound Correspondence Inbound Correspondence (Enhanced) Define Inbound Correspondence Request Derivation Setting .

2

You can implement the logic for deriving the correspondence address at event 0770.

3

The BAdI of the ISR scenario provides the following events for enhancements:  LOAD_DATA_EVENT This event runs in steps 2 and 3.  REFRESH_DATA_EVENT This event runs after the event of the Web Dynpro add-on; you can enhance the correspondence creation step in the Web Dynpro interface IF_FKK_WDY_CORR_ADDON.  CHECK_DATA_EVENT This event runs in steps 3 and 4. In event 0787, you can derive the contents for individual correspondence recipients (such as, address in PDF-based form).

Activities You make settings for the approval workflow as follows: 1. In Customizing, choose Cross-Application Components Internet/Intranet Services Internal Service Request Scenario Definition Define Scenarios . 2. Create a scenario for the application MC (Manual Correspondence). 3. At the Version level, enter Entry Using Adobe PDF as the Entry Type in Web.

If you want the workflow to start before an entry is created in the correspondence container, enter CW as the Notification Type. (If you do not want to use a workflow, enter CD as the Notification Type. ) 4. Enter the Adobe form and the interface. 5. At the Characteristics level, enter the characteristics for the interface of the interactive forms. Enter a function module for loading the correspondence data. If you want to use the data of the correspondence header (master data set, application object), define a characteristic of the typeFKK_CORRM_EXTERNAL_DATA. 6. Define a BAdI for additional functions (such as, generating address data). 7. Generate the interactive form and create the layout for the correspondence. 8. Choose the Additional Data for Scenario pushbutton. In the Create Notification field, enter workflow template WS31000009 for the ISR standard workflow. 9. Choose the Assignment of Processors pushbutton to enter the users who are allowed to approve the correspondence requests. 10. Activate the linkage for the ISR notification event CLOSED. To do so, on the SAP Easy Access screen, choose Tools Business Workflow Development Definition Tools Events Event Linkages Type Linkages . Customer Contacts Purpose This component logs all customer contacts that were saved from this component or automatically from other components and displays them. This includes contacts initiated by the customer such as telephone calls, as well as contacts initiated by the utility company (such as letters or dunning notices). In the display, you can list customer contacts by type, period, and medium for example. Analyzing customer contacts provides information on the efficiency of business processes and the capacity of customer service representatives. Implementation Considerations This component is optional. You need it if you wish to log and manage your customer contacts. Integration The Business Object Repository (BOR) contains the following Business Application Programming Interface (BAPI) for customer contacts:PartnerContact.CreateFromData (create contact with data). For general information on BAPIs, see the BAPI User Guide and the BAPI Programming Guide (CA-BFA). For more detailed information, see the documentation for the individual BAPIs in the BOR.

Features For each customer contact, you can create a reference to a data object. For example, an invoice complaint can contain a reference to the invoice or an object reference to a service request derived from the complaint. You can use the note function to enter notes for a customer contact, such as the reason for a budget billing amount adjustment. In the customer overview, customer contacts are displayed separately by contract account. The contact must contain the contract account as an object. You must therefore ensure that the contact references a contract account when you create the contacts. In the settings for Customer Contacts in Customizing for Contract Accounts Receivable and Payable, maintain an appropriate object reference. The object references are classified by the role they have in relation to the customer contact. You can set up this role in Customizing for Contract Accounts Receivable and Payable under Business Transactions  Customer Contacts  Define Object Roles. The object references are stored according to an SAP concept used by the SD document flow and the SAP Business Partner (CA-BP) where-used list. You can also display links from the linked objects. To do so, choose System  Links.

Creation of Customer Contacts Use Customer contacts can be created at any time. These may be incoming contacts from the customer or outgoing contacts that you initiate yourself (telephone calls, correspondence). Integration You can have the system create outgoing contacts automatically when a form is generated, depending on the form class. Prerequisites You should have made all the relevant settings in Customizing under Financial Accounting  Contract Accounts Receivable and Payable  Basic Functions  Customer Contacts. Features You can attach any object links when generating a contact. An object link is a BOR object reference. You define the allowed object references for each contact class and contact activity in the Customizing settings for Contract Accounts Receivable and Payable under Basic Functions  Customer Contacts.

Industry-Specific Component SAP Media You can create customer contacts in the following ways: 

You can edit customer contacts in the separate transactions Create Customer Contact (BCT0), Change Customer Contact (BCT1), and Display Customer Contact (BCT2).  You can enter a customer contact in the contact processing component of the CIC.  Customer contacts are created automatically when you process output records. For example, you can have the system create a customer contact when you print output or send e-mails. When you do this, the system creates a customer contact for the business partner in the output status (NAST-PARNR). The following printing programs currently support contact creation: RJNASTCO (Mail/EDI) This report replaces RSNASTO and RSNASTED if you want to create customer contacts.  RJHAU101 (M/AM order)  RJHAU102 (M/AM order with prices)  RJHINV01 (M/AM billing document)  RJHABN02 (M/AM contract confirmation)  RJHABN03 (M/AM contract run time end note)  RJHABN05 (M/AM contract settlement)  RJKCON01 (M/SD: Order confirmation, subscription, header level)  RJKCON02 (M/SD: Order confirmation, retail, header level)  RJKPOS01 (M/SD: Order confirmation, subscription, item level)  RJKREM01 (M/SD: Monitoring for renewal-controlled subscriptions)  RJFINV01 (M/SD: Billing document, subscription)  RJFINV02 (M/SD: Billing document, retail)  RJFWBZ01 (M/SD: Billing document, WBZ)  RJLPRO01 (M/SD: Employee commission settlement)  RJLPRO02 (M/SD: Service company commission settlement)  RJLPRO03 (M/SD: WBZ commission settlement)  RJLZUS01 (M/SD: Employee home delivery settlement)  RJLZUS02 (M/SD: Service company home delivery settlement)  RJNBAR01 (M/SD: Bank returns research)

Editing and Evaluating Customer Contacts Manually Use Customer contacts are not recorded automatically in the system for all business transactions. Where this is the case, you can log customer contacts manually in the system using the transaction Create Contact. You can also display contacts and change them if required. To obtain an overview of the customer contacts in the system, you can create a list of them. Procedure Choose the required transaction in the SAP menu under Customer Service and proceed as follows: Transaction Create Customer Contact

Procedure 15. ... 60. 1. Choose Create Customer Contact. 61. 2. Enter the key of the desired business partner or contact person, make entries in the fields on the Contact attributes tab page and enter a note if you wish. You can enter the business objects linked to the contact on theBusiness objects tab page. You can now access the individual objects by double clicking on them. If the system creates a contact automatically, the business objects are derived from Customizing. You can also use the following additional functions when you enter a contact:  Create master data of a business/contact partner If the business partner/contact partner master data does not exist in your system, you can create it. To do this, choose with the quick infor text Create Contact Person or Create Business Partner beside the Business Partner or Contact Person field. This button accesses the transaction for entering business partner master data. (See Creating Business Partners or Relationship Type "is Contact Partner Of")  Set master data of a business/contact partner for deletion To set a business/contact partner record for deletion, set the indicatorDelete. This releases the data record for deletion for the appropriate programs. 62. 3. Save your entries.

Change Customer Contact

Display Customer Contact

Evaluate Customer Contact

16. 63. 64.

... 1. Choose Change Customer Contact. 2. Enter the key of the contact and choose Continue. 65. 3. Change the required details and then save your entries. 17. ... 66. 1. Choose Display Customer Contact. 67. 2. Enter the key of the contact and choose Continue. The required customer contact is displayed. 18. ... 68. 1. Choose Evaluate Customer Contacts. 69. 2. Enter the parameters according to which you want to select the customer contacts in the system and add further restrictions if required under Time Restrictions. Alternatively, select the customer contacts exclusively by the date and time of creation. 70. 3. Choose with the quick info text Execute in the application toolbar. The program selects the customer contacts, groups them according to your specifications under List Sorted By … and outputs these groups in the form of a list. Double click on a group in the list to obtain further details:  If a group only has one customer contact, the detailed display for this contact appears immediately.  If a group has several customer contacts, the system displays a list with the customer contacts in this group. You can influence the way in which the selected records are displayed by making specifications under Filter. The standard functions for editing lists are available here.

interaction History The interaction history provides a general overview of the correspondence history, customer interactions, and notes from various sources, and can be extended as required.

Prerequisites You made settings for the contact history in Customizing for Contract Accounts Receivable and Payable by choosing Basic Functions Interaction History . Features SAP provides Customizing for displaying information in the interaction history for the following objects:  Outbound correspondence  Customer contact  Notes on enforcement work items  Notes on master data groups The interaction history offers the following functions that you can use to format the information displayed in the list: Function Activity Selection By choosing the Selection pushbutton, you can use various parameters to add more entries to the selection or overwrite existing selections. Find

By choosing the Find pushbutton, you can locate entries in the list. By choosing the Find Next pushbutton, you can locate more entries that meet the same selection criteria.

Filter

By choosing Filter ( ) and the Delete Filter pushbutton, you can switch between different views and, in addition, you can set a filter for the contents of a view.

Printing

By choosing the Print, you can print notes as PDF files.

Sort

By clicking on a column header, you can sort the entries in the column.

Conditional Processing Locks Purpose For certain business transactions, it may be useful to remove objects, such as line items, from further processing until a specific condition occurs.

Features To lock objects, set a conditional processing lock for them. If the condition occurs, the system can remove the lock automatically or change it. Using the transaction Check Conditional Locks (SAP menu: Periodic Processing For Contract Accounts), you must periodically check whether the conditions for the lock still exist. If this is not the case, the program removes or changes the lock automatically. The function module that you have programmed decides whether a lock is removed or changed.

Setting Conditional Locks Prerequisites In Customizing for Contract Accounts Receivable and Payable, under Basic Functions  Dependencies  Maintain Conditional Locks, you have made the following settings: 71. 1. You have entered an activity. 72. 2. You have entered the object for which a specific condition is to be checked (lock category) for the activity. 73. 3. You have written a function module that checks the conditions for the object lock and carries out follow-on activities, such as deleting the lock, and assigned it to the required activity. SAP delivers the sample function module FKK_SAMPLE_CHECK_DOC_PAYED. Procedure 19. ... 74. 1. Create the conditional lock on the required object with the module FKK_S_LOCK_CREATE or FKK_S_LOCK_CREATE_RFC. 75. 2. In the I_LOOBJ1 parameter, transfer the key fields for the object to be locked. Alternatively you can transfer the key fields with parameter I_APPL_WORK_AREA. 76. 3. In parameter I_COND_LOOBJ1, transfer a value that uniquely identifies a data record of the dependent object. 77. 4. In parameter I_ACTKEY, transfer the activity/activities defined in Customizing. 78. 5. In parameter I_PROTECTED, transfer the value C. This ensures that the locks cannot be changed in online processing. You cannot create conditional locks in online processing (for example, contract account). However, you can display conditional locks in all online processing (for example, contract account) and with the module FKK_S_LOCKSET_MAINTAIN. You can only change conditional locks if you have the special authorization for editing locks of the authorization object F_KK_SOND. You can delete conditional

locks with the module FKK_S_LOCK_DELETE. To do this, enter C in the import parameter I_PROTECTED. On the SAP Easy Access screen, choose the transaction Set Processing Locks under Periodic Processing  For Contract Accounts to create processing locks. Based on the selection criteria - business partner, contract account, contract, company code - you can set mass locks for a combination of lock category, process, and lock reason. Locks created in this way contain the data of the creating run in the fields DFKKLOCKS-LAUFI and DFKKLOCKS-LAUFD in table DFKKLOCKS. In event 9570, you have to set the locks for the lock categories for individual industries: Lock Category

Object

21

Insurance contract

22

Partner locks for insurance policy

41

Utility contract

51

Contract object partner account

To delete mass locks, you can use the transaction Delete Mass Locks Set on the SAP Easy Access screen under Periodic Processing  For Contract Accounts. Example The implementation and processing of a conditional lock is described below using an example. An insurance broker is to draw commission for negotiating life insurance. This commission is only to be paid to him once the policyholder has paid the first insurance payment. 20. ... 79. 1. The payment plan interface of the Industry Solution Insurance creates both documents and enters the business transaction number. You can then specify this business transaction number as reference number in the field COND_LOOBJ1. 80. 2. To prevent the payment of the commission to the broker before the first payment is received, create the lock in the corresponding program event when you post the commission document. To do this, use the function module FKK_S_LOCK_CREATE. You can transfer the business transaction number to the parameter I_COND_LOOBJ1. 81. 3. Make the necessary settings in Customizing for Contract Accounts Receivable and Payable (Basic Functions  Dependencies  Maintain Conditional Locks); assign an activity key and choose a lock type and the application area.

82.

4. Program a function module based on module FKK_SAMPLE_CHECK_DOC_PAYED and assign it to the relevant activities. If you choose the line item as the lock type, program a module that checks that clearing status of the initial premium document, for example. If the system determines the clearing status 9 (clearing successful) in the document, delete the lock by integrating the module FKK_S_LOCK_DELETE.

Checking Conditional Locks Use To check whether the condition still applies for the locks, and what consequences this has (for example, deletion of locks), you have to check all conditional locks at periodic intervals. Prerequisites In the Implementation Guide for Contract Accounts Receivable and Payable, under Basic Functions  Dependencies  Maintain Conditional Locks, you have entered a check module for the lock type. Procedure 83. 1. In the SAP menu, choose Periodic Processing  For Contract Accounts  Check Conditional Locks. 84. 2. Assign a date ID and run ID that you can use later to identify the program run. 85. 3. Enter the required selection parameters and schedule the program run. For more information about scheduling program runs, see the section Functions for Scheduling Program Runs. As described in the example in the section Set Conditional Locks, to arrange the payment of commission to the broker once the first premium has been received, run the mass activity Check Conditional Locks. This selects all conditional locks and processes the function module entered in Customizing and programmed in accordance with the sample module FKK_SAMPLE_CHECK_DOC_PAYED.

Locks According to Preselection Use You want to set processing locks based on specific data constellations.

Prerequisites You have defined and generated the required preselections. For information on how to do this, see the sections under Information System  Evaluation of Open Items  Key Date-Based Open Item List (Individual)  Definition of Preselections for Master Data. Features You can use preselections that you have created for business partners and contract accounts with the transaction Define Preselections in the menu under Periodic Processing  Technical Preparations to set and remove processing locks. Activities 21. ... 86. 1. In the SAP menu, choose Periodic Processing  For Contract Accounts  Locks According to Preselections. 87. 2. In the Selection Name field, enter the name of the preselection that you want the program to use to select business partners and contract accounts. By clicking the button Detail next to the input field, you can display preselected data. Specify whether you want to set or remove locks. 88. 3. Define the locks to be set/removed in more detail. Under Lock Category, specify the business object, and under Process, specify the business transaction for which the program is to set/remove locks. Specify a lock reason and the time from which the lock is to be valid or invalid. Via a specification in the field Problem Class, you determine the importance that a message must have to be output in the application log. 89. 4. Run the program. You can set or remove locks synchronously from the transaction or synchronously as a background job that is executed immediately. The result of the processing of the locks is displayed in a log.

Requests The functions described below are not relevant for the following industry components:  Insurance  Telecommunications  Media You can use requests to park and process posting data for incoming and outgoing payments. In contrast to entering a document, where you have to specify the G/L accounts to be posted to, when you enter a request you can use the standard account assignments used in your work area. Integration Contract Accounts Payable and Receivable offers a direct link between requests and earmarked funds documents of Funds Management (PSM-FM). This makes it possible to have a real-time budget check directly when you post requests, before the documents are transferred to Funds Management (PSM-FM). The system generates certain earmarked funds with taxes when a request is posted. These earmarked funds can receive special items for the taxes, if you choose. The earmarked funds items for the taxes receive the same account assignments as the tax items in the FI-CA document that is generated (and the same as in the general ledger). In this context, if you reference already existing earmarked funds in a request, then you have to enter the earmarked funds items for the net amount and the tax amount. Features You post documents with requests in two steps. In the first step, you enter document data without updating transaction figures. In the second step, the system uses the posting data entered in the request to create an accounting document in Contract Accounts Receivable and Payable. There are two different types of request in Contract Accounts Receivable and Payable:



Requests You use requests as input help for posting one-time incoming or outgoing payments. The amount and business partner are known. A request results in an FI-CA document with a specific due date.  Standing Requests You use standing requests to park periodically recurring incoming or outgoing payments. You use standing requests if a business partner is to pay or receive an amount at periodic intervals. The system creates multiple FI-CA documents with different due dates for a standing request. Before you convert (standing) requests to FI-CA documents, you can subject them to a check and approval process by one or more users within a workflow. You can post the FI-CA documents to be posted for a request either when you save the request or you can post them separately later using an appropriate mass run. You make this specification in Customizing. FI-CA documents for standing requests are always posted separately by a mass run. The system derives the accounting information required to post the documents, such as G/L account or posting key, from the contract account posted to or the main and subtransaction. By entering appropriate function modules for the events 1203, 1209 and 1211, you can display the requests and standing requests in the account balance. SAP provides the function modules FKK_EVENT_1203_REQUEST, FKK_EVENT_1209_REQUEST, and FKK_EVENT_12011_REQUEST that you can enter for these events or use as templates for your own function modules. Authorization checks can be made dependent on the company code, the request class, and the request type. You can use the authorization objects F_KK_ODBUK, F_KK_ODCLS, and F_KKODTYP for this. In the industry component Public Sector Contract Accounts Receivable and Payable, two additional functions are available: general requests and short-term waivers/remissions. Processing Requests With a request you can park the posting data for an individual document. Prerequisites You made system settings in Customizing for Contract Accounts Receivable and Payable under Basic Functions Requests . You can specify:  Whether the system creates an FI-CA document from the data entered in a request when you save  Whether you want to post the document later in the transaction Create Documents from Requests (SAP Easy Access screen: Request). If you want to create the documents later in a mass run, you have to set the indicator Generate Documents from Requests in Mass Run in Customizing for Contract Accounts Receivable and Payable under Basic Functions Requests Define Basic Settings for Document Creation .

If you create earmarked funds for each request item, or you want to reference earmarked funds that contain a special item for tax, then set the indicatorEarmarked Funds with Tax in Customizing for Contract Accounts Receivable and Payable under Basic Functions Requests Define Request Categories Features Creating, Changing, Displaying Requests You create requests using the transaction Edit Request on the SAP Easy Access screen under Request. On the upper part of the screen you enter the header data, on the lower part the items of the request. When you save a request, the system automatically checks the data for consistency. If you choose Request Save without Checking in the menu, you can circumvent these checks and enter incomplete requests in the system if you want to change and complete them later. Requests that are saved but not checked have the status “Saved incomplete” and cannot be converted into FI-CA documents. In the transaction Edit Requests, you can also display, change, and reverse requests as well as display the documents created from a request. To do this enter the request number and choose one of the following pushbuttons: Pushbutton

Function

(Create)

Create request

(Create with Template)

Create request using template

(Display)

Display request

(Change)

Change request

(Delete)

Delete request

In the menu under Extras Documents Created , you can display the FI-CA documents created from a request. For each change the system writes a change document. You can only change a request provided it has not been converted into an FI-CA document. Each time you confirm an entry and each time you save a request, event 6500 is processed. In this event, you can add to or overwrite the data for request items. To do so, define an installation-specific function module for event 6500 in Customizing for Contract Accounts Receivable and Payable under Program Enhancements Define Customer-Specific Function Modules . See also the documentation for module FKK_SAMPLE_6500. If you choose Save without Checking, the system does not process event 6500. You can enter requests with a tax code that contains several tax rates. The tax amount calculated and displayed in the request item is the total of the amounts for the individual tax rates. You can enter notes for requests.

You can set payment, dunning, interest, and clearing locks for request items. However, for each request item and lock, you can only set one lock reason and one validity period. Displaying Requests You can display requests using the transaction Display Document Created from Requests in the menu under Request Evaluations . The document created is also displayed for each request. You can select by request number, document date, and posting date. You can restrict the selection further if you only want to display requests with a specific request status. You can also display requests that have already been archived. The system displays this information in the ABAP List Viewer. There you can use the standard functions for processing lists. Creating Documents from Requests In the transaction Create Documents from Requests (in the menu under Request Create Documents From Request ), you can convert the existing requests in the system to FI-CA documents (see Creating Documents from Requests). If you create documents from the requests, the notes are transferred to the notes for the documents. Locks are also transferred to the documents when these are created. Printing Requests You can print requests using the function Print under Request in the menu. When you print a request, all header data and all request items are available with additional information about the business partners and contract accounts. Creation and printing takes place in events 0766 (Print Request) and 0767 (Create Request Printout). Creating and Processing Standing Requests Use You can use a standing request to enter incoming and outgoing payments for which several documents are to be posted with regularly recurring due dates in Contract Accounts Receivable and Payable. Prerequisites You have made the settings in Customizing for Contract Accounts Receivable and Payable under Basic Functions  Requests. Features Creating, Changing, and Deleting Standing Requests In the transaction Edit Standing Request, in the menu under Request, you can create a standing request with execution dates. 22. ... 90. 1. Enter the header data in the upper part of the screen.

91.

2. Enter the run dates. The run period defines the due dates with which the individual FI-CA documents are generated. You can: ○

Define several run periods for the due dates You define several run periods if request items, such as the amount or the business partner, change in a standing request in the usage period.

○

Add special dates

○

Remove special dates

If more than one run period exists for a standing request, these periods are displayed in a dropdown box. There you can navigate between the various run periods. 92. 3. Enter the items in the lower part of the screen. You can set payment, dunning, interest, and clearing locks that are then transferred to the documents when these are created. However, for each request item and lock you can only set one lock reason and one validity period. You can enter standing requests with a tax code that contains several tax rates. The tax amount calculated and displayed in the item results from the total of the amounts for the individual tax rates. 93. 4. Save your entries. The system saves each standing request under a request number. When you save a standing request, the system does not generate a document, meaning that no transaction figures are updated. You post the FI-CA documents separately in the transaction Create Documents from Standing Requests in the menu underRequest  Create Documents. The system checks whether the run periods overlap. When you save the standing request, the system automatically checks the data for consistency. However, if you choose the option Save without Checking in the menu under Standing Request, the system does not make any consistency checks. This means that you also have the option of changing and completing standing requests at a later date. If you enter notes for a standing request, these are included in the notes for the documents when you create the documents. Additionally, the transaction Edit Standing Request enables you to: ●

Display standing requests

●

Change standing requests

●

Reverse standing requests

●

Create standing requests with template

Enter the standing request number and choose the relevant pushbutton. For each change the system writes a change document. However, you can only change a standing request provided that no document has yet been created from

it or provided that the change does not affect any documents that have already been posted. If you have standing requests checked as part of an approval workflow, you can still change and delete these requests if the standing requests have already been released. Each time you confirm an entry and save a standing request, event 6500 is processed. In this event, you can add to or overwrite the data for standing request items. To do so, define an installation-specific function module in Customizing for Contract Accounts Receivable and Payable under Program Enhancements Define Customer-Specific Function Modules for event 6500. See also the documentation for module FKK_SAMPLE_6500. If you choose Save without Checks, the system does not process event 6500. In addition to the functions specified above, you can also print a standing request in the transaction Edit Standing Request. From the menu, choose Standing Request  Print. The standing request is printed using correspondence type 0039. All execution dates and special dates are available for the printout. Displaying Standing Requests You can also display standing requests in the transaction Display Documents Created from Standing Requests by choosing Request  Display Evaluations. The system also displays the documents created for each standing request. You can select the standing requests by request number, document date, and posting date. You can restrict the selection further if you only want to display standing requests for reversed documents or with a specific request status. You can also display standing requests that have already been archived. The system displays this information in the ABAP List Viewer. There you can use the standard functions for processing lists. History Comparison You can use the compare function to ensure that reversed FI-CA documents are no longer considered for standing requests. You can compare the history for standing requests in the transaction Compare Documents Created from Standing Requests, under Request  Evaluations. You should run this comparison on a regular basis. For more information, see the program documentation.

General Request Use You use this process if you expect the same type of incoming or outgoing payments, but their amounts are not yet fixed. The general request simplifies the administration run because a payment can be made without a concrete payment request in a particular case. Administration and usage charges are an example of revenues which are arranged by general acceptance requests. For example, payment requests can be used for telephone charges or for minimal expenditures for which immediate cash payment is normal. A request for

the payment within debit memos transactions is a special case in general payment requests. This can be used to represent standing requests and the participation in debit memo collection procedure (for example vendor debit memos for insurance amounts). General requests can also be used in connection with the cash desk or cash journal. This payment request process corresponds to the process described underAssignment of Incoming Payments of General Requests. Prerequisites The following IMG activities must be carried out in Customizing of Contract Accounting:  Define Number Ranges  Assign Number Ranges to Request Categories  Define basic settings for general requests.  Define Specifications for Clearing Documents for General Requests  Define settings for approving requests.  Define Specifications for Document Creation  Define Accounts for Receivables/Payables  Define Accounts for Revenue/Expenses  Define Funds Management (FM) Account Assignment Derivation  Assign External Transactions (for Public Sector Contract Accounting)  Define Interpretation Rules for Note to Payee  Process Selection Values from Note to Payee Process Flow 1. You enter a general request with the request category acceptance request or payment request. For a successful automatic payment assignment, it is essential that you enter a unique contract object (referred to as contract in the following description) with which the system can create a link to the payment. Unique means that this contract is exclusively used in a general request and only in one line. As of release 4.72, you can define whether the assignment of payment to request should take place via the contract or via the classification key in the Customizing of Contract Accounting.. For assignment using the classification key, you must define function moduleFMCA_EVENT_TFK113E_03OPORD as the program enhancement for all used clearing types in the Customizing of Contract Accounting. When the general request is saved, the system derives the G/L accounts and the Funds Management account assignments automatically according to the Customizing settings of Contract Accounting and saves the document in the

database with its own request number. You can find more information underProcess General Requests. 2. If an approval workflow is set up in Customizing of Contract Accounting, the request is automatically forwarded to the person responsible, who approves it. The approved request can be changed, but must go through the approval workflow again. 3. If an incoming or outgoing payment enters the system by electronic bank statement, the system recognizes that a payment was made due to a general request from the contract (or the classification key). The payment is posted like a payment on account as a payment without debits because usually no acceptance or payment request exists for it yet. The business partner account assignments (business partner, contract account, contract object) and G/L account assignments (revenues/expenses, CO account assignments and FM account assignments) are transferred from the corresponding line of the general request. You can find detailed information on this under Assignment of Incoming Payments to General Requests. 4. You generate debit entries for the payments entered for general requests at regular intervals. You select general requests using the function Generate Documents for General Requests. The system checks whether there is a payment for this general request. If there is a payment, the system generates a FI-CA document for it, which can be automatically cleared with the payment, according to the Customizing setting. You can find more information under Generate Documents for General Requests. 23. ... 5. You can check the consumption of funds on the general request by carrying out an evaluation for the general request. Call up the evaluation Display Documents Generated from General Requests for this in the Contract Accounting menu. In this evaluation, you can have subtotals calculated for each request number, which enables you to see the totals of the payments, which refer to a general request at a glance.

Short-Term Waiver/Remission Use The short-term waiver of an open receivable means that the entitlement due is not pursued immediately. The difference between a short-term waiver and a remission is the following: with a short-term waiver, the entitlement itself is not waived, whereas this is the case with a remission. The prerequisites for using short-term waivers and remissions are defined by law. Integration The open receivable must be saved as an open Contract FI-CA document in the system.

Prerequisites The prerequisites that you require for the function Writing Off Items also apply here. SAP recommends that you define a separate write-off reason in the Customizing of Contract Accounts Receivable and Payable for both short-term waivers and remissions. You can then define additional specifications such as the document type or type of account determination in IMG activity Define Additional Specifications for WriteOffs in the Public Sector. You can only evaluate short-term waivers and remissions separately. Features You enter short-term waivers and remissions using the function

Writing Off Items.

As the entitlement itself is not waived for a short-term waiver, a check must sometimes be carried out. You can enter a resubmission date when writing off an item. The program Resubmission Write-Off evaluates this date. When the write-off document is submitted again, you can clarify the short-term waiver or set a new resubmission date. For more information on this, refer to Resubmission Write-Off. If you have defined a separate write-off reason for short-term waivers in the Customizing of Contract Accounts Receivable and Payable, you can use the Public Sector WriteOff History, in order to generate a directory for short-term waivers.

Request Templates Use You want to use the same data in several requests or standing requests. Features You can use a template to create requests or standing requests. Activities 24. ... 94. 1. To create a template, in the menu choose Request  Edit Request Templates. Enter a request number and the required header and item data and save your entries. 95. 2. To use a template, when you create a (standing) request, choose the pushbutton with the quick info text Create with Template and in the dialog box that appears, enter the number of the required request template.

Workflow for Checking and Approving Requests Use You can hold requests and standing requests in a status that has to be confirmed. A workflow is triggered for the confirmation, the last step in the workflow being either approval or rejection. Alternatively, you can approve requests via a worklist. Prerequisites You define which requests are to be approved via a worklist for each request class, request category, or document type in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions  Requests  Settings for Approving Requests. If, instead, you want to approve requests in a workflow, or make the approval via a worklist dependent on other criteria, you have to register an installation-specific function module for event 5510 in the Implementation Guide for Contract Accounts Receivable and Payable under Program Enhancements  Define Customer-Specific Function Modules. Every time a request is saved, the function modules defined for event 5510 are processed. All data from the request or standing request is passed on to these function modules. There you can also suppress the entry of an approval reason when a workflow is started. Features You can always trigger a workflow if approval is required for creating, changing or deleting a request or standing request. If approval is necessary for creating, changing of deleting, the function module processed for call-up point 5510 provides the number of checks required in field E_C4LEV. This helps to decide whether, for example, dual control (one check required), triple control (two checks required) or more involved controls still are required. The maximum permitted value for E_C4LEV is 9. You can make the number of approval steps required is dependent on a freely definable range of criteria. For example, you could prescribe triple control for all requests that exceed a given amount. In addition to the number of approval steps required, three more freely-definable parameters can be set that are then available for role resolution in the workflow. This allows you, for example, to define which person is authorized to approve a request that exceeds a given amount. If a value between 1 and 9 is given for the number of checks required, the system triggers event APPROVALREQUIRED of object type CA_REQUEST when requests are created, changed or deleted. A workflow can be registered for this event, which sets off the approval procedure. For this purpose, SAP provides sample workflow WS21000098. Role 21000065 is available for role resolution. When a request or standing request is created, changed, or deleted, the processor is required to enter a reason. The recipient of the workflow can call up the (standard) requests in his/her inbox and either approve or reject them. Provided that a request or standard request is still in the workflow and has not

yet been finally approved or rejected, it has the status To Be Approved. No documents can be generated from a request or standing request that still has this status. If the request or standing request is approved, the status changes toApproved. When a request is approved, depending on the settings in Customizing, a document is either created immediately or you can post the document using the transactions Create Documents from Requests/Create Documents from Standing Requests. If deletion is approved, the status is set to Deleted. If the request or standing request is not approved, the status is changed from To Be Approved to Saved. You cannot create documents from a request or standing request with this status. However, the request or standing request is not deleted, and the changes remain in effect. Activities To approve requests via worklist: 25. ... 96. 1. From the SAP menu, choose Request  Approve Request. The approval takes place using the clarification processing of Contract Accounts Receivable and Payable. 97. 2. Enter the parameters required for selecting the requests and run the program. In administrator mode, all requests to be approved are displayed. If you select the function Resubmission Cases, only those requests marked for resubmission are displayed. 98. 3. Select the required entry and choose the button Clarify. In the list you can use all the functions of the ALV Grid Control. 99. 4. On the detail screen, you can set the status required using the buttons Approve and Reject in the application toolbar.

Creating Documents from Requests Use Using the transactions Create Documents from Requests and Create Documents from Standing Requests, you can transfer the data in the requests to FI-CA documents. Prerequisites If you have requests or standing requests checked and approved, the requests in question must have the status Approved. To ensure that documents are generated from requests, you must have called up the Implementation Guide for Contract Accounts Payable and Receivable, chosen Basic functions  Requests  Document creation  Make basic settings for document generation and set the Generate documents in from requests in mass run flag.

Features The programs select all requests or standing requests that correspond to the selection criteria. The program creates one FI-CA document per request. The program creates several FI-CA documents per standing request. The system also checks whether an FI-CA document already exists for each due date – that is, for all dates from the first due date in the standing request to the date that you have entered under Take account of due dates to in the Date and SR numbers tab page. If this is not the case, the program creates an FI-CA document for the due date(s) in question. If a document exists already, the system does not create any further ones. If an FI-CA document already exists, but has been deleted, a new FI-CA document is only generated if the history match has already been carried out. If the comparison has not been carried out, the program does not create an FI-CA document. If you create requests with lots of lines, and, under certain circumstances, also several business partners and contract account, this can lead to an extensive number of documents that can no longer be displayed in an overview. Therefore, you can also create documents requests and standing requests per request item. In the Implementation Guide for Contract Accounts Receivable and Payable, choose Basic Functions  Requests and set the Document indicator in the activity Define Request Categories. Activities 26. ... 100. 1. In the menu, choose Request  Create Documents  From Requests/Standing Requests. 101. 2. Enter a date and an ID that you can use to identify the run later. 102. 3. Restrict the selection of (standing) requests to be processed on the tab page General Selections by business partner, contract account, or contract. If you are working with standing requests, you must also call up the Date and SR Numbers tab page and specify the due date to be selected to. Entering request numbers for selection is optional here. If you are working with requests, you can also call up the Request Selection tab page and select given request intervals for processing. 103. 4. Schedule the program run. You can also carry out a simulation run. See also Functions for Scheduling Program Runs.

Transferring Open Items and Requests

Using this program, you can transfer open business partner items and requests at the same time. Features If you transfer only open business partner items, this program offers the same functions as the already existing program for transferring open items. Both programs evaluate the same Customizing settings, and the same restrictions apply. For more information, see Transferring Open Business Partner Items. When you transfer requests that are not yet closed, the program sets the status Transferred and Deleted for all selected requests, standing requests, general requests, and request templates, and generates a new request of the same type. The program replaces the source master data (business partner, contract account, and contract) with the target master data. The program copies all other posting information from the source request. The execution data of the new standing requests are adjusted so that only those due dates are taken into account for which no documents were generated yet. If you have transferred requests, the programs for processing requests also display the number of the transfer request or the number of the transferred request. To document the reasons for the transfer, you can enter transfer reasons in Customizing for Contract Accounts Receivable and Payable. There you can also define default values to automate the entry of the transfer document. You make these settings in Customizing for Contract Accounts Receivable and Payableunder Business Transactions Transfers . The following can be transferred:  Individual items - receivables and credits (for more information, see Clarifying Credits in the explanation for transfers)  All items of a business partner  All items of a contract account  All items of a contract  Items in an installment plan; The existing installment plan is automatically deactivated and a new installment plan is created in the amount of the still open original receivable.  Items belonging to a collective bill; The collective bill is updated automatically. You can reverse the transfer document. Constraints You can only transfer open receivables or credits. When you transfer, the system does not determine any new G/L accounts for the posting. That means that there are no new postings to receivables and revenue accounts. If the original contract account also contains items with account assignment to a contract, you have to enter a target contract for each contract determined by the transaction. You can only carry out the transfer without specifying a target contract if the target contract account does not have any underlying contracts. If the original contract account has postings that are only assigned to contract accounts, then the

system also posts them in this way in the transfer document. In this case, specifying a target contract is irrelevant. Activities To execute the program, on the SAP Easy Access screen, choose SAP menu Accounting Financial Accounting Contract Accounts Receivable and Payable Account Transfer Items and Requests .

Business Transactions You use this component to post and process your business transactions. Within Contract Accounts Receivable and Payable, these processes are largely automatic. They are controlled by the settings you make in Customizing, which you assign at business partner/contract account level. However, you can also enter them in the line item if this particular line item is to be processed separately. Features This component consists of the following detailed components: ●

Debit Entries and Credit Memos

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Security Deposits

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Payments

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Interest Calculation

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Dunning

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Collections Management

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Disconnection/Reconnection of a Utility Installation

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Returns

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Deferrals and Installment Plans

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Promises to Pay

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Write-Offs

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Submission of Receivables to External Collection Agencies

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Transfer of Open Business Partner Items

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Deferred Revenue Postings

Debit Entries and Credit Memos Purpose This component enables you to transfer receivables and payables from an operational system and to post them in Contract Accounts Receivable and Payable. Industry Component Utilities (IS-U)

Data is transferred using the Invoicing component of the industry component Utilities. Industry Component Telecommunications (IS-T) You can transfer posting data from the operational system (billing system) to Contract Accounts Receivable and Payable using a transfer report (SAP Easy Access: Transfer Posting Data  Execute Document Transfer). Industry Component Public Sector Contract Accounts Receivable and Payable (PSCD) You can use the document transfer program to transfer posting data from operational systems. (See SAP menu: Periodic Processing  Transfer Data Documents  Transfer)

Collective Bills Purpose A collective bill groups documents from different contract accounts in a collective bill document in order to process them together. Features You can manage and process all of the individual documents in a collective bill document together via a third account – the collective bill account. You can create a joint invoice and make the payment or in the case of payment arrears, dun all of the items in the collective bill together. Example Collective bills are particularly useful for billing property management, residential construction companies, and companies with branch-head office relationships. A residential construction company handles the payment transactions with the relevant utilities companies for its tenants (payments, dunning notices, returns, correspondence). The utility companies manage each tenant of the residential construction company and the related receivables in its SAP System but summarize these receivables in a collective bill and process the collective bill via the residential construction company. The residential construction company pays the receivables that arise with the utility company for its tenants and then bills these to the tenants. Relationship of the collective bill account to the individual accounts

posting Collective Bills Purpose Joint processing and management of items for individual contract accounts in one collective bill account. Prerequisites To use the functions described below, in the Implementation Guide for Contract Accounts Receivable and Payable, under Program Enhancements  Define Customer-Specific Function Modules, enter FKK_COLL_BILL_CREATE_0063 for event 0063, provided this module is not already integrated in the industryspecific module for event 0063. In the industry components Utilities and Telecommunications, this module is already integrated in the industry-specific module for event 0063. Make the following entries in the Implementation Guide for Contract Accounts Receivable and Payable:  Basic Functions  Contract Accounts  Number Ranges and Contract Account Categories  Configure Contract Account Categories and Assign Number Ranges Create a contract account category for collective bill accounts. Set the indicator in the column CB (Contract Account Is Collective Bill Account) and assign a number range to the contract account category.

Basic Functions  Postings and Documents  Document  Maintain Document Account Assignments  Document Types  Maintain Document Types and Assign Number Ranges Create a document type for collective bill documents and assign a number range to this document type.  Basic Functions  Postings and Documents  Document  Maintain Document Account Assignments  Maintain Defaults for Document Type for Collective Bills Define the document type that you defined in the previous step as the default for creating collective bill documents. The main and subtransaction for the collective bill item are determined in event 2222. You can overwrite industry definitions implemented for this event. This event has already been defined for the industry component Utilities. 

Procedure At master data level, you have to assign the individual contract accounts to a collective bill account. A collective bill account is a contract account of the contract account category collective bill account. You have to define this account in the master record of every contract account whose postings you want to group in a collective bill. There is no change to the assignment of contract accounts – that you link via the collective bill account – to your business partners. To link an account with the collective bill account: 27. ... 104. 1. In the SAP menu, choose Contract Account  Create or Change. 105. 2. In the field Collective Bill Account in the area Invoice Creation on the tab page General Data, enter the required collective bill account. Once you have assigned the account to a collective bill account, when you enter posting documents in this account, each business partner item is automatically linked to a statistical posting document (collective bill document) in the collective bill account. The posting item for the collective bill document has the statistical key S (collective bill item). In the items of the individual documents, the field Number of Representative Document of Contract Accounts Receivable and Payable(DFKKOP-ABWBL) is filled with the document number of the collective bill document and the field Category of the Representative Document of Contract Accounts Receivable and Payable (DFKKOP-ABWTP) is filled with the value S. You can summarize several posting items for one or more individual accounts of a collective bill account in one collective bill. The individual posting items are summarized in one collective bill according to the following criteria as standard:  Origin  Posting date  Due Date  Due date for cash discount  Cash discount percentage rate

 Currency  +/- sign of amount (credit/receivable) In event 2225, you receive a selection of the collective bill documents that qualify for the inclusion of the individual document according to the criteria described. Here you can decide on a specific collective bill document or trigger the creation of a new collective bill document. In event 2220, you can also group the line items according to additional criteria, such as company code and transaction, or prevent the creation of a collective bill for specific items. The collective bill reference is created automatically in event 0063. When there is a posting to an individual account, for each new business partner item entered, the system automatically creates a statistical posting document (collective bill document) in the collective bill account assigned or links the document with an existing collective bill document. This means that several individual documents link to one collective bill document. However, further individual documents are only included in an existing collective bill document if the collective bill document has not been (partially) cleared or reversed. The amount of the collective bill document is the total of the amounts of the individual documents that belong to it. The general ledger-relevant posting, if required, always takes place at individual account level. In some special cases, no collective bill document is created when you enter individual documents. For example, document line items with a clearing restriction or documents explicitly excluded from the collective bill in event 2220. When you post line items that do not link directly to a collective bill document number whose contract account is however linked to a collective bill account, the system fills the field Alternative Contract Account for Collective Bills (DFKKOPABWKT) automatically.

Clearing Collective Bills Use Clearing collective bill items Features You can initiate clearing at individual document level and collective bill document level. When you post the clearing, clearing at one level (individual document or collective bill item) is automatically updated in the other level in the same clearing document. When you clear a collective bill document, the system clears the related individual documents as follows:  If you completely clear a collective bill document, the system clears the related individual line items completely.

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If you partially clear a collective bill document, the system splits the clearing amount over the related document line items in accordance with the specifications in clearing control. The clearing involves two steps: 28. ... 106. 1. Assignment of the clearing amount to the statistical collective bill item The assignment can take place, for example, manually or automatically in accordance with the rules defined for the respective clearing process (for example, for payment lots, cash desk, automatic account maintenance) in clearing control. A separate clearing type is reserved for each process in clearing control. 107. 2. Split of the clearing amount of the statistical collective bill item determined in the first step over the related individual documents The automatic split takes place independently of the underlying clearing process based on the clearing control rules defined for clearing type 20s. The clearing type 20s by SAP as standard. A clearing variant defined for clearing type 20s must ensure that the clearing amount due for the collective bill is distributed completely to the related document line items. The clearing variant must not use rules for automatic writeoff of tolerance variances. If the individual documents cannot be split, the clearing process issues an error message. In this case, check the Customizing for the clearing variant concerned. In the individual business processes, clearing takes place as follows: Business Process

Posting of Clearing for a Collective Bill

Automatic clearing Account maintenance

In automatic clearing (SAP menu: Periodic Processing  For Contract Accounts  Automatic Clearing), you access clearing processing at the level of the statistical collective bill documents. Therefore, do not enter individual accounts as selection criteria unless you only want to clear items that are not assigned to a collective bill within an individual account. The automatic clearing proposal for the collective bill is made using the clearing control for clearing type 04. Clearing locks or deferrals are only considered if they are set in the collective bill items; clearing locks or deferrals in an individual document of a collective bill are not considered. In manual account maintenance (SAP menu: Account  Maintenance), you can initiate clearing at the level of an individual account or a collective bill account.

Payment Run

In the payment run, you access payment at the level of the collective bill documents. The payment run uses payment information, such as the payment key and bank details from the collective bill account and the business partner data assigned to this account. If you enter individual accounts as selection criteria, the payment run does not select any items and there is no processing unless an individual account contains payable items that are not assigned to a collective bill. The payment run only considers payment locks or deferrals at the level of the collective bill document. Payment locks or deferrals in individual documents of a collective bill are not considered by the payment run.

Payment Lot Cash Desk

The payment assignment at individual document level is an exception, since the collective contract partner is responsible for payment, and not the individual contract partners. However, in the payment lot and the cash desk, you can assign payments at the collective bill document level and the individual document level. When you post the payment document, the clearing is automatically forwarded to the other level.

Example For the collective bill document 8711 in the amount of 398, consisting of individual documents 4712 in the amount of 116, and 4713 in the amount of 232, there is a payment for 150. Using the clearing control, the system determines that the clearing amount leads to complete clearing for document 4712 and partial clearing of document 4713. Once you have posted the payment document 0815, the following items arise for the documents specified: Document 8711 Item 1, subitem 0: Amount of 198 still open Item 1, subitem 1: Cleared with payment document 0815 Document 4712 Item 1, subitem 0: Completely cleared with payment document 0815 Document 4713 Item 1, subitem 0: Amount of 198 still open Item 1, subitem 1: Cleared with payment document 0815

Processing Collective Bills Use In the SAP menu, under Account  Process Collective Bill:

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Include open items for a contract account that belongs to a collective bill in an existing collective bill or create a new collective bill for these items  Remove open items from an existing collective bill and create a new collective bill for them  Remove open items from a collective bill and leave them in the respective contract accounts Removing open items from collective bills makes sense particularly if a customer has complained about a collective bill item. By removing the item concerned, you can check the content without delaying the processing of the remaining collective bill items. You can therefore, for example, set locks for the removed items and change the deferral date. This means that you can control processing in the subsequent processes independently of the collective bill. SAP recommends adding items if a contract account is integrated in a collective bill account and you want to integrate the open items in this contract account into the processing steps for the collective bill. Activities In the area Collective Bill Account on the initial screen, enter a collective bill or a collective bill account, or, in the area Contract Account Level, enter a business partner and/or a contract account. You can then use the following functions: Include Items 29. ... 108. 1. If you select this function, all open items of the business partner/contract account are displayed on the subsequent screen. If you have set the indicatorNew Collective Bill on the initial screen, the system creates a new collective bill when you enter an item. Otherwise, the system includes the selected item in an existing collective bill. 109. 2. Select the required items and save your entries. If a new collective bill is created, the system adds the collective bill number to the document. If the item is included in an existing collective bill, the amount of the item is added to the total amount of the collective bill. Remove Items/ Split Items 30. ... 110. 1. If you select this function, the collective bills for the business partner/contract account are displayed in the tree structure on the left side of the following screen. If you have specified the collective bill account as selection criterion, all of the contract accounts belonging to this account, and, in turn, all the open items belong to these contract accounts are displayed in the tree structure. The open items of the collective bill account selected are displayed in the upper right area of the screen. The lower part of the screen contains the list of the items to be processed. If you select a collective bill in the tree structure (double-click), the items belonging to this collective bill are displayed on the top half of the screen.

111.

2. To remove items from the collective bill, select them and choose . You can remove any number of items from the collective bill in this way. 112. 3. Select the items removed and save your entries. 113. 4. If you split a collective bill, the system updates the total amount of the existing collective bill and subtracts the amount of the items removed. The number of the existing collective bill is replaced by the number of the new collective bill in the document removed. When you remove one or more items from a collective bill, the number of the collective bill is removed from the document and the total amount of the collective bill is reduced accordingly. When you delete a collective bill account in the master data of the contract account, you can remove the open items from the collective bill. These items are then only assigned to the individual contract account. If you want to lock individual items of a collective bill, you can include these items in a new, separate collective bill and lock this bill. For installations where collective bills are not used, you can deactivate the functions of the transaction Process Collective Bill. To do this, in Customizing for event 6100, define a corresponding installation-specific function module (see Program Enhancements  Define Customer-Specific Function Modules). When you change a collective bill, you cannot change the master data, such as the collective bill account, simultaneously. Locks are not inherited when you remove or include open items.

Business Transactions for Collective Bills Use Processing collective bills for: ●

(Partial) reset of a clearing

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Dunning overdue receivables

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Posting security deposits

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Posting interest arrears

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Writing off receivables

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Adjusting receivables

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Granting installment plans

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Writing off collective bills

Features Processing collective bills in the business transactions specified below: Business Transaction

Procedure

Resetting clearing

With the transaction Reset Clearing in the SAP menu underDocument, you can reset clearing at the collective bill document level as well as at individual document level. The system automatically updates the clearing reset at the other level. If you partially reset clearing, the system offers the items of the individual accounts for selection in the clearing document. If you select the option Retain Distribution to Accounts on the initial screen in the area Setting for Posting Clearing Amount, you can define whether the posting on account is posted to the individual account or to the collective bill account. Partially resetting clearing is particularly useful if you discover an error in an individual invoice after the payment of a collective bill. In order not to have to reverse the complete payment and assign it again, you can, for example, carry out a partial reset of clearing only for the individual account concerned, and post a payment on account to this individual account. You can then take this into account when you clear the corrected individual invoice.

Dunning

Dunning notices are created at the level of the collective bill documents (see SAP menu: Periodic Processing  For Contract Accounts  Dunning  Dunning Proposal Run). If you enter individual accounts as selection criteria in a dunning run, the dunning run does not select items and therefore does not create any dunning notices. The system posts dunning charges to the collective bill account – not to the individual accounts. The system also only updates the dunning history for the collective bill account. In dunning printing, a breakdown of the collective bill document into the individual documents is not supported as standard. If you require this information, you have to provide this in the dunning form itself. The following restrictions also apply to dunning collective bills: ●

The dunning run only uses information from the collective bill account.

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A dunning lock or deferral is only considered if it is in the collective bill document. Deferrals or dunning locks in line items in a collective bill are not considered.

Security Deposits

You have to create security deposits and down payment requests at individual account level. The system also posts a statistical collective bill document for the collective bill account.

Interest Calculation

In the item interest calculation, you can only select individual documents. This applies for automatic interest calculation (transaction FPINTM1) and manual interest postings (FPI1). In the interest calculation, the system also posts a statistical collective bill document to the collective bill account.

Write-Off

The automatic write-off (transaction FP04M) takes place at individual account level. When you enter collective bill documents as selection criteria for a write-off, the system does not select any items and there is no write-off. For manual write-offs (transaction FP04) you can select collective bill documents and individual documents. However, the system displays the collective bill documents for information purposes only. They cannot be modified/written off. You have to write off the collective bill documents using the relevant individual accounts as selection criterion.

Adjustment of receivables

In the transaction for adjusting receivables (FPZW), you can enter both individual accounts and collective bill accounts. The posting is always for the individual documents. The adjustment of receivables by age (transaction FPRW) takes place at the individual account level.

Installment Plan

You can only create installment plans at the collective bill account level.

Changes to master data

To cancel the assignment of a contract account to a collective bill account, in the field Collective Bill Account in the contract account, remove the collective bill account. This means that all future postings documents for the contract account are no longer assigned to the collective bill account. You can cancel the assignment to a collective bill account for documents that have already been posted using the transaction Process Collective Bills (FPCB). Alternatively, you can proceed as follows: 31. ... 114. 1. Reverse the documents. 115. 2. In the master data, change the assignment to the collective bill account. 116. 3. Post the documents again.

Displaying Collective Bill Items Use Displaying line items for a collective bill Features Line items of an individual account that are integrated in a collective bill are represented in the account balance display of the collective bill account by the related statistical collective bill item. Activities Line items of an individual account that are not entered in a collective bill, that have no direct link to a collective bill document number, and whose contract account refers to a collective bill account, are, as standard, not displayed in the account balance of the related collective bill account. However, you can select these line items for the display in event 1211. To do this, in the Implementation Guide for Contract Accounts Receivable and Payableunder Program Enhancements  Define Customer-Specific Function Modules, define a corresponding installation-specific or industry-specific function module for event 1211. The selection can reference corresponding documents to the collective bill account via the field DFKKOP-ABWKT. This solution has already been realized for the industry components Telecommunications and Utilities.To display the line items for a collective bill document, proceed as follows: 32. ... 117. 1. From the SAP menu, choose Account Account Balance. 118. 2. As selection criterion, enter the required collective bill account and choose Continue. 119. 3. In the display, place the cursor on the line item required and, in the menu, choose Environment  Document  Line Items for Collective Bill. 120. 4. In the menu in the document display of the collective bill document, choose Environment  Original Item  To Collective Bill.

Security Deposits Purpose You use this component to manage cash and non-cash security deposits, such as savings accounts and payment guarantees, in your system. Notes on Implementation This component is optional. You need to implement it if you require your business partners to make security deposits.

Integration If you are using the Item Interest Calculation component, you can calculate interest on cash security deposits. Features You can assign security deposits to contract accounts or to contracts. Once the “Valid for” date defined in Customizing has been reached, you can then repay or clear cash security deposits. You can return or cash in non-cash security deposits. Once the “Valid for” date has elapsed, they are automatically returned by a workflow. Industry Component Utilities (IS-U) You can create security deposits when you process a business partner move-in. Cash security deposits are offset against receivables at the time of final settlement when a business partner move-out is processed. For more information, see the Move-In/Out component of the Utilities Industry component. For IS-U, information on security deposits is provided in the front office. Industry Component Telecommunications (IS-T) With this component, you can only assign security deposits at contract account level. For each security deposit, you can specify the type of service, the reference object ID, and an additional reference object. These fields are optional and you can use them for cash and non-cash security deposits. If you want to make the specification of this data obligatory, you can request the content of these fields in event 0820. You can change or delete the content of the fields later. For cash security deposits, these details are saved in the relevant request document. Industry Component Insurance (FS-CD) The system does not support the Security Deposits component.

Security Deposit Status Definition Specifies the current status of a security deposit. Use 

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Cash security deposits The status is derived from the history of the request document and is displayed but not saved when you maintain the security deposit.

Non-cash security deposits The security deposit category is stored in the security deposit for your information. In addition to the existing statuses Created or Reversed, you can also define further

statuses (see the Implementation Guide for Contract Accounts Receivable and Payable Business Transactions Securities). Integration If the status of a non-cash security deposit is changed, a BOR event is initiated which can trigger a workflow.

Reasons for Request Definition Explains why a security deposit is required. Use Tthe reason for request is saved in the security deposit for information purposes, and, where cash security deposits are concerned, also in the request document. Structure Define the request reasons in Customizing (see Implementation Guide for Contract Accounts Receivable and Payable, Business Transactions  Security Deposits). Integration In the Utilities Industry component, you can enter the reason for the request when processing the move-in for the automatic creation of a cash security deposit.

Security Deposit Categories Definition States in which form the non-cash security deposit was provided. Use The security deposit category is stored in the security deposit for your information. Structure Define the permitted categories in Customizing (see Implementation Guide for Contract Accounts Receivable and Payable, Business Transactions Security Deposits).

Cash Security Deposit Request Document Definition Statistical document in contract accounts receivable and payable for requesting a cash security deposit. Use The document number is stored in the security deposit for your information. Structure A request document is a statistical document with a document header and a line item

Processing Security Deposits Prerequisites You have defined request reasons for cash security deposits (see Implementation Guide for Contract Accounts Receivable and Payable under Business Transactions  Security Deposits  Define Request Reasons for Security Deposits). You have created a number range with internal number assignment and the document type for the request documents for cash security deposits and assigned them to the application component in the Customizing parameters (see Implementation Guide for Contract Accounts Receivable and Payable Business Transactions  Security Deposits). For the industry components Utilities and Telecommunications, you also have to maintain main and subtransactions and the account determination for cash security deposits in Customizing. To do this, choose: Basic Functions  Postings and Documents  Document  Maintain Document Account Assignments  Maintain Main Transactions for IS-U/IS-T and Maintain

Subtransactions for IS-U/IS-T and Define Account Assignments for Automatic Postings  Automatic G/L Account Assignment. Then make the following entries in the Implementation Guide for Contract Accounts Receivable and Payable:    

Define Account Assignment Data Relevant to Main Transactions for IS-U Define Account Assignment Data Relevant to Main Transactions for IS-T Define Account Assignment Data Relevant to Transactions for IS-U Define Account Assignment Data Relevant to Transactions for IS-T

For non-cash securities you have to define the categories. You can also create additional statuses (see Implementation Guide for Contract Accounts Receivable and Payable, Business Transactions  Security Deposits). Process Flow Cash security deposits 33. ... 121. 1. The cash security deposit is created either manually or automatically in the Utilities industry component when a move-in is entered in the system. The cash security deposit has the status Requested. 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. 122. 2. 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. 123. 3. 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. 124. 4. When the return date is reached, or when an early manual release occurs, the system changes the status to Released. 125. 5. 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  Security Deposits  Release, you can use the report RFKK_SECURITY_RELEASE to release the securities. Non-cash security deposits 34. ... 126. 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. 127. 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  Security Deposits  Statistics You can select according to 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.

Calculating Interest on Cash Security Deposits Prerequisites In Customizing, you have defined the specifications and default values for calculating interest on cash security deposits in addition to the general definitions for calculating interest (see Implementation Guide for Contract Accounts Receivable and Payable  Business Transactions  Security Deposits). 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 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.

Features This function has the same features as the posting debit and credit interest function (see Manually Posting Debit and Credit Interest). Activities To calculate interest on individual cash security deposit payments, choose one of the following paths:  Role Interest Calculation on Cash Security Deposits (SAP_FI_CA_CSH_DEP_INTEREST_CAL) Calculate and Post Interest on Cash Security Deposits.  SAP Menu Account  Security Deposit  Interest Calculation The procedure is similar to posting debit and credit interest. Alternatively you can also make an interest calculation on cash security deposits in a mass run. 35. ... 128. 1. To do this, choose one of the following paths:  Role Calculation of Interest on Cash Security Deposits (SAP_FI_CA_CSH_DEP_INTEREST_CAL)  Cash Security Deposit Interest Run.  SAP Menu Periodic Processing  Security Deposits  Calculation of Interest on Cash Security Deposits 129. 2. Enter a date and an ID that you can use to identify the run later. 130. 3. Restrict the cash security deposits on which interest is to be calculated using general criteria on the tab page General Selections, or select them according to required posting parameters. 131. 4. On the tab page Interest Parameters, enter the period for the interest calculation. If you set the indicator Create Correspondence, you can create interest notifications. 132. 5. Schedule the program run. You can also carry out a simulation run. For more information about scheduling program runs, see Functions for Scheduling Program Runs. 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 for the interest run.

Creating Security Deposits (IS-T) Procedure 36. ... 133. 1. Choose one of the following paths:  Role Cash Security Deposits/ Security Deposits/ (SAP_FI_CA_CASH_DEPOSIT)  Create Security Deposit  SAP menu Account  Security Deposits  Enter The Create Security Deposit: Initial Screen appears. 134. 2. Make entries in the fields as follows: 5. a. Enter the contract account and a contract as required. 6. b. Select the field for cash or non-cash security deposits. 7. c. Enter the request reason and amount, a currency and the start date. 8. d. Relevant for the telecommunications industry: Enter the type of service, reference object ID and the additional reference object here if required. 9. e. You must also specify the type and guarantor for non-cash deposits. 135. 3. Save your entries. Result The system displays the number of the new security deposit created. The request amount is posted simultaneously for cash security deposits. You can use the account category in the contract account to determine additional data when posting cash security deposits. Define account categories in Customizing for Contract Accounts Receivable and Payable under Basic Functions Contract Accounts  Define Account Categories and then record these under Business Transactions  Security Deposits  Create Special Definitions for Security Deposits.

Autom. Creation of Security Deposits During a Move-In (IS-UT) Use A cash security deposit can be created automatically when a customer move-in is entered in the system. Prerequisites In the Customizing settings for the move-in, the indicator Deposit Automatically Created must be set in the Contract Level Control Parameters. (SelectCustomer Service  Process Execution  Move-In/Out  Move-In  Define Move-In Control Parameters at Contract Level). Procedure 37. ... 136. 1. Call the transaction for entering a customer move-in: Customer Service  Process Execution  Move-In  Create. The screen Create Move-in: Initial Screen appears. 137. 2. In the Contract subscreen, enter the reason for the request and the amount of the request. Result When you save the move-in document, a cash security deposit and request document, is posted and entered in the log.

If you use the Display Security Deposit transaction (FPSEC3) to call a security deposit that was requested during a move-in or a move-in/out in a service territory, the number of the document that caused the request is displayed in the Move-In Document field in the Triggering Object screen area.

Processing Security Deposits 1. Choose one of the following paths: 

Roles

Cash Security Deposits/Security Deposits (SAP_FI_CA_CASH_DEPOSIT)  Display Security Deposit or Change Security Deposit 

SAP Menu Account  Security Deposit  Display/Change

2. 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

Explanation

Print correspondence

Environment  Form Printing

An application form is supplied as a sample

Functions only with Change Reverse

Edit  Reverse

You cannot use a deposit that has been reversed 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.

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 deposit request

Edit  Clear Remaining Receivable or Edit  New

You can reduce the amount of the cash security deposit receivable later using the function Clear Remaining Receivable, or increase it using the function New Receivable.

Receivable

In the first case, a 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 function Clear Remaining Receivable refers to all cash security requests in the contract that are still open. When you make a release, all security deposits are released.

Post new receivable

Edit  New Receivable

Instead of creating a new security deposit, you can post a new receivable. You can define the same amount of information (such as request reason) as is the case when creating a new security deposit.

Status of Cash Security Deposits for Changes to Payment Methods Use You want to react to the change of payment method in the contract account of a business partner. Features Using the function module FKK_EVENT_1025_DEPOSIT_CHANGE, you can automatically request or release cash security deposits if the payment method in the contract account changes. For a release, the new status is dependent on the initial status of the cash security deposit and changes as follows: Old Status

New Status

Action

Requested

Reversed

The cash security deposit request is reversed.

Paid

Released

The cash security deposit is released for payment.

Partially paid

Released

The paid part is released; the residual part is reversed.

A new cash security deposit is created and existing deposits are released immediately when you save the change to the contract account. As standard, the function module FKK_EVENT_1025_DEPOSIT_CHANGE creates a cash security deposit in the amount of 100 units of the national currency using the first cash security deposit reason found in the list. 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.

Payments Purpose You use this component to create and process outgoing and incoming payments. Features The following detail components have been implemented:

Processing Incoming and Outgoing Payments Creating Incoming and Outgoing Payments Check Management Receipt Management Processing Credits

Processing Incoming and Outgoing Payments Purpose This component enables you to process incoming and outgoing payments using payment lots. Payment lots are groups of payments that originate from the same business partner, or which are to be processed together. Features You can enter payment lots as follows: ●

You can manually enter data contained in incoming checks in a check lot. Check lots are special payment lots that contain only checks.

●

You can enter the data from credit card payments manually in the credit card lots, or by using an interface.

●

You can enter data from incoming bank transfers in a payment lot manually or automatically, or you can transfer the data from an electronic account statement to a payment lot using an interface. Payment lots contain both general data and line item data. General data includes the status of the lot, the total of the payment amounts and default values for the line items. The line item data comprises the following: ●

●

Payment data required for further processing (such as, the payment amount and bank data) Here you can enter the bank number and bank account number, or the BIC and IBAN, which are commonly used in international payment transactions. Selection criteria by which the payment is assigned to open items

If you enter a payment lot manually, you must enter the selection criteria in each payment lot item. This can be, for example, a document number or a payment form number. Where payment lots are created automatically, the selection criteria are determined from the data in the account statement. When processing the payment lot, the system uses the selection criteria to determine the open items. Assignment of the payments to the open items is governed by industry-specific rules. Clearing of the assigned items takes place

automatically. Overpayments can be posted as payments on account; underpayments posted as partial payments. The system posts clarification cases to separate clarification accounts and you have to postprocess them manually. If you are unable to assign payments received, you can initiate repayment within the payment lot provided qualified bank data exists. The payment program then repays the amounts. Check lots can be used to create check deposit lists that you can send to your bank as an accompanying document when depositing the checks. Industry Component Utilities (IS-U) You can post incoming and outgoing payments individually in the cash desk. The lock documents created in a dunning run are removed when all items that led to the lock have been cleared. For more information about locking/restarting a utilities installation in the dunning run, see Industry Component Utilities  Contract Accounts Receivable and Payable  Lock/Restart. For information about the workflows for locking/restarting, see the Industry Component Utilities  Customer Service  Lock/Restart Utilities Installation. Industry Component Telecommunications (IS-T) You can post incoming and outgoing payments individually in the cash desk. If an overdue item that led to a service being deactivated in a dunning run is paid, the information about clearing is forwarded to the billing system, which then triggers the release/unlocking of the service (see IS-T Telecommunications Services in RM-CA  Release/Unlock Services (IS-T)).

Creating Incoming and Outgoing Payments Purpose This component enables you use the payment program to process incoming and outgoing payments. Features The payment program makes payments automatically. To do this, it: 

   

Determines the open items to be paid according to the selection criteria you entered for the payment run, and according to the due date of the open items. Groups the due items into payments or debit memos in line with industryspecific or customer-specific conventions. Selects the payment methods and the appropriate bank Posts the payment document and clears the open items Provides the data for the payment media

The payment medium program creates the data media. The formats required for this are supplied by SAP. Modern payment procedures like bank direct debit, debit memo collection, bank transfer, and check are also supported, as is payment using a payment card. You enter payment procedures and the bank details to be used per business partner either in the contract account master record or (in exceptional cases) in the open item itself. If required, open items can be paid by an alternative business partner. By setting minimum amount limits, you can prevent very small amounts from being paid. You can also block accounts or open items from being paid and enter a temporary processing block in contract accounts. The system logs the processing steps you carry out. Check Management Use You use check management to enter and process outgoing checks. Features You can use check management to carry out the following for checks:         

Enter a check Display a check Find a check Correct a check Void a check Delete a check Replace a check Register a check as cashed Assign a check to a payment document

Activities To work with Check Management, choose one of the following paths: Roles Check Management (SAP_FI_CA_CHECK_MANAGEMENT)  Check Management SAP Menu

Payments  Check Management

Check Escheatment Contract Accounts Receivable and Payable supports the check escheatment process for checks that were not cashed by the recipient within a certain time period. EXAMPLE In the United States, uncashed checks and money orders must be escheated to the state government after a specified amount of time has expired, when, according to federal law, they then become property of the given state. Insurance companies are required to undertake reasonable measures to find the check recipient and to determine if a check has been lost or needs to be re-issued. The last known address of the lawful check recipient determines which U.S. state laws are applicable. Prerequisites Activate check escheatment per company code in Customizing for Contract Accounts Receivable and Payable under Organizational Units Set Up Company Codes for Contract Accounts Receivable and Payable . Make additional system settings for check escheatment in Customizing under Contract Accounts Receivable and Payable Basic Functions Check Management in the activities Enter Receiver Codes for Check Escheatment and Enter Specifications for Check Escheatment. Process In the standard system, escheatment is handled automatically. However, at event 0431, you can intervene in the process flow and identify checks that you want to process manually in Clarification Processing. You can, for example, define event 0431 so that the system transfers checks to manual processing based on their amount and/or the address of the check recipient. Automatic check escheatment has the following steps:  Check creation At the time the check is created, the system determines the receiver code and the earliest possible start date for the escheatment process, based on the current standard address (region) of the recipient. The system stores this date in the check. At event 0430, you can change the receiver code and specify one of the following for the check:  No escheatment should take place.  No escheatment should take place if the check recipient's place of residence is outside of the country.



Selection of checks for escheatment  Creation of notification letters  Escheatment  Outgoing payment The payment program automatically creates a payment advice for the recipient (the U.S. state).  Clarification and manual check processing Perform the individual steps in the escheatment process at regular intervals as needed in relation to one another. You can display checks that are in the escheatment process or already escheated. On the SAP Easy Access screen, choose Periodic Processing Data for Externals Tax Authorities Check Escheatment Display Escheatment Data .

Selection of Checks for Escheatment To start the escheatment process, you have to select the checks that are to be escheated. Features You start the escheatment process by selecting all escheatable checks. Escheatable checks are those that meet the following criteria:  Their status is open and they were not yet cashed.  The escheatment process was not yet started for them. (The check does not contain an escheatment date.)  They are older than the number of days specified in Customizing.  Their amount is greater than the amount specified in Customizing. The program generates a persistent worklist containing the checks that can be escheated and sets the escheatment date and receiver code for these checks based on the last known address of the payee. You can also change the receiver code in event 0431. Activities 1. On the SAP Easy Access screen, choose Periodic Processing Data for Externals Tax Authorities Escheatment Start Escheatment Process . 2. Limit the selection of checks to be escheated by making entries in the Selection Criteria group box. 3. If you have not made any specifications for the number of days until escheatment in Customizing, make an entry in the No. of Days Until Esch. Proc.(number of days until escheatment process) field.

4.

In the Options group box, specify if you want to simulate the escheatment and if you want to create correspondence. 5. Run the program.

Creating Notification Letters After you have started the escheatment process, you have to create notification letters for the business partners affected. Features The system prints the notification letters using correspondence type 0046 (Check Escheatment Letter). The notification letters inform payees that they are in possession of an uncashed check, which will be automatically escheated after a certain time period expires. The system addresses the letter to the last known address of the business partner. If the check is included in automatic processing, then the system sends the letter automatically. If you are using manual processing, you can decide if you want to send correspondence or not. In event 0431, you can prevent correspondence from being created. SAP provides the PDF form Check Escheatment Letter (FI_CA_CHECK_ESCHEATMENT_PDF). If the recipient does not respond to the notification letter, then the check is escheated automatically on the escheatment date as part of the further process flow. If the recipient does respond, then you can remove the check from the automatic process flow and transfer it to manual processing. Activities To create notification letters, on the SAP Easy Access screen, choose Periodic Processing For Contract Accounts Correspondence Print . The program creates notification letters. For more information, see Printing Correspondence.

Escheating Checks During check escheatment, the system voids the checks and sets the voiding reason and the escheatment date. Features Escheatment is controlled by the Customizing settings made for the receiver code. During escheatment, you select all checks from automatic processing that the business partner has not cashed and for which the escheatment date for a

receiver code has been reached. The system calculates the escheatment date based on the date the check was issued. The system derives the specifications for document creation from the Customizing activity Enter Specifications for Check Escheatment. You can create postings for the voided checks either as individual or collective documents. Using the settings in the Customizing activity Enter Receiver Codes for Check Escheatment, the system creates either G/L transfer postings or business partner postings, depending on how you manage the recipients of escheated checks in your system. Activities 1. On the SAP Easy Access screen, choose Periodic Processing Data for Externals Tax Authorities Escheatment Execute Escheatment . 2. Enter the selection criteria that you want to use to select the checks. Also enter a reconciliation key, a posting date, and a document date for the posting. By setting the appropriate indicator, you can simulate the escheatment before you execute an update run. 3. Run the program.

Clarification: Manual Check Processing If a business partner responds to the notification letter, then you can react accordingly during clarification processing. Prerequisites Escheatable checks are included in clarification processing in these cases:  You defined event 0431 so that certain checks are selected for manual processing.  You set process category 2 (Manual) for checks already in the escheatment process. On the SAP Easy Access screen, choose Periodic Processing Data for Externals Tax Authorities Escheatment Change Escheatment Data .  In check management (on the SAP Easy Access screen under Payments) you set process category 2 (Manual) for the display of the check and its escheatment data. In this case, the check must also already be in the check escheatment process.  The system cannot determine a receiver code.  Customizing is not set up or is set up incorrectly.  You are in the check clarification process (on the SAP Easy Access screen, under Payments Clarification Activities Cashed Checks ).

Features In clarification processing, you can respond to the following reactions of the recipient:  Cashing the check in n days  Postponement of the escheatment date, for example, because the check needs further clarification  Notification that the check was lost You can:  Issue a replacement check  Search for the current address of the payee in the business partner data  Create a notification letter  Set the check for resubmission  Specify an escheatment date that overwrites the escheatment date set by the program  Change the receiver code in accordance with the last known address of the payee  Specify the address to which the notification letter is sent  Transfer a check to automatic processing The check is escheated when the escheatment date is reached only when automatic processing is used. If you close manual processing (for instance, by entering a new address), then you must then transfer the check for automatic processing. The check escheatment is then automatic when the escheatment date is reached. If you have not yet created a notification letter, the system informs you of this. NOTE If a check is specified for manual processing, then the check cannot be escheated, even if the escheatment date has been reached. Activities 1. To manually process the clarification worklist, on the SAP Easy Access screen, choose Periodic Processing Data for Externals Tax Authorities Escheatment Clarification . 2. In the tree structure on the left side of the screen, choose the parameters you want to use for selecting a check. To do so, position the cursor on a field and choose (Copy Selected). In the same way, you can remove individual selection criteria by choosing the pushbutton (Delete Selected Objects). 3. Enter the selection criteria and choose (Execute). For more information about clarification processing, choose the (Selection screen help) pushbutton in the application toolbar.

Receipt Management Use In the transaction Receipt Management, you can display all receipts printed for a payment document that meet selection criteria that you specify in an overview. Prerequisites If you want to use Receipt Management, make the following settings in the Implementation Guide for Contract Accounts Receivable and Payable:  Activate Receipt Management under Basic Functions  Postings and Documents  Basic Settings  Maintain Central Posting Settings. To do this, set the indicator Receipt Management Used. If you have set the indicator, when you post payments, required clearing information is recorded in the system; this information is then used in Receipt Management when you (repeat) print receipts.  Define the Specifications for Managing Receipts under Business Transactions  Payments  Processing Incoming/Outgoing Payments  Receipt Management.  Each printed receipt receives a separate receipt number. You control the assignment of these numbers using a separate number range. Maintain number range 01 under Business Transactions  Payments  Processing Incoming/Outgoing Payments  Receipt Management  Maintain Number Ranges for Printing Receipts.  Under Business Transactions  Payments  Processing Incoming/Outgoing Payments  Receipt Management  Define Reasons for Repeat Print, you can also define reasons for a repeat print. Features The list is output with the ABAP List Viewer. You can define the display by defining the required layout. You can select layouts in the menu under Output Parameters. Activities 38. ... 138. 1. Choose Payments  Receipt Management. 139. 2. Specify the parameters that you want to use to select receipts. Under Specifications for Selection you can restrict your selection further:  Only output receipts for which stamp tax is posted  Only output payment documents for which a receipt was printed  Also output reversed receipts 140. 3. Depending on the display required, choose with the quick info text Execute or Without Line Item Display. If you choose with the quick info text Execute the system displays the receipts that correspond to the selection criteria. For payment documents for which no receipt exists, the program simulates a line with print information for the receipts

(not yet printed). If you subsequently want to print the receipt, the program accesses these simulated lines. The receipt line is only simulated if you have not selected the indicator Only Display Receipts as selection criterion. You can use the following functions in the display:  If you also display the line items in the list, you can print the receipts for the payment documents displayed by selecting the corresponding line and choosing Receipt.  If the corresponding payment document has already been reversed, you can reverse printed receipts in the list by selecting the corresponding line and choosing Reverse.  Doubleclick on a line to display the payment document.  Using the button Mass Receipt Print you can navigate to the transaction for the mass print for receipts. If you select the button Without Line Item Display, the amounts, net amounts, and stamp tax amounts are output totaled by company code, origin of the payment document, clerk, branch, and cash desk. The output is in the ABAP List Viewer. By selecting the totals line you can display the line items considered in the totals line.

Processing Credits Use If you want to clarify the use of credits in your business partners' contract accounts, you can use the following functions:  

Credit clarification Processing credits

Using the Credit Clarification function, you can process the following credits: 

Credits that were selected and placed in clarification processing by the mass activity Create Credit List  Credits that were placed in the clarification worklist during posting based on the settings defined in Customizing SAP only recommends using the Processing Credits function for manual processing of individual credits that were not entered by the credit list.

Integration If the credit items are not included in the clarification worklist automatically during posting as a result of the system settings for credit clarification, you have to run the mass activity Create Credit List periodically. (See Creating Credit Lists). Prerequisites In the Implementation Guide for Contract Accounts Receivable and Payable, under Business Transactions  Credit, you have defined the document types to be used for posting credits. Under Business Transactions  Credit  Define Selection Criteria for Credit Clarification, you have defined the parameters that determine whether an item is placed in the clarification worklist directly during posting or via the credit list. You determine whether or not an item is placed in the clarification worklist directly during posting or via the credit list by setting the indicator Immediately.

Payment Card Security Purpose Various SAP applications store payment card information of your customers. To help you protect this information from being misused, there are a number of methods available for secure data administration. Implementation Considerations See SAP Note 1032588. Features The following provides information on how you can protect your data by making certain Customizing settings. The existing options for saving encrypted payment card numbers for selected applications, such as the encryption of payment card data in the customer master record, remain in effect and are not affected by the measures described here. These measures are available in addition to existing ones.

payment Card Security Purpose Various SAP applications store payment card information of your customers. To help you protect this information from being misused, there are a number of methods available for secure data administration.

Implementation Considerations See SAP Note 1032588. Features The following provides information on how you can protect your data by making certain Customizing settings. The existing options for saving encrypted payment card numbers for selected applications, such as the encryption of payment card data in the customer master record, remain in effect and are not affected by the measures described here. These measures are available in addition to existing ones.

Protection of Card Data in Master Records of SAP Business Partner Use You stored payment card numbers of your customers in master records of the SAP Business Partner, and you want to encrypt this data. Features You can use report RCC_MIGRATION to convert and encrypt payment card data that you already saved. After the conversion, the system encrypts the newly created payment card data automatically, as long as you specified for the card category in Customizing that the data is to be encrypted.

Protection of Payment Card Data in ERP Applications Use You save payment card numbers, along with other payment card data (such as, card holder and validity period) in you application data, and you want to protect this data. Features To protect payment card data in the data of your application, enter a security level in Customizing for Cross-Application Components. Choose Payment Cards Basic Settings  Make Security Settings for Payment Cards. You can choose among the following: ●

No Additional Security Measures

●

Masked Display, No Encrypted Storage

●

Masked Display and Encrypted Storage

Masked display means that when you display or change objects that contain a payment card number, the system makes the number partially unrecognizable. For example, only the value 1111********4444 is displayed instead of the card number 1111222233334444. You can configure the number of visible characters

at the beginning and end of the payment card number. The security standards of the credit card industry require that a maximum of six characters are visible at the beginning, and four at the end. For each card type (AMEX, MC, VISA), you can decide whether you require encryption or not. In Customizing for Cross-Application Components, choose Payment Cards  Basic Settings  Maintain Payment Card Type. However, the column for this is only visible if the encryption of payment cards is already active in the business partner data or if you configured encrypted storage for other data records (see above). You make general settings for using encryption software in Customizing for SAP NetWeaver by choosing Application Server  System Administration  Maintain the Public Key Information of the System.

Displaying Masked Card Numbers Use If card numbers are displayed masked, in some cases it may be necessary to display the number again with no masked characters. Features For displaying payment cards numbers as unmasked if they were initially displayed as masked, SAP provides the Display Card Number Unmaskedfunction, consisting of a series of transactions. You can define two specifications for this function in Customizing: ●

Access log You can retain a record of each display of an unmasked payment card number in an access log. This enables you to follow which users have displayed which payment card numbers and when.

●

Additional authorization check Using an additional authorization check for authorization object B_CCSEC, you can restrict the use of the display of unmasked card numbers.

Reporting on Data Accesses Use You can use access logs to evaluate accesses to payment card data.

Features You can evaluate accesses to payment card data using report RCCSEC_LOG_SHOW or transaction CCSEC_LOG_SHOW. To evaluate the access log, a user requires authorization for activity 71 of authorization object B_CCSEC. Log records that are at least one year old can be deleted using report RCCSEC_LOG_DEL or transaction CCSEC_LOG_DEL. To be able to run the deletion report, the user needs authorization for object B_CCSEC with activity 06.

Migration For all objects that until SAP NetWeaver 7.10 were unable to save encrypted payment card numbers, the card numbers of all new objects created are encrypted as soon as a corresponding security level is set. This means that your data records then contain both payment card numbers that are not encrypted (old records) and encrypted payment card numbers (new records). This does not reflect a restriction of functionality; the application programs can work with this mixed status. Migration programs are offered for selected applications. These comply with the naming convention RCCSEC_MIGRATION_*.

Archiving of Encrypted Payment Card Data Use To reduce the load on your database, you can archive encrypted payment card data that you have not used online for a long time. Features You archive and delete using the SAP standard tool for archiving, the Archive Development Kit. For archiving, you use transaction SARA with archiving object CA_PCA_SEC. You specify the minimum retention period for the data when you archive. The system automatically ensures a lower limit of 180 days. Data that has reached the specified age is then deleted from the database and written to an archive file in the file system. Access to Archived Data If you activate the archive information structure SAP_PCA_SEC001 in transaction SARI, SAP programs can access the archived payment card data after it has been archived.

To individually display archived, encrypted payment card data, use archive information structure SAP_PCA_SEC001 and field catalog SAP_PCA_SEC. All applications can access the archived payment card data using read modules. Write Variant for Encrypted Payment Card Data When archiving, you can also restrict the selection of data to be archived using the GUID. In addition, you can select by the date the payment card was last used.

Periodic Replacement of Keys Prerequisites For you to be able to periodically replace keys for encrypted payment card data, the following requirements must be met:  You activated the business function PCA_KEYV (Periodic Key Replacement for Payment Card Encryption).  You activated versioned encryption of payment cards in Customizing under Cross-Application Components Payment Cards Basic Settings Make Security Settings for Payment Cards . There you also set the security level Masked Display and Encrypted When Saved and you set the Key Replacement Active indicator.  You specified the payment card types that you want to save in encrypted form in Customizing under Cross-Application Components Payment Cards Basic Settings Maintain Payment Card Type . Features To further increase the security of encrypted payment card data in your system, you can replace the keys on a periodic basis. If you activate the business function PCA_KEYV (Periodic Key Replacement for Payment Card Encryption), then the following functions are available to you in addition to those described above:  Periodic replacement of the keys used for encrypting payment cards  Deletion of keys that are no longer used The key versions that are generated during the key replacement for payment cards are managed by the SAP system in parallel in the Secure Store and Forward (SSF) application PAYCRV. All programs that support encrypted storage of payment cards, and therefore use versioned encryption, use the SSF applicationPAYCRV. NOTE Activating the key replacement does not have any effect on the data itself. The system can always decrypt credit card data that was already stored in encrypted form.

Interest Calculation Purpose You use this component to determine and post interest receivables and payables. Features The Interest Calculation component covers the subcomponents Item Interest Calculation and Balance Interest Calculation.

Interest Calculation Rule Definition Rule for calculating interest. Key for determining the factors that influence interest calculation. Use Interest calculation rules are assigned to Interest Keys. Structure You define interest calculation rules in Customizing (see the IMG structure Contract Accounts Receivable and Payable  Business Transactions Interest Calculation  Item Interest Calculation Define Interest Calculation Rules). Interest rates based on date and amount are defined for an interest calculation rule. You can also calculate interest on the basis of whole months. Alternatively, an interest calculation rule may refer to a reference interest rate. Other influencing factors are: 

Interest calculation method The interest calculation method is defined by the DAYS/DAILY BASIS quotients and is a factor leading from percentage calculation to intervalbased percentage calculation . For example, you can define a year with 360 days (banking calendar) or 365/366 days (Gregorian calendar) as a daily basis. The days relevant to interest calculation would then be determined according to the banking calendar (30 days in each month) or the current calendar (the actual number of days).  Graduated interest calculation Interest can be calculated on a scale.



Interest interval The defined interest rate is a yearly, monthly, weekly, or daily interest rate.  Rounding for interest calculations You can round the amount to be used for calculating interest before the actual calculation. You define rounding rules in the interest conditions for the interest calculation rule. (Implementation Guide for Contract Accounts Receivable and Payable: Business Transactions  Interest Calculation  Item Interest Calculation  Define Interest Calculation Rules) In event 2075, you can round the result of the interest calculation up or down. If you process the function module FKK_ROUND_INT_AMOUNT in event 2075, you can round interest calculated with the function module FKK_INTEREST_CALC according to values defined in Customizing (see Implementation Guide for Contract Accounts Receivable and Payable  Basic Functions  Postings and Documents  Basic Settings  Define Rounding Rules for Currencies). If you process the function module FKK_SAMPLE_ROUND_2040 in event 2040, the interest is not rounded until the line items have been created for the interest document to be posted and the interest items have been summarized. With a function module processed in event 2092, you can determine the number of days for which you do not calculate a supplement to the reference interest rate for your customers. Integration An interest calculation rule may refer to a reference interest rate.

Interest key Definition Key for determining the factors that influence interest calculation and posting. Interest keys are assigned at item level. Use The system calculates interest only on those items for which it is able to determine an interest key. You can assign contract accounts, items, or dunning levels to an interest key. In the case of additional receivables, in the related subtransaction you can define whether a special interest key is to be used. The system normally determines the interest key for each industry, but can also do so on a customer-by-customer basis. The interest key refers to an interest calculation rule that the system uses to determine the valid interest rate in terms of date and amount. The system determines some of the factors that influence interest calculation using the

calculation rule. The system determines the following influencing factors using the interest key: Influencing factor

Description

Tolerance days

Granted to a customer in the case of overdue items. Interest is not calculated on debit items before the tolerance days have been exceeded. If the tolerance days have expired, the system calculates interest from the original due date. If clearing takes place within the tolerance period, overdue interest cannot be calculated.

Transfer days

Consider the time needed for a payment method. Interest is calculated from the date that equals due date + tolerance days.

Transfer and tolerance days

If both transfer and tolerance days have been entered for an item, they are considered separately. Example: If one transfer day and five tolerance days are granted, and expire five days after the due date, the interval from the due date + transfer days (exclusively) is considered. If clearing takes place within five days, no interest can be posted.

Interest frequency The interest frequency prevents interest from being calculated on an item after a very short time. Since demanding interest (for example, sending an interest notification) is time-consuming and involves costs, interest is not calculated unless the interest period determined by the interest frequency has expired. The interest frequency is made up of a number field and a time unit. SAP recommends summarizing items that the system rounds before the interest calculation (for example, for rounding to complete 100) and subitems before the interest calculation. To do this, set the indicator Summarize Subitems before Interest Calculation in the interest key (Implementation Guide for Contract Accounts Receivable and Payable: Business Transactions  Interest Calculation  Item Interest Calculation  Define Interest Key). If you also set the indicator Consider All Subitems for Interest Calculation, the system automatically selects missing subitems when calculating interest on subitems. This ensures that interest is calculated on the whole amount, even when receivables are split for technical reasons. Event 2085 gives you even further options for summarizing items before the interest calculation. There, for example, you can summarize items and, if you use different interest rates for calculating interest on receivables and payables, use the interest rate for

receivables if the amount of receivables exceeds the amount of the payables (see the documentation for the function modules FKK_SAMPLE_2085, FKK_CONDENSE_2085). Structure You define interest keys in Customizing (see the IMG structure Contract Accounts Receivable and Payable  Business Transactions  Interest Calculation  Item Interest Calculation  Define Interest Keys). Integration The interest key refers to a valid interest calculation rule for which other influencing factors for the interest calculation are stored.

Interest Document Definition Document in Contract Accounts Receivable and Payable that arises as part of interest posting. Use 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 schedule. The schedule shows the items for which interest was calculated for which amounts at which interval. The interest key is retained in the interest schedule. This allows you to find out which factors were valid for interest calculation and posting.

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 schedule. Structure An interest document includes the structures of a document in Contract Accounts Receivable and Payable: document header, line items and general ledger (G/L)

items. An interest schedule (in the sense of an appendix or supplement) is also created for interest documents.

Posting Debit and Credit Interest Manually Purpose In addition to posting interest from business transactions (in connection with a dunning run, for instance), you can also post debit and credit interest on overdue items manually. You can display the results of interest calculation and create an interest notification for the business partner in question using the Correspondence application component (see Printing Interest Notifications). Prerequisites Customizing is complete. Interest key determination and an amount limit check have been defined. Process Flow 1. Select the business partner and/or contract account for which you want to post interest. 2. The system determines the items due for interest with your selection criteria. 3. Post the interest document. You may post any or all of the items matching the selection.

For a more detailed procedure, see Editing Items Due for Interest. Interest cannot be calculated on an item for the following reasons: 

The item is locked for interest calculation. An interest lock reason has been entered in the item.



No interest key can be determined for the item. An interest key can be entered in a contract account, item or in the system settings for the dunning level in a dunning procedure. If no

interest key can be determined, the item is locked from interest calculation. Interest keys are determined on an industry and/or customer basis. 

An item is not yet due. Overdue interest cannot be calculated.



An item is not ready for interest calculation. Transfer days, tolerance days and interest frequency are all determined from the interest key. Interest may not be able to be calculated on an item depending on a given setting.



Interest was already calculated on an item in the current time period. Repeated interest calculation is not permitted.



Items where no interest calculation is possible because of the statistical key, or because the item is an additional receivable, do not appear in the item selection for interest calculation.

Automatic Posting of Debit Interest You can calculate interest on debit items as part of the dunning run or in a separate mass run.

interest Control Using Interest Keys Use The system calculates interest only on those items for which it is able to determine an interest key. An interest key can be assigned to 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.

Generally, an interest key is determined as follows: If no interest key has been entered in an item, the system checks for an interest key entry in the contract account. If no interest key exists in either place, interest cannot be calculated on the item. In other words, the item is interpreted as being blocked for interest calculation even if an explicit interest block has not been set. If a debit item has been dunned but no interest key is entered, the system will try to determine a dunning key by looking at the dunning level of the item. If an interest key has not been maintained there, the contract account is used.

Methods of determining an interest key may vary among application areas (industry components).

Amount Limit Checks in Interest Calculation Use Since interest, and in particular, debit interest, is only to be posted and requested when the expense is justified, the system checks the amount limits. Integration The amount limit check is integrated into the Determining and Posting Interest process flow and thereby into all other business transactions in which interest is posted. Features The check for amount limits is industry- or customer-specific and can also be integrated if required (see Implementation Guide for Contract Accounts Receivable and Payable  Business Transactions  Interest Calculation  Item Interest Calculation  Maintain Amount Limits for Debit/Credit Interest). If you do not make any settings, the amount that is the total of all interest items for a company code is compared with the amount limit defined in the system settings. Interest is only posted if the amount of all the interest items exceeds the amount limit. The check is company code-specific. Note for the application component Utilities The amount limit is not checked for Cash Security Deposit Interest or Installment Plan Interest, but is checked for overdue interest on an installment plan. Cash security deposits are posted according to legal instructions; installment plan interest is always

determined online when an installment plan is created, which allows the clerk to decide whether interest will be posted or not.

Calculating Interest on Installment Plans Use To clear a late incoming installment payment, you can charge installment plan interest (see Calculating Interest on Installment Plans). The installment plan interest can be based on the installments or on the items in the installment plan. You can calculate interest on an installment plan as follows (see graphic):  

You can charge interest on the installment plan over its whole life. If individual installment payments are late, you can charge interest on the overdue installments.  If installment payments are not made, you can also deactivate the installment plan manually. This reopens the original open receivables for the old due dates. You can reverse interest documents that are integrated in an installment plan and that have been posted but not cleared when you deactivate the installment plan (see Reversing Installment Plan Interest Documents). During the interest calculation the system updates an interest history for the installment plan. Installment Plan Interest versus Overdue Interest The system indicates the interest documents posted when you create an installment plan with a separate transaction. These interest documents are based on the period of the installment plan and therefore valuate the period from the start date of the installment plan – or an alternative earlier start date – up to and including the due date for net payment of the installments (see graphic). Interest on overdue installments is charged when the customer does not fulfill the payment agreement Installment Plan. You post this additional interest document (requested subsequently) with the usual interest transaction. Interest on overdue installments is based exclusively on the period from the due date of the installments (see graphic).

Integration Installment plan interest is integrated in the Creating an Installment Plan process flow (see Deferral and Installment Plans).

Calculating Interest on Cash Security Deposits Prerequisites In Customizing, you have defined the specifications and default values for calculating interest on cash security deposits in addition to the general definitions for calculating interest (see Implementation Guide for Contract Accounts Receivable and Payable  Business Transactions  Security Deposits). 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 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.

Features This function has the same features as the posting debit and credit interest function (see Manually Posting Debit and Credit Interest). Activities To calculate interest on individual cash security deposit payments, choose one of the following paths:  Role Interest Calculation on Cash Security Deposits (SAP_FI_CA_CSH_DEP_INTEREST_CAL) Calculate and Post Interest on Cash Security Deposits.  SAP Menu Account  Security Deposit  Interest Calculation The procedure is similar to posting debit and credit interest. Alternatively you can also make an interest calculation on cash security deposits in a mass run. 39. ... 141. 1. To do this, choose one of the following paths:  Role Calculation of Interest on Cash Security Deposits (SAP_FI_CA_CSH_DEP_INTEREST_CAL)  Cash Security Deposit Interest Run.  SAP Menu Periodic Processing  Security Deposits  Calculation of Interest on Cash Security Deposits 142. 2. Enter a date and an ID that you can use to identify the run later. 143. 3. Restrict the cash security deposits on which interest is to be calculated using general criteria on the tab page General Selections, or select them according to required posting parameters. 144. 4. On the tab page Interest Parameters, enter the period for the interest calculation. If you set the indicator Create Correspondence, you can create interest notifications. 145. 5. Schedule the program run. You can also carry out a simulation run. For more information about scheduling program runs, see Functions for Scheduling Program Runs. 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 for the interest run.

Determining Periods for Interest Calculation Use A time interval is determined for each item on which interest is calculated. This interval extends from the due date to the current date (for open items) and/or from the due date to clearing (for cleared items). If an item is not cleared over a longer period, you can calculate interest for multiple time intervals. Instead of calculating interest up to the current date, you can restrict interest calculation to an Interest Calculation To date in the past (inclusive). The base date for interest calculation (beginning of the interest interval) is the net due date. This date is not included in the interest calculation period. Possible deferral of an item is not taken into consideration. If an item is due on 04/01, there is no interest period on 04/01 because the due item can still be paid on this date - an interest posting would not be justified. On 04/02 the item is one day overdue and you can calculate interest for this day. If the item still has not been cleared by 04/10, you can calculate interest for the period from 04/01 to 04/10, equaling 9 interest days. If the item is paid on 04/11, interest can be charged for 10 days. If interest had already been calculated on an item for a date in the past, interest is recalculated from (not including) this date. This ensures that interest is calculated only once on a single item in a single period. The period on which an interest posting is based also depends on transfer days, tolerance days, and the interest frequency (period) (see Contract Accounts Receivable and Payable IMG  Business Transactions  Interest Calculation  Item Interest Calculation  Define Interest Key). In event 2065, you can change the date for the Interest Calculation To for clearing items. For amounts cleared in the account maintenance, as standard the due date of the invoice and clearing date of both items are used to calculate the interest. In event 2065, you can use the due date of the invoice amount and the value date of the payment amount to calculate the interest.

Calculating Interest Only on Open/Cleared Items Use You can use this option if you want to calculate interest only on open items, or only on cleared items.

Integration The dunning run only processes open items. Interest is therefore always calculated using the Open Items Only option. This also applies to interest calculation as part of invoicing in the IS-U application. Features For item interest calculation, you can use the open items only or cleared items only options. To use these options, set the relevant indicator on the initial screen when posting interest online. To do this, choose one of the following paths: 

Roles Process Outstanding Payments (SAP_FI_CA_OUTSTANDING_PAYMENTS)  Post Interest



SAP Menu Account  Interest  Post

Set the relevant indicator in the interest parameters when you schedule the interest run. By choosing the Open Items Only option, you can avoid overdue interest charges for debit items that have already been cleared at the time of interest calculation. This variant is particularly useful if interest is calculated on a regular basis, for example, in a monthly dunning run. Items that have been split by a partial payment are treated as follows:  

The cleared part is not considered for the interest calculation. Interest is calculated on the open part in the usual way.

By choosing the Cleared Items Only option, you can define that overdue interest charges are only calculated once an item has been cleared completely. This ensures that one source item creates only one interest item posting and one interest notification. Items that have been split by a partial payment are treated as follows: 

The subitems are always considered as a single unit. Interest is only calculated when all items have been cleared at the time of interest calculation.



The system also checks whether the clearing date for all subitems is earlier than the Calculate Interest To date

An account contains an open receivable for 100 EUR, due on 01/01. On 01/10, an incoming payment for 50 EUR is posted. There are now two items in the account: Account Document number

Subitem

Amount

Due date

Clearing

4711

0001

50 EUR

01/01

-(item open)

4711

0002

50 EUR

01/01

01/10





On 01/11, interest is calculated using the Open Items Only option. No interest is calculated for subitem 0002. For item 0001, interest is calculated for the period 01/01 to 01/11. On 01/11, interest is calculated using the Cleared Items Only option. No interest is determined for either subitem since the item has not been completely cleared yet.

Printing Interest Notifications Purpose As part of manual interest calculation, you can create written correspondence necessary for interest postings, (for example, interest notifications for business partners). You create the written correspondence using the application component Correspondence. You define the application forms using the application component Print Workbench. Prerequisites Interest has been posted. You have made the required settings in the Implementation Guide for Contract Accounts Receivable and Payable (see Basic Functions  Correspondence).

You have defined and assigned the required application forms (see Implementation Guide for Contract Accounts Receivable and Payable  Basic Functions Print Workbench  Define Application Forms). Procedure 40. ... Request the printout of an interest notification as part of manual interest calculation (see Editing Items Due for Interest). You post the interest – if you have not done so already. The system determines the data relevant for correspondence (such as business partner or contract account) and stores it in the correspondence container (see also Event-Driven Correspondence Creation). Enter and schedule a correspondence printing run (see Printing Correspondence). 41. When you execute a correspondence printing run, the selected correspondence data is read from the correspondence container, supplemented with other data where necessary, and output in the printer spooler. Result The correspondence data is available in the printer spooler either in raw data or SAPscript format. You can display the job log for the correspondence print run (see Displaying Logs for Correspondence Print Runs).

calculating Surcharges for Late Payments Use If a business partner is in arrears with payments, instead of or in addition to levying arrears interest, you can also charge an arrears surcharge for the overdue items. Features The arrears surcharges are calculated in event 0104 in the clearing processes for the following transactions:  Payment Lot, Check Lot, Credit Card Lot  Cash Desk  Cash Journal  Manual Posting with Clearing  Account Maintenance  Automatic Clearing

You cannot levy surcharges in the debit memo procedure, since you cannot charge the business partner for late payment in this situation. In dialog processing, the arrears surcharges determined for the items to be cleared are displayed per item and as a total similar to the cash discount. Items for which the system has calculated arrears surcharges have the icon with the text Surcharge for Late Payment in the column Surcharge. To display the amount of the surcharge, select the item and double-click on the gross amount. The amount appears in the column Cash Discount/Surcharge. The values calculated are proposed values that you can reduce or deactivate, but not increase. As for the calculation of cash discount deductions, in the case of a partial payment, the system carries out partial clearing and calculates the arrears surcharge proportionately. You can levy arrears surcharges when you clear with credits due, as well as when you receive payments. When calculating surcharges, the system assumes a payment date to which the surcharge is to be calculated. This means that in a clearing transaction, you can only consider payments and credits to a specific payment date. Credit items in the contract account of a business partner where the due date is different to this payment date are therefore automatically locked for the clearing processing. You have to offset credits that cannot be considered in clearing in the account maintenance. In dialog processing, these credits have the icon with the text Cannot Be Cleared Here. You can decide whether interest is calculated on items for which you have levied an arrears surcharge during clearing in event 2090. As standard, you cannot calculate interest on such items. The arrears surcharge posted appears in the interest history of the cleared item. Activities Define the revenue accounts to be posted to for the arrears surcharges in the Implementation Guide for Contract Accounts Receivable and Payable, under Basic Functions  Postings and Documents  Document  Define Account Assignments for Automatic Postings  Automatic G/L Account Determination  Define Accounts for Surcharges on Late Payments. To implement the calculation of arrears surcharges, in the Implementation Guide for Contract Accounts Receivable and Payable, under Program Enhancements Define Customer-Specific Function Modules, define an appropriate function module for event 0104. SAP provides sample implementations in the function modules FKK_SAMPLE_0104_STANDARD and FKK_SAMPLE_0104_INTEREST. See the documentation for the sample function modules FKK_SAMPLE_0104 and FKK_SAMPLE_0104_INTEREST. Example Arrears interest versus arrears surcharge A business partner has an overdue receivable in the amount of UNI 100. For the payment arrears you levy UNI 2. The business partner pays UNI 100.

You calculate arrears interest, carry out an interest run, and post an interest document in the amount of UNI 2. On receipt of the payment for UNI 100, depending on the item selection and the configuration of the clearing control, the system clears either the open receivable for UNI 100 or the interest document posted and a partial amount of UNI 98. In the first case, the interest receivable for UNI 2 remains open in the contract account of the business partner. If you have not calculated interest before receiving the payment, you can calculate interest on the item when you clear the receivable and calculate an interest item of UNI 2. In this case the interest item remains open. Arrears surcharges add business value because, in contrast to interest on arrears, you can calculate and withhold arrears surcharges when you clear the overdue receivable. The system automatically posts the arrears surcharge as a general ledger item (revenue) in the clearing document. There is no separate charges document. If the arrears surcharge calculated in event 0104 has the same amount as the corresponding interest document, in our example, UNI 2, the system would split the payment for UNI 100 proportionately as follows: For the receivable of UNI 100, the system posts a partial clearing for UNI 98.04 and revenue from surcharges of UNI 1.96. UNI 1.96 of the receivable remains open, and you can levy higher interest/charges for the next payment, since this partial amount of the receivable is cleared later. To clear all receivables completely (overdue receivable + arrears surcharge), the business partner would have to pay UNI 102. If the business partner pays, for example, UNI 51, UNI 50 of the original receivable remains open.

Supplementary Interest Calculation of Cleared Items (PSCD) Use This function effects receivables already cleared when calculating dunning interest. There are two special features when calculating dunning interest that has accrued since the last dunning run and clearing of open items: 

The grace period that postpones the due date by a certain number of days



The principle that the dunning interest calculation should begin on the first working day after the due date

Prerequisites If you want to use this function, you must define function module FMCA_SAMPLE_2090 as a customer-specific function module with event 2090 in the Customizing of Contract Accounts Receivable and Payable in IMG activity Define Customer-Specific Function Modules. If FMCA_SAMPLE_2090 does not cover your requirements, copy the function module and define this copy as a customer-specific function module with event 2090.

For more information, see the documentation on function module FMCA_SAMPLE_2090. Features Different Tolerances may be wanted for supplementary interest calculation of receivables already paid. As such a payment that occurs by check via post or mail can be entered two days later as a bank transfer without any interest on arrears being calculated. The German Fiscal Code stipulates that a grace period of five days must be adhered to for payments by bank transfer when calculating penalty surcharges for public-law receivables In addition to this, it is not possible to start the interest calculation on the first day after the due date; it can only be calculated starting from the nextworking day after the due date. Activities If a customer-specific function module was defined with event 2090, the system calculates the dunning interest that accrued between the last dunning run and clearing of open items based on the entries made.

Dunning Purpose With the component Dunning, you can create and send payment reminders or dunning letters to your business partners to remind them of overdue payables and to request payment. You can print correspondence using the component Correspondence or using the application forms of the Print Workbench that you have defined. In addition to the features of the standard delivery, you can realize industryspecific dunning activities. Industry Component Utilities (IS-U) You can dun budget billing requests as well as open items. The dunning run can create lock documents automatically. For more information about lock documents, see the documentation of the industry component Utilities under Contract Accounts Receivable and Payable Locking/Restarting a Utilities Installation and under Customer Service Locking/Restarting a Utilities Installation. You can postprocess the dunning-relevant data manually in the dunning proposal. Industry component Telecommunications (IS-T)

You can postprocess the dunning-relevant data manually in the dunning proposal. If receivables have reached a specific dunning level, you can lock the contract account or the service for a business partner automatically in the dunning activities run. (See IS-T Telecommunication Services in RM-CA  Locking Services via the Dunning Run (IS-T)). Industry component Insurance (FS-CD) The following dunning procedure types are supported:   Individual dunning notice In an individual dunning notice, all items in a contract are considered independently of one another. This means that you can have several dunning procedures for one contract.   Total dunning notice In a total dunning notice, all items in a contract are dunned with one dunning procedure.   Multiple total dunning notice A multiple total dunning notice can, in contrast to the total dunning notice, contain several total dunning notices for one business partner/insurance object relationship in parallel.   Contract dunning notice In a contract dunning notice, only one current dunning procedure exists at any one point in time. This refers to the oldest item.   Account dunning All items due for dunning for a contract account are dunned on a cross-contract basis for account dunning. The dunning procedures to be used are determined in the dunning proposal run and saved in the item.

Notes on Dunning by Dunning Procedure for Insurance Companies Like other functions, dunning in Collections/Disbursements for insurance companies is based on functions and processes provided by generic subledger accounting (Contract Accounts Receivable and Payable, FI-CA). This also affects documentation. However, some functions in insurance dunning are different. Note the following restrictions or differences for the following sections: ●

Notes on reversal of dunning runs or dunning notices are not in force for Collections/Disbursements.

●

In Collections/Disbursements, you control the determination of dunning procedures by defining a dunning variant for the contract account or the insurance object-partner relationship (or a dunning procedure for the

document), instead of a dunning procedure. Notes on dunning control for the contract account are also valid for the insurance object. ●

The dunning levels and dunning procedures to be applied are not stored in the item in Collections/Disbursements, but in the dunning history.

●

In the insurance dunning history, you can set a new dunning level for each dunning group, not for individual items. Therefore, you cannot use this new dunning level as a grouping criterion.

●

For dunning runs, the system only takes the defined amount limit for the current dunning level into account in the dunning proposal run. All items relevant for the dunning balance are added to this and compared with the amount limit for the dunning level in force. If the dunning group does not reach the amount limit, the entire group is removed from dunning. The system automatically assigns the reconciliation key used, and this cannot be changed.

●

When generating hard copy, special form classes are available for Collections/Disbursements. The forms contain no payment forms.

See also the

general notes on documentation for Collections/Disbursements.

The Dunning Process in Collections/Disbursements Process Flow The following graphic shows the process flow for a typical dunning process in Collections/Disbursements – from determination of the open items to ending a dunning procedure. Like many other functions, dunning in Collections/Disbursements for insurance companies is based on the functions and processes provided by generic subledger accounting (Contract Accounts Receivable and Payable, FI-CA). However, some functions in insurance dunning are different. To find out more, see the Notes on Insurance Dunning.

42. 146.

147.

148.

149.

150.

... 1. An open item is due for dunning if the due date for net payment, added to the days in arrears defined in the Implementation Guide, lies before the date of issue for the dunning run, and if no dunning lock is entered in the master data (contract account or insurance object). 2. To determine the dunning level for an item due for dunning, the dunning proposal run evaluates the settings in the master data, the Implementation Guide and the insurance dunning history, and forms dunning groups from the items read. 3. The dunning proposal run delivers a dunning proposal for the dunning activity run. The dunning activity run executes the activities for an insurance policy that is suitable for dunning, and calculates charges and interest. 4. If the policyholder does not react to a dunning notice, the item due for dunning is taken from the dunning proposal run and moves to the next dunning level, after the days between two dunning levels have expired (or after the days in arrears defined in the next dunning level have been exceeded), as defined in the dunning frequency. 5. A dunning procedure is ended if one of the following situations occurs:  You create an installment plan (dunning procedure ended immediately).  You have ended the dunning procedure manually in the dunning history.



An incoming payment has been received, or you have made master data changes (such as conversion of payment method, change to dunning variant). In this case, the dunning end run performs the ending. 151. 6. All dunning-relevant data from a dunning procedure is stored in the insurance dunning history.

Configuration of the Dunning Process Flows Purpose To reflect and control the dunning processes that you require using the dunning program, you first have to define the specifications for the dunning parameters described in this section in Customizing. Conversion Procedure 43. ... 152. 1. In the Implementation Guide for Contract Accounts Receivable and Payable, carry out the activities listed under Business Transactions in the sectionDunning. See also the documentation for the activities, the individual fields, and the indicators. 153. 2. Define the required dunning parameters manually in the master records of the contract accounts and/or in the document. To do this, choose one of the following paths:  Role Process Contract Account Master Data  Create Contract Account/Change Contract Account or Manual Postings  Post Document/Change Document  SAP Menu Master Data  Contract Account  Create/Change or Document  Post/Change In certain business transactions, the system can also enter dunning parameters in the contract account and/or document automatically. This enables you, for example, to default the dunning procedure when you are creating contract accounts. Using the BAPI BAPI_CTRACCONTRACTACCOUNT_CREA, you can determine dunning locks. For the industry components Public Sector Contract Accounts Receivable and Payable and Utilities, in the Implementation Guide for Contract Accounts Receivable and Payable, you can define default values for dunning procedures and dunning locks that the system then enters in the document automatically during posting (see Basic Functions  Postings and Documents  Document  Maintain Document

Account Assignments  Maintain Transactions for Public Sector Contract Accounts Receivable and Payable/Maintain Transactions for Industry Component Utilities). In the industry component Insurance, you can also define the dunning parameters for the insurance object and determine whether the dunning parameters of the contract account or insurance object are to apply. The dunning parameters defined for the document override the parameters in the master data. 154. 3. The dunning proposal run evaluates the parameters and derives the actions to be carried out. Dunning Parameters

Dunning Runs Purpose Once you have configured the dunning parameters described, the system can identify overdue receivables in the system and dun your business partners. Prerequisites To prevent you from dunning receivables that have already been paid, you should keep your postings as up-to-date as possible. This means that you should ensure that all payments received have been posted in the system and cleared with the receivables due

(for example, using the automatic clearing program in the SAP menu under Periodic Processing  For Contract Accounts  Automatic Clearing). Process Flow In Contract Accounts Receivable and Payable, you dun receivables in a dunning run. Carrying out a dunning run involves two steps: 44. 155.

... 1. Dunning proposal run (SAP menu: Periodic Processing  For Contract Accounts  Dunning  Dunning Proposal Run) 156. 2. Dunning activity run (SAP menu: Periodic Processing  For Contract Accounts  Dunning  Dunning Activity Run) In the first step, the dunning proposal run determines 

The contract accounts to be dunned, together with the items due for dunning  The valid dunning procedure and the related dunning levels for the individual items  The dunning groupings in which the items are to be summarized To determine the dunning balance, the dunning proposal run adds the amounts of the items with the highest level in a dunning grouping and compares this total with the amount limit for the applicable dunning level. If the amount limit is not reached, the program adds the total of the amounts for the items with the next lowest dunning level to the total and compares this total with the amount limit for this dunning level. The procedure continues until the amount limit for a dunning level is reached. Dunning takes place in the dunning level whose amount limit was reached. Additional receivables that were posted as dunning charges or dunning interest can therefore be included in a dunning run as if they had the dunning level of the dunning notice in which they were created. Therefore, when you group according to dunning level, the receivables and additional receivables appear in the same group. To activate this function, in Customizing, set the indicator Dunning Level in the Rule for Additional Receivables (see Implementation Guide for Contract Accounts Receivable and Payable: Business Transactions  Additional Receivables  Rules for Additional Receivables). The program uses this information to create a dunning proposal structured by dunning groups. The result of the dunning proposal is processed further in the dunning activity run. In the second step, the dunning activity run first determines the dunning activities

required depending on the dunning level of the items due for dunning and then carries these activities out. You can specify the frequency in which you want to carry out dunning runs. Dunning proposal runs and dunning activity runs can be executed more than once simultaneously and therefore enable you to process large quantities of data. The dunning proposal run proposes a reconciliation key for the documents posted during dunning. You can change this proposal manually. The dunning activity run only uses this reconciliation key if the run ID agrees with that of the dunning proposal run. The requirements of the different industries may be very varied, and so Contract Accounts Receivable and Payable offers numerous events with which applicationspecific and customer-specific requirements can be fulfilled. Dunning Runs

Result In a dunning run, you have created, for example, printed records, clerk notes, charges postings, and interest postings. The system has updated the dunning history and the dunning activity history.

Creating Printed Records Use As part of a dunning run, you want to send dunning letters and payment forms. Integration You can prepare application forms using the Print Workbench component. You then print the correspondence using the Correspondence component. The following form classes are delivered as standard: ●

FI_CA_DUNNING_NEW (Contract Accounts Receivable and Payable) with the sample application form FI_CA_DUNNING_SAMPLE_SF (Smart Form)

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IS_U_CA_DUNNING (Industry components Utilities, Telecommunications)

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ISM_CA_DUNNING (Industry component Media)

Features Depending on the dunning activity, you can create documents for a dunning notice in two ways: 2. ... ●

The dunning activity run creates the documents via industry-specific or customer-specific dunning activities. SAP does not recommend this method.

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The dunning activity Create Correspondence Request creates correspondence container entries that you print using correspondence printing (SAP menu:Periodic Processing  Correspondence  Print). In this case, you create the dunning letter itself using the print program from the Correspondence component. In events 0770 and 0773, you can determine the recipient and address for a dunning letter dependent on the dunning level.

To avoid printing dunning notices that have already been reversed, always print the documents immediately after the dunning activity run. See SAP Note 526624. Payment Forms If you use the function modules *DUNNING_PR_CORR_CONT_0350 as a dunning activity, you can also send a payment form for the dunned items and the related interest and charges documents with the dunning letter. If the activity for creating correspondence has not created a payment form number, you can assign the payment form number using the function module FKK_DUNNING_PF_NO_DET_0350. The internal and external payment form numbers are saved in the dunning header and can be used to assign the open items on payment receipt.

You print using the Print Workbench. There, certain form classes, such as form class IS_U_CA_DUNNING, provide data in the structure PAYMO Attached Payment Media Output. You can print this data on the attached payment form. The application form itself can also trigger a special printout via CALL FUNCTION OPEN_FORM. Using a Collection, you can print the application form and the payment form attached together (see also the documentation for the Print Workbench). For detailed information about creating payment forms, see Payment Forms. Activities 45. ... 157. 1. Configure the required application forms in the Implementation Guide for Contract Accounts Receivable and Payable  Basic Functions  Print Workbench  Define Application Forms). For detailed information, see Processing Application Forms in the documentation for the Print Workbench. 158. 2. Assign the application form to the required dunning activity in the IMG activity Configure Dunning Activities (Business Transactions  Dunning Notices). 159. 3. Define the dunning activities in the individual dunning levels of the dunning procedure (see Business Transactions  Dunning Notices Configure Dunning Procedures). If you set the indicator Print All Items in the Customizing for the dunning level (screen area History and Dunning Printing), you can include items that are due in the future – info items – in the printout. The info items are not displayed in the dunning history. To print the total of all items selected, you have to create the total in your dunning form in the Exit-During-Loop of level OPEN_ITEM, print it, and then reset it in the Exit-After-Loop.

Archiving Dunning Notices Use You can archive dunning notices optically. Activities In the Implementation Guide for Contract Accounts Receivable and Payable, under Basic Functions  Correspondence  Archiving  Define Archives for Paper Records, you can define which object type is to be used for archiving. Object type BUS4401 is used as standard for dunning notices. If however, you use object type CA_DUNNING for

correspondence type 0003, the selected dunning activity creates an entry in the correspondence container, and the print program archives the paper records, you can also store the dunning letters under the dunning key in the archive. If you specify key fields from the dunning header in the Business Document Navigator, you can also find dunning notices, for example, under the class name CA_DUNNINGand class type BO. Note that you cannot change the archiving object in Customizing in the meantime.

Dunning by Telephone Use You want to contact dunned business partners by telephone. Features If you define the function module FKK_SAMPLE_0350_TEL_ITEM as dunning activity in Customizing, the dunning activity run automatically includes business partners that receive a dunning notice in a telephone list. You can then use this list to contact the business partners concerned by telephone. To process the telephone list, you can use the transaction Dunning Notices Telephone List in the SAP menu under Periodic Processing  For Contract Accounts  Dunning. Several clerks can use this transaction simultaneously. If the call to the dunned business partner has been made, the clerk responsible can set the entry in the list to “Completed”. To give a business partner information during the telephone call, you can use the detailed information for an entry in the telephone list, for example, to access the account balance, to access the objects linked to the dunning notice, and to access another function that you call up installation-specific in event 9011. To document the communication with the business partner in the system, the clerk can also create customer contacts manually or automatically – depending on how the system is configured. If a clerk has removed an entry from the list for processing, this entry is locked for processing for other clerks. Once processing is complete, the clerk can set an entry to “Completed” again, or place it back in the list. When you reverse a dunning notice or a dunning run, the system can automatically delete entries in the telephone list. To do this, use function module FKK_SAMPLE_0395_TEL_ITEM in event 0395. The entry is deleted regardless of its status at this point. Using correspondence type 3003, you can use the correspondence recipient control to enter an alternative business partner in the telephone list. Authorizations The activities in the telephone list are protected by the authorization object F_KKDUTL. Connection to mySAP CRM

If you do not process the list created by the dunning activity run in Contract Accounts Receivable and Payable with the transaction Dunning Notices Telephone List, but want to forward it to an external system, for example, the call center in mySAP CRM, you have to implement events 9010, 9012, and 9013. You can forward the list as follows:  Automatically in the dunning run Define the function module FKK_TRANSFER_CALL_LIST_1799 in event 1799.  Independent of the dunning run Start report RFKKMADUTLTRANF. Make sure you read the report documentation. Using an installation-specific function module for event 0395, you keep mySAP CRM up-to-date after you have transferred the data, for example, if an entry is removed from the telephone list again as the result of a reversal of a dunning notice. You can asign the entries in the telephone list created in mySAP CRM to a clerk automatically. Depending on the settings for the replication, you can enter the clerk in CRM and/or FI-CA. The prerequisite for the automatic assignment is that the clerk in CRM also exists as business partner in the system where FI-CA runs. CRM middleware replicates the business partner Clerk and makes the assignment to the contract account. Maintenance in Contract Accounts Receivable and Payable (FI-CA) In FI-CA, enter the required clerk in the contract accounts of your business partners on the tab page General Data in the field Clerk Responsible. Maintenance in CRM System mySAP CRM portrays the clerk as a partner function using the business agreement. In Customizing for CRM you define which partner function is to be replicated in the corresponding field in the contract account. Deleting Data Records No Longer Required You can delete old entries that are no longer required – this decreases the burden on the system. In the SAP menu, choose Periodic Processing  Delete Data Entries in the Dunning Telephone List. See the report documentation. Activities Make the following settings in the Implementation Guide for Contract Accounts Receivable and Payable:  Configure the dunning activities under Business Transactions  Dunning Notices.  Using the component Customer Contact, your clerks can document communication with business partners in the system. To enable this, carry out the contact configurations for the program context SAPLFKKDUTL under Basic Functions  Customer Contacts  Define Configurations.



Under Technical Settings  Prepare Processing of Clarification Worklists, you can adjust the functions of the clarification worklist. The relevant application object has the key DUTL. In particular, here you can define your own processing status and user commands. SAP delivers the function module FKKDUTL_EVENT_UCOMEXIT_OTHER as an example for user commands.  If you use the function module FKK_SAMPLE_0746_TEL_ITEM as a dunning activity, you can also create a telephone list in Correspondence Dunning(compare Dunning Incoming Correspondence).

Functions in the Dunning History Use The system records all dunning data for each dunned item in a dunning history. There you can find out about the individual dunning steps. The dunning program uses the dunning history to determine the dunning levels. Features In the dunning history, you can see which items have been dunned for a particular area. The functions of the dunning history are protected by the following authorization objects:  F_KKDU (Dunning in Contract Accounts Receivable and Payable)  F_KKKO_BUK (Authorization in Company code)  F_KKKO_GSB (Authorization in Business Area)  F_KKKO_BEG (Authorization for Account via Authorization Group of Contract Account) The dunning header contains the field content for the company code and business area that is required for the check. The contract account in the dunning header determines the authorization group. If no contract account is specified in the dunning header (cross-contract account dunning), the system does not check the authorization group. The system issues a message informing you of how many dunning notices are not displayed due to missing authorizations. Using the authorization object F_KKDU, the system checks the dunning history for authorization for the activities Set Next Dunning Level and Reverse Dunning Notice. In the account balance and the document display, you can only display the dunning history for items that have actually been dunned, that is, items for which you have already carried out dunning activities. Items included in the dunning notice as info items (as described in Creating Printed Records) do not appear here.

For each business partner, the dunning history shows the name and address as standard. With a customer-specific module defined in event 4700, you can change this text to meet your requirements. You can display additional data fields by enhancing the customer includes of structure FKKMAKO_PLUS for the dunning header and structure FKKMAZE_STRUC for the dunning items. Then fill your additional fields using a customer module for event 0391 for the dunning header or 0392 for the dunning items.

Troubleshooting The following information will help you analyze problems that occur in dunning runs: Notes for Error Analysis and Correction Problem

Cause/Solution

An item is not dunned.

The item is not due yet or has been deferred. No dunning variant is assigned to the contract account/insurance object and no dunning procedure is assigned to the item. The item or the related contract account/insurance object has a dunning lock or posting lock. The item is in a workflow. Approval has not yet taken place. The last dunning level has been reached. The amount to be dunned is below the amount limit for dunning notices. The item is an additional receivable whose main or subtransaction has not been configured to trigger dunning. The dunning notice is not in the dunning frequency, or the defined days in arrears have not yet been reached. The item is a follow-up premium in a total dunning procedure, which still contains initial premiums. As long as these initial premiums exist, follow-up premiums are not dunned. No assignment of dunning variant, company code, product group and main and subtransaction exists for a dunning procedure, and no dunning procedure is defined for the item. A dunning trigger exists for the dunning end run, for ending the dunning procedure.

The dunning level of an item that has already been dunned is not increased.

The amount limit has not been reached for the next dunning level, which was determined for the dunning group. If the dunning balance for the dunning group is less than the amount limit defined in the Implementation Guide, the dunning group is excluded from dunning. The days in arrears, or the dunning frequency for the next dunning level, have not been reached. Comparison takes place based on the date of issue for the dunning proposal run. The Print All Items flag is set and the item is only an info item and therefore is not to be dunned. You have manually set the old dunning level as new dunning level.

Payment lock and incoming payment method are set for the contract account/insurance object. Despite this, the message Incoming Payment Method Exists appears, and no dunning notice is created.

The items in the contract account/insurance object are paid from a different contract account/insurance object where no payment lock is set. SAP note 584562 contains instructions on how you can consider payment locks of both contract accounts/insurance objects involved.

You expect one dunning notice but receive several.

The dunning run splits the dunned items into several groups. Check the dunning grouping fields and the settings for the dunning variant in Customizing, the dunning procedures of the individual items, and whether an alternative installment plan procedure has been maintained for the dunning procedure.

The dunning activity run sets the new dunning level for a dunning group, but does not execute any dunning activities.

No dunning activities were defined for the current dunning level. All items for the dunning group have been completely cleared between the dunning proposal run and the dunning activity run. Actions that could lead to clearing documents are not to be executed between the dunning proposal run and the dunning activity run.

Creditworthiness Use The creditworthiness of a business partner provides information on the business partner’s payment history and influences the selection of activities for dunning and/or returns and also the calculation of charges. Various different business transactions, such as returns, dunning notices, installment plans, and write-offs update the creditworthiness in the system automatically. You can also transfer a creditworthiness record from external systems or manually. The current status of a business partner’s creditworthiness is determined as a weighted total on the basis of the creditworthiness figures recorded over the last 48 months. You define the monthly weightings in Customizing. A creditworthiness of zero means that the business partner has an excellent payment history. The maximum value is 9999. The level of creditworthiness depends on: ●

Initialization in Customizing

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The creditworthiness factor in percent

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Manual creditworthiness

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Number of dunning notices, returns, and write-offs

The creditworthiness figure is adjusted if a dunning notice or return is reversed. Prerequisites Time-dependent weighting To determine the weighted total you have to make a time-dependent creditworthiness weighting in Customizing (see IMG structure Contract Accounts Receivable and Payable Business Transactions Dunning and/or Returns  Define Time-Dependent Creditworthiness Weightings). Dunning If you want to use creditworthiness determination, enter the dunning activities and/or dunning charges in conjunction with a creditworthiness figure. The dunning activity run reads the current creditworthiness of a business partner and selects the dunning activity and dunning charge where the creditworthiness determined is greater or the same as the creditworthiness value defined in Customizing. You can define a creditworthiness weighting in the dunning levels of dunning procedures. Once dunning has taken place, the creditworthiness figure of the current month is increased by this number.

You can define the creditworthiness figure in Customizing in each dunning procedure and dunning level (see IMG structure Contract Accounts Receivable and Payable  Business Transactions  Dunning Notices  Configure Dunning Procedure and Configure Charge Schedules for Dunning Procedure). Returns If you want to use creditworthiness determination, enter the returns activities in conjunction with a creditworthiness figure. During returns processing, the system automatically determines the creditworthiness of a business partner, and, depending on this creditworthiness, the system selects the returns activity where the creditworthiness value determined is greater or the same as the value defined in Customizing. You can define a creditworthiness weighting in the returns reasons. Once returns processing has taken place, the creditworthiness figure of the current month is increased by this figure. You can define the creditworthiness weighting with the returns reason in Customizing (see IMG for Contract Accounts Receivable and Payable  Business Transactions  Returns  Configure Returns Reasons). Write-offs Write-offs can also have a negative effect on a customer's creditworthiness. If you want to use creditworthiness determination, enter the write-offs in conjunction with a creditworthiness figure. You can define the creditworthiness weighting with the write-off reasons in Customizing (see IMG for Contract Accounts Receivable and Payable  Business Transactions  Write-Offs  Configure Write-Off Reasons). Installment Plan In the Implementation Guide for Contract Accounts Receivable and Payable, under Business Transactions  Deferral and Installment Plan, you can: ●

In the Define Categories for Installment Plan activity, define a creditworthiness number for each installment category. On the creation of an installment plan it is assigned to the related business partner.

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In the Define Deactivation Reasons for Installment Plan activity, for each deactivation reason, define whether a creditworthiness entry updated on creation of the installment plan is to be reversed when the installment plan is deactivated.

Features The system automatically determines the creditworthiness of a business partner in returns processing and in a dunning run. The creditworthiness influences the activities and the charges levied, provided that you have defined the activities and charges dependent on creditworthiness in Customizing. There is a display and change function for creditworthiness. The features are as follows:

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You can display the automatically determined creditworthiness of every business partner in a creditworthiness history. Using the creditworthiness history you can see an overview of when the creditworthiness of a business partner changed (SAP menu: Account  More Information Creditworthiness).

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You can enter or change the creditworthiness manually. The manual creditworthiness is added to the value of the automatically determined creditworthiness, and thus forms the overall creditworthiness of a customer.

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You can enter a percentage creditworthiness factor for each business partner. You use this factor to weight the creditworthiness depending on the business partner.

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You can fix the current value of the automatically determined creditworthiness. The creditworthiness value can then only change for reasons relating to creditworthiness, such as dunning or dunning notice reversal, but not for time-dependent reasons.

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You can release this fixed value manually, so that the creditworthiness can change for time-dependent reasons.

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You can enter or reverse a creditworthiness record manually or with a BAPI in the creditworthiness history. The system then determines the new creditworthiness automatically.

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For the creditworthiness of a business partner, SAP delivers the object type CA_CRDRTNG and the BAPIs contained therein. Change documents record any entries or changes that you have made to the manual creditworthiness, as well as changes to the percentage creditworthiness factor. If there is no data record for the current calendar year when you call the Change Creditworthiness function, the system automatically creates an initial record. The initial record contains the current calendar year. All other values in the creditworthiness records are blank. Activities To display or change the creditworthiness of a business partner, choose one of the following paths: ●

Function Business Partner Account Information(SAP_FI_CA_PARTNER_ACCOUNT_INFO)  Display Business Partner Creditworthiness or Change Business Partner Creditworthiness.

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SAP Menu

Master Data  Business Partner  Display/Change Creditworthiness

Collections Management Purpose The Collections Management component supports you in drawing your customers' attention to overdue payables and requesting payment. You can print correspondence using the Correspondence component or using the application forms of the Print Workbench that you have defined. Integration Work items created in Contract Accounts Receivable and Payable are processed exclusively by collection specialists in Customer Relationship Management(CRM) in Financial Customer Care.

Configuration of Dunning by Collection Strategy Purpose To map and control the collection processes you require using the dunning programs, you must first make the system settings described in this section. The determination of the dunning activities in the dunning programs takes place using the Business Rules Framework (BRF) or the Business Rules Framework plus(BRFplus). For more information about the Business Rules Framework (BRF), see SAP Library for SAP ERP on the SAP Help Portal at http://help.sap.com/erp SAP ERP Enhancement Packages  SAP ERP Cross-Application Functions  Cross-Application Services  Business Rule Framework (BRF) and Business Rule Framework plus (BRFplus). Process Flow 46. ... 160. 1. In Customizing for Contract Accounts Receivable and Payable, execute the activities under Business Transactions  Dunning  Dunning by Collection Strategy. See also the documentation for the activities, the individual fields, and the indicators. 161. 2. Define the required dunning locks manually in the master records of the contract accounts and/or in the document. On the SAP Easy Access screen, chooseMaster Data  Contract Account  Create/Change or Document  Post/Change If you define the relevant strategy in Customizing for Contract Accounts Receivable and Payable under Business Transactions  Dunning  Dunning by Collection Strategy  Master Data Grouping  Define Default Values for Contract Account Group and

Strategy, in specific business transactions the system can automatically set dunning locks in the contract account and/or document. Using the BAPI BAPI_CTRACCONTRACTACCOUNT_CREA, you can transfer dunning locks. For the industry components Public Sector Contract Accounts Receivable and Payable and Utilities, in Customizing for Contract Accounts Receivable and Payable, you can define default values for dunning procedures and dunning locks that the system then enters in the document automatically during posting (see Basic Functions  Postings and Documents  Document  Maintain Document Assignments  Maintain Transactions for Public Sector Contract Accounting/Maintain Transactions for IS-U). 162. 3. The dunning proposal run evaluates the parameters and derives the actions to be carried out. Result If collection grouping is active for a company code, dunning is by collection strategy instead of by dunning procedure.

Dunning Runs Purpose Once you have configured the dunning parameters described, the system can identify overdue receivables in the system and dun your business partners. Prerequisites To prevent you from dunning receivables that have already been paid, you should keep your postings as up-to-date as possible. This means that you should ensure that all payments received have been posted in the system and cleared with the receivables due (for example, using the automatic clearing program in the SAP menu under Periodic Processing  For Contract Accounts  Automatic Clearing). Process Flow In Contract Accounts Receivable and Payable, you dun receivables in a dunning run. Carrying out a dunning run involves two steps: 47. ... 163. 1. Dunning proposal run (SAP menu: Periodic Processing  For Contract Accounts  Dunning  Dunning Proposal Run) 164. 2. Dunning activity run (SAP menu: Periodic Processing  For Contract Accounts  Dunning  Dunning Activity Run) In the first step, the dunning proposal run determines

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The contract accounts to be dunned, together with the items due for dunning

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The master data groups in which the items are to be summarized

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The strategy for dunning the master data groups

The result of the dunning proposal is processed further in the dunning activity run. In the second step, the dunning activity run first determines the dunning activities required depending on the collection step and then carries these activities out. You can specify the frequency in which you want to carry out dunning runs. Dunning proposal runs and dunning activity runs can be executed more than once simultaneously and therefore enable you to process large quantities of data. The dunning proposal run proposes a reconciliation key for the documents posted during dunning. You can change this proposal manually. The dunning activity run only uses this reconciliation key if the run ID agrees with that of the dunning proposal run. The requirements of the different industries may be very varied, and so Contract Accounts Receivable and Payable offers numerous events with which application-specific and customer-specific requirements can be fulfilled. Result In a dunning run, you have created, for example, printed records, clerk notes, charges postings, and interest postings. The system has updated the dunning history.

Creating Printed Records Use As part of a dunning run, you want to send dunning letters and payment forms. Integration You can prepare application forms using the Print Workbench component. You then print the correspondence using the Correspondence component. The following form classes are delivered as standard: ●

FI_CA_DUNNING_NEW (Contract Accounts Receivable and Payable) with the sample application form FI_CA_DUNNING_SAMPLE_SF (Smart Form)

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IS_U_CA_DUNNING (Industry components Utilities, Telecommunications)

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ISM_CA_DUNNING (Industry component Media)

Features Depending on the dunning activity, you can create documents for a dunning notice in two ways: ●

The dunning activity run creates the documents via industry-specific or customer-specific dunning activities. SAP does not recommend this method.

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The Create Correspondence Request dunning activity creates correspondence container entries that you print using correspondence printing (SAP menu:Periodic Processing  Correspondence  Print). In this case, you create the dunning letter itself using the print program from the Correspondence component. In events 0770 and 0773, you can determine the recipient and address for a dunning letter dependent on the collection step. Payment Forms If you use the function modules *DUNNING_PR_CORR_CONT_0350 as a dunning activity, you can also send a payment form for the dunned items and the related interest and charges documents with the dunning letter. If the activity for creating correspondence has not created a payment form number, you can assign the payment form number using the function module FKK_DUNNING_PF_NO_DET_0350. The internal and external payment form numbers are saved in the dunning header and can be used to assign the open items on payment receipt. You print using the Print Workbench. There, certain form classes, such as form class IS_U_CA_DUNNING, provide data in the structure PAYMO Attached Payment Media Output. You can print this data on the attached payment form. The application form itself can also trigger a special printout via CALL FUNCTION OPEN_FORM. Using a Collection, you can print the application form and the payment form attached together (see also the documentation for the Print Workbench). For detailed information about creating payment forms, see Payment Forms. Activities Configure the required application forms in the Implementation Guide for Contract Accounts Receivable and Payable  Basic Functions  Print Workbench Define Application Forms). For detailed information, see Processing Application Forms in the documentation for the Print Workbench. Assign the application form to the required dunning activity in the Configure Dunning Activities IMG activity (Business Transactions  Dunning). Define the dunning activities in the individual collection steps (see Business Transactions  Dunning  Configure Dunning Steps).

Archiving Dunning Notices Use You can archive dunning notices optically. Activities In the Implementation Guide for Contract Accounts Receivable and Payable, under Basic Functions  Correspondence  Archiving  Define Archives for Paper Records, you can define which object type is to be used for archiving. Object type BUS4401 is used as standard for dunning notices. If however, you use object type CA_DUNNING for correspondence type 0003, the selected dunning activity creates an entry in the correspondence container, and the print program archives the paper records, you can also store the dunning letters under the dunning key in the archive. If you specify key fields from the dunning header in the Business Document Navigator, you can also find dunning notices, for example, under the class name CA_DUNNINGand class type BO. Note that you cannot change the archiving object in Customizing in the meantime.

Reversing Dunning Runs Use If a dunning activity run has not been performed correctly (for example, incorrect issue date), or if individual items of the dunning activity run have not been successfully posted, because, for example, individual business partners were locked by a parallel process, you can use the Mass Reversal of Dunning Noticestransaction to reverse a complete dunning proposal run or the dunning notices not run successfully, and to reset all entries with errors in the dunning activity run. Features The system resets either the whole run or the items that were not successfully posted and marks the relevant entries in the dunning history as being reversed. The system determines and reverses the charges and interest posted during the dunning activity run and resets the creditworthiness for the customer in question. To reset additional dunning activities, you have to define a function module for event 0395 for each activity. Note for the industry component Utilities Industry The lock document created by the dunning notice is deactivated. Activities 48. ... 165. 1. In the SAP menu, choose Periodic Processing  For Contract Accounts  Dunning  Mass Reversal of Dunning Notices.

166. 167.

2. Enter a date and an ID that you can use to identify the run later. 3. On the General Selections tab page, specify the ID of the dunning proposal run that you want to reverse. 168. 4. Execute the run. For more information about scheduling the run, see Functions for Scheduling Program Runs.

Functions in the Dunning History Use The system records all dunning data for each dunned item in a dunning history. There you can find out about the individual dunning steps. Features In the dunning history, you can see which items have been dunned for a particular area. The functions of the dunning history are protected by the following authorization objects: ●

F_KKDU (Dunning in Contract Accounts Receivable and Payable)

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F_KKKO_BUK (Authorization in Company code)

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F_KKKO_GSB (Authorization in Business Area)

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F_KKKO_BEG (Authorization for Account via Authorization Group of Contract Account) The dunning header contains the field content for the company code and business area that is required for the check. The contract account in the dunning header determines the authorization group. If no contract account is specified in the dunning header (cross-contract account dunning), the system does not check the authorization group. The system issues a message informing you of how many dunning notices are not displayed due to missing authorizations. Using the authorization object F_KKDU, the system checks the dunning history for authorization for the activities Set Next Dunning Level and Reverse Dunning. For each business partner, the dunning history shows the name and address as standard. With a customer-specific module defined in event 4700, you can change this text to meet your requirements. You can display additional data fields by enhancing the customer includes of structure FKKMAKO_PLUS for the dunning header and structure FKKMAZE_STRUC for the dunning items. Then fill your additional fields using a customer module for event 0391 for the dunning header or 0392 for the dunning items.

Updating the Creditworthiness Use The creditworthiness of a business partner provides information about his payment behavior. Various different business transactions, such as returns, dunning notices, and write-offs update the creditworthiness in the system automatically. You can also transfer a creditworthiness record from external systems or manually. The current status of a business partner’s creditworthiness is determined as a weighted total on the basis of the creditworthiness figures recorded over the last 48 months. You define the monthly weightings in Customizing. A creditworthiness of zero means that the business partner has an excellent payment history. The maximum value is 9999. The level of creditworthiness depends on: ●

Initialization in Customizing

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The creditworthiness factor in percent

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Manual creditworthiness

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Number of dunning notices, returns, and write-offs

The creditworthiness figure is adjusted if a dunning notice or return is reversed. Prerequisites Time-dependent weighting To determine the weighted total you have to make a time-dependent creditworthiness weighting in Customizing (see IMG structure Contract Accounts Receivable and Payable Business Transactions Dunning and/or Returns  Define Time-Dependent Creditworthiness Weightings). Dunning In Customizing, you can define a creditworthiness weighting for collection steps. After dunning, the creditworthiness figure of the current month is increased by this figure. Define the creditworthiness figure in the Implementation Guide for Contract Accounts Receivable and Payableunder Business Transactions Dunning Dunning by Collection Strategy  Define Collection Step. Returns If you want to use creditworthiness determination, enter the returns activities dependent on a creditworthiness. During returns processing, the system automatically determines the creditworthiness of a business partner, and,

depending on this creditworthiness, the system selects the returns activity where the creditworthiness value determined is greater or the same as the value defined in Customizing. In Customizing, you can define a creditworthiness weighting in the returns reasons. Once returns processing has taken place, the creditworthiness figure of the current month is increased by this figure. You can define the creditworthiness weighting with the returns reason in Customizing (see IMG for Contract Accounts Receivable and Payable  Business Transactions  Returns  Configure Returns Reasons). Write-Offs Write-offs can also have a negative effect on a customer's creditworthiness. If you want to use creditworthiness determination, enter the write-offs in conjunction with a creditworthiness figure. You can define the creditworthiness weighting with the write-off reasons in Customizing (see IMG for Contract Accounts Receivable and Payable  Business Transactions  Write-Offs Configure Write-Off Reasons). Features The system automatically determines the creditworthiness of a business partner in returns processing and in a dunning run. The creditworthiness influences the activities and the charges levied, provided that you have defined the activities and charges dependent on creditworthiness in Customizing. There is a display and change function for creditworthiness. The features are as follows: ●

You can display the automatically determined creditworthiness of every business partner in a creditworthiness history. Using the creditworthiness history you can see an overview of when the creditworthiness of a business partner changed (SAP menu: Account  More Information Creditworthiness).

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You can enter or change the creditworthiness manually. The system adds the manual creditworthiness to the value of the creditworthiness determined automatically. The result is the total creditworthiness of a customer.

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You can enter a percentage creditworthiness factor for each business partner. You use this factor to weight the creditworthiness depending on the business partner.

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You can fix the current value of the automatically determined creditworthiness. The creditworthiness value can then only change for reasons relating to creditworthiness, such as dunning or dunning notice reversal, but not for time-dependent reasons.

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You can release this fixed value manually, so that the creditworthiness can change for time-dependent reasons.

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You can enter or reverse a creditworthiness record manually or with a BAPI in the creditworthiness history. The system then determines the new creditworthiness automatically.

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For the creditworthiness of a business partner, SAP delivers the object type CA_CRDRTNG and the BAPIs contained therein. Change documents record any entries or changes that you have made to the manual creditworthiness, as well as changes to the percentage creditworthiness factor. If there is no data record for the current calendar year when you call the Change Creditworthiness function, the system automatically creates an initial record. The initial record contains the current calendar year. All other values in the creditworthiness records are blank. Activities To display or change the creditworthiness of a business partner, in the SAP menu, choose Master Data  Business Partner  Display/Change Creditworthiness.

Creating Collection Work Items Use You create collection work items in the dunning activity run, if you want specialists to contact customers by phone to remind them of amounts due and request payment. Prerequisites On the SAP Easy Access screen, under Periodic Processing  For Contract Accounts  Dunning, you have maintained the responsibilities for your departments and units. For more information, see Determining Responsibilities for Processing Work Items. Integration Collection work items are processed by collection specialists in the Interaction Center WebClient in SAP Customer Relationship Management (CRM). The communication between the ERP system (Contract Accounts Receivable and Payable) and the CRM system (Financial Customer Care) takes place using API function modules. Collection specialists cannot process collection work items in Contract Accounts Receivable and Payable. Managers, that is, users in the role of the person responsible for a collections department or collections unit, can perform the following functions in Contract Accounts Receivable and Payable by choosing from the SAP Easy Access screen Periodic Processing  For Contract Accounts  Dunning  Manage Worklists:

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Close collection work items

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Reopen collection work items

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Change the responsibility for collection work items

If a collections specialist enters a new contact person for a collection work item in the Interaction Center WebClient, you can adopt the data in the business partner master data in Contract Accounts Receivable and Payable. When a collection specialist enters a contact person in the Interaction Center WebClient, CRM updates a corresponding trigger in Contract Accounts Receivable and Payable. You must process these triggers regularly in Contract Accounts Receivable and Payable using the Update Contact Persons transaction from the SAP Easy Access screen under Master Data Business Partners Data for Collections Management. Features The dunning activity run, in the context of a collection strategy or a dunning procedure, executes the dunning activities defined in Customizing. The dunning activity controls which measures are performed when a collection step or a dunning level is reached. If the measure is creating a collection work item, then configure the corresponding dunning activities with the function module FKK_0350_WLI_CREATE_AND_CLOSE. The module: ●

Creates collection work items

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Closes existing collection work items

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Assigns collection work items to departments, units, and specialists based on the settings in organizational management You use the work item category to control the attributes of collection work items, and to control their processing and assignment to worklists. You assign dunning activities to the work item category in Customizing. Collection work items are managed using the collection worklist. Each dunning activity run can create one worklist for each work item category − dependent on the Customizing settings for work item categories (see point 3 under Activities). In event 1037, you can define classification criteria for assigning collection work items to worklists. In that way, you can automatically distribute the collection work items of a dunning activity run to several worklists. There is an example program for classification criteria in sample function module FKK_SAMPLE_1037. You can implement default settings for certain worklist attributes in event 1036. If work items are not assigned to a worklist, they remain in their initial status and cannot be processed by a specialist. Managers, that is users in the role of the person responsible for a collections department or collections unit, access worklists as follows: ●

From the SAP Easy Access screen under Periodic Processing  For Contract Accounts  Dunning  Manage Worklists

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Using the CRM WebClient user role FICACM

Activities 169. 1. Configure dunning activities for creating collection work items in Customizing for Contract Accounts Receivable and Payable under Business Transactions Dunning. 170. 2. If you dun using dunning procedures, assign dunning activities to dunning levels in Customizing for Contract Accounts Receivable and Payable underBusiness Transactions  Dunning  Dunning by Dunning Procedure  Configure Dunning Procedure. If you dun by collection strategy, assign dunning activities to collection steps in Customizing for Contract Accounts Receivable and Payable underBusiness Transaction  Dunning  Dunning by Collection Strategy  Define Collection Step. 171. 3. Define work item categories in Customizing for Contract Accounts Receivable and Payable under Business Transactions  Dunning  Worklists and Work Items  Define Work Item Categories. Using the processing type in the configuration of the work item categories, you can specify if work items are to be processed by a specialist or by an automatic dialer. Either the dunning activity run or the manager assigns dialer work items to a dialer worklist. If a manager releases a dialer worklist, the system sends all dialer work items that it contains to an external system (power dialer) by means of a notification message (XI). This external system assigns a specialist, who contacts the customer, to each dialer work item. The external system makes the phone call to the business partner. In event 1049, you convert the connection status to the business partner, which was determined using the XI interface, into the substatus of a work item. In the ERP system, the substatus then shows the status of work item at the dialer (such as, business partner not reached, line busy, business partner currently being called). Using the creation mode, you specify if the dunning activity run automatically groups the work items into a worklist, adds the work items automatically to a standing worklist, or if the work items are grouped manually in a worklist. Once a dunning activity run has created a standing worklist, the system automatically adds new work items to the standing worklist. This type of worklist always remains open, it is never ended by the system. If you set the Own Worklist indicator, the dunning activity run groups the collection items of this category in their own worklist. Using the processing deadline, you specify if the work items have to be processed before the next time the dunning activity run is executed. If theMandatory indicator is set for a work item category, and a work item of

this category is still open the next time the dunning activity run is executed, the work item is excepted from further dunning. If the indicator is not set, the dunning activity run closes the work item and creates a new collection work item. If you set the Enforcement WI indicator, the dunning run automatically assigns the generated work items to an item list. The dunning activity run always assigns collection work items of this category to a separate worklist. 172. 4. Assign dunning activities to the work item categories in Customizing for Contract Accounts Receivable and Payable under Business Transactions Dunning  Worklists and Work Items  Assign Work Item Categories to Dunning Activities. 173. 5. On the SAP Easy Access screen, under Periodic Processing  For Contract Accounts  Dunning, maintain the responsibilities for your collections departments, collections units and collection specialists.

Determining Responsibilities for Processing Work Items Use To enable the work items created by the dunning run to be processed, the responsible clerks must be assigned. Prerequisites To enable the system to automatically assign collection work items created by the dunning activity to a department of a collections department in the dunning run, you performed the following steps starting on the SAP Easy Access screen under Tools  Business Workflow  Organizational Plan  Organizational Plan  Organization and Staffing  Display: 174. 1. Create at least one department with a manager (department manager) and assign the standard task FICA Collections Department to this department. 175. 2. Beneath the department, create the work groups required (across several hierarchies), each with a leader (group leader) and assign the standard taskFICA Collections Unit to these groups. 176. 3. Beneath each work group, create a position and assign the standard task FICA Collection Specialist to this position. 177. 4. Under each position, create the system user of the clerk who fulfills this position.

For more information about organizational management, see SAP NetWeaver Library under SAP NetWeaver by Key Capability  Application Platform by Key Capability  Business Services  Organizational Management (BC-BMT-OM). Features The dunning run automatically assigns the work items created to a department. On the SAP Easy Access screen under Periodic Processing  For Contract Accounts  Dunning  By Collection Strategy Responsibilities, you can define responsibilities for departments, work groups, or collection specialists. Using the Define Additional Department or Group Head transaction, you can create (external) employees, who are not assigned to a collection department in organizational management, as additional managers of a collections department or collections unit. Using the Define Additional Collection Specialist transaction, you can create (external) employees, who are not assigned to a collection department in organizational management, as additional collections specialists. This means that when you create a work item, the system can assign a work group or specialist, in addition to the department. A department or group manager can change the automatic assignment of work groups and specialists manually (see Worklist). In Customizing for Contract Accounts Receivable and Payableunder Business Transactions Dunning  Dunning by Collection Strategy  Clerk Determination, you can also define replacement tasks for determining the collection specialist. To simulate the assignment of work items generated in the dunning run, on the SAP Easy Access screen, choose Periodic Processing  For Contract Accounts  Dunning  By Collection Strategy  Responsibilities  Simulate Responsibilities. Here you can simulate the derivation of the three hierarchy levels in one step using data from dunning. This means that the test directly follows the flow of the dunning program (see SAP Easy Access screen: Periodic Processing -> For Contract Accounts -> Dunning -> Areas of Responsibility).

Managing Worklists (SAP GUI) Use Worklists group collection work items for processing. Prerequisites You have defined organizational management from the SAP Easy Access screen by choosing Tools  Business Workflow  Organizational PlanOrganizational Plan  Organization and Staffing. Features The work item category controls the assignment of work items to one of the following types of worklist.

The assignment to a worklist specifies the following for a work item: ● ●

Its priority (using a valuation rule) How many collection work items a collection specialist is allowed to assign to himself and how many he is allowed to be processing at the same time

Activities 178. 1. To process worklists, from the SAP Easy Access screen choose Periodic Processing  For Contract Accounts  Dunning  Manage Worklists. 179. 2. On the following tab pages you can get an overview of all worklists and how complete their processing is: ○

The New Work Items tab page shows the manager all departments assigned to him, and the number of work items that are assigned to his departments and units, but are not assigned to a worklist.

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The Current Worklists tab page shows all worklists that are assigned to the departments/units of the manager and which contain at least one not completed work item.

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The Completed Worklists tab page shows all worklists that are assigned to the departments/units of the manager and which contain only completed work items. The Current Distrib. tab page shows the distribution of work items to the individual organizational units (department, unit, specialist). The system considers completed work items in the distribution only if they were finished on the same day the transaction is called. 180. 3. Below each tab page there are pushbuttons you can use to: ○

Create new worklists by grouping items and release them

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Assign work items to work groups and specialists

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Process the attributes of worklists

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Display work items

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Close work items

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Reopen work items

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Query the status of dialer work items from an external system (power dialer)

Managing Worklists (UI Framework) Worklists group together collection work items for processing. Prerequisites  You have defined organizational management on the SAP Easy Access screen under Tools Business Workflow Organizational Plan Organizational Plan Organization and Staffing . You have assigned users in the role of the person responsible for a collections department or collections unit (manager) the user role FICACM. For more information on organizational management, see SAP NetWeaver Library under SAP NetWeaver by Key Capability Application Platform by Key Capability Business Services Organizational Management (BCBMT-OM) .  You have made settings for the WebClient UI Framework in Customizing for Contract Accounts Receivable and Payable under Technical Settings UI Framework . Features A manager (that is, a user with the role of person responsible for a collections department or collections unit) has all the same functions available in the WebClient user role that are available in the SAP GUI transaction. However, here a manager can also:  Change the assignment of work items to worklists That means that a manager can move work items from one worklist to another.  Temporarily remove work items from processing  Get an overview of the assignment of work items to units and departments The authorizations necessary for managing worklists are contained in the role SAP_WUIF_FICA_COLL_MANAGER. For processing, the following pages are available in the navigation bar:  Collection Work Items Assignment  Create Worklist  Find Work Item  Find Worklist NOTE If you host the application in a central Data Center and end users have access using WAN, this has a negative effect on performance. In this case, Accelerated Application Delivery for SAP NetWeaver offers a solution. For more information, see the SAP Service Marketplace athttps://service.sap.com/installnwaccad.

Activities Call transaction WUI and then proceed as follows: To get an overview of the assignment of collection work items to specialists and organizational units: In the navigation bar, choose Collection Work Items Assignment. In the work area, you can get an overview of all work items and how complete their processing is, related to the organizational unit. In detail, you receive information about:  How many work items are assigned to an organizational unit  How many work items there are in each processing status  What the total amount is for the work items assigned to an organizational unit  How many work items were closed in the course of the day, and what the total amount of these work items is To create worklists: 1. In the navigation bar, choose Create Worklist. 2. Enter an ID, a processing type for the work items of the worklist, and a department that is responsible for processing the worklist. By entering a description and a text, you can also describe the worklist more precisely to enable you to identify it more easily later. By entering an execution date, you specify the latest end date for a work item of the worklist. You can overwrite this date with a later date. As an attribute of the worklist, the date serves informational purposes only. If you enter a valuation rule, you can prioritize the work items of the worklist; the work items then receive a certain ranking depending on how important they are. In the field Maximum Number Uncompleted Work Items, you can enter the maximum number of work items a specialist is allowed to have in processing. In the field Number of Work Items per Assignment, you can specify the number of work items that a specialist receives through automatic assignment. 3. Choose Add Work Items. 4. In the dialog that appears, select the work items you want by entering appropriate selection criteria. To add work items to the work list, choose the Choose pushbutton. By choosing Remove Work Items (Remove Work Items), you can remove the selection again. If you have already saved the assignment, this function is no longer available. To remove work items in that case, you have to assign them to another list. 5. Save the worklist and if you choose, release it. To do so, choose Save (Save) or Save and Release (Save and Release).

You have to release the worklist in order for specialists to be able to assign themselves the work items. If you assign work items to your worklist that are already released, the system releases the worklist immediately when you save. 6. If you want to change the header data of the worklist afterward, choose Edit (Edit). To search for collection work items: 1. In the navigation bar, choose Find Work Items. 2. Enter your selection criteria and choose Find. In the work area, you can select individual work items and process them. To search for worklists: 1. In the navigation bar, choose Find Worklist. 2. Enter your selection criteria and choose Find. In the work area, you can now select a worklist and close and remove work items. If you regularly use the same search criteria, you can save these under an ID. Enter the ID in the Save Search As field, and choose . You can then enter this ID in the Central Search area in the Saved Searches field, and use it by choosing the Start pushbutton. Using the pushbutton, you can delete existing selections. More Information For information about the UI Framework, see the SAP Help Portal under Business Suite SAP Customer Relationship Management Customer Relationship Management WebClient UI Framework .

SAP

Collection History Definition Analysis tool that brings business transactions in Collections Management into a total view with reference to the business partners affected. Use You call the collection history in the SAP menu under Account  More Information. To display the collection history, you can choose between a tabular and a hierarchical view of the events. Structure In the collection history, business transactions are viewed as events that are subdivided using event categories. SAP delivers events of the following category: ●

Dunning

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Correspondence

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Work item

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Payment

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Promise to pay

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Installment plan

In addition, you can integrate further events using a customer enhancement. In Customizing you can place these events (business transactions) in context and assign specific transactions to one another. You make the settings in the Implementation Guide for Contract Accounts Receivable and Payable under Business Transactions  Dunning  Collection History. For detailed information, see the documentation for the individual activities. Example ●

The system assigns a correspondence to a specific installment plan if the correspondence is an installment plan notification for this installment plan.

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The system assigns a work item to a specific dunning notice if the work item has arisen from a dunning activity for this dunning notice.

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The system assigns a payment to a specific promise to pay if the promise to pay was closed by this payment.

Valuating the Success of Dunning Use With the Success Valuation of Dunning mass activity, you can determine whether the dunnings that you executed in Collections Management and the dunning procedure or collection strategy you selected were successful. Features The success valuation checks to what extent the dunning items have been paid and whether the payment was so close after the dunning that the dunning can be seen as causing the payment. The result of the analysis is a success percentage rate that the valuation run enters in the dunning history (table FKKMAKO), or the display of another agreement (installment plan, promise to pay) made after dunning. The determination of the success is not subject to a fixed logic and can be performed by an installation-specific function module for event 0393. SAP

provides the sample module FKK_SAMPLE_0393 where, for example, each payment received within 7 days of dunning is seen as a 100% success. Each further day of delay reduces the success percentage rate by 2.5%. If EUR 100 is dunned, and a payment of EUR 70 is received after 7 days, and the remaining amount of EUR 30 is paid after 15 days, this results in a success percentage rate of 100% for EUR 70, and 80% for EUR 30. The weighted average is then 94%. The valuation run enters this value in the dunning history. Activities 49. ... 181. 1. In the SAP menu, choose Periodic Processing  For Contract Accounts  Dunning  Success Valuation of Dunning. 182. 2. Enter a date and an ID that you can use to identify the run later. 183. 3. On the Selections tab page, you can restrict the dunnings to be selected by business partner and company code or the run parameters of one or more dunning runs. 184. 4. Schedule the program run. For more information, see Functions for Scheduling Program Runs.

Determining the Optimum Collection Strategy You can use test series to determine which collection strategies achieve the highest success rates during dunning. Features You define collection strategies in your system and assign these strategies to contract accounts or contracts that you want to dun using the given strategy. To optimize your collection process, you can compare newly designed strategies with existing strategies. To do so, you can juxtapose an existing strategy (called a champion strategy) and a new strategy (called a challenger strategy) in a test series. This means, for a certain period of time you can use the challenger strategy to dun a certain percentage of the master data that is actually subject to the champion strategy. By subsequently analyzing how successful the dunning was, you can determine which strategy is more effective. To compare the strategies, follow these steps: 1. Using test series, you define which champion strategies you want to replace with which challenger strategies. You also specify what percentage of the master data the change is applied to. (On the SAP Easy Access screen, choose Periodic Processing For Contract Accounts

Dunning By Collection Strategy Process Test Series for Strategy Replacement .) In doing so, you tailor each challenger strategy to just one champion strategy. 2. You determine the master data, for which you want the system to replace the strategy, and you replace the strategy. (On the SAP Easy Access screen, choose Periodic Processing For Contract Accounts Dunning By Collection Strategy Determine Master Data for Test Series .) 3. By analyzing the time periods in which a champion or challenger strategy was used, you can form conclusions about the efficiency of the given strategy by means of reporting in Business Intelligence (BI) and by using Success Valuation of Dunning Notices (on the SAP Easy Access screen, choose Periodic Processing For Contract Accounts Dunning ). The system records which master data is assigned to which challenger strategy. It automatically prevents the master data from being assigned to more than one challenger strategy at the same time. Both strategies are displayed in the dunning header. The dunning history informs you if the dunning run is currently using the champion strategy or the challenger strategy. (On the SAP Easy Access screen, choose Account Further Information Dunning History .) NOTE At event 1038, you can exclude certain master data from being assigned to a challenger strategy.

Updating Collection Strategies If you want to replace a collection strategy, for example because you have determined the optimum collection strategy, you can replace it in a program run in the master data of all affected business partners. Features You update collection strategies at the master data level (contract account, contract account group, contract, contract group). In doing so, you can:  Explicitly enter the new collection strategy that you want to replace the collection strategy entered in the master data  Enter a test series that the program run uses to replace the collection strategy

Activities From the SAP Easy Access screen, under Periodic Processing For Contract Accounts Dunning By Collection Strategy Process Update Run for Collection Strategies , you can:  Display the log for an update run  Execute an update run again for one that had errors  Undo an update run For more information, see the program documentation.

Recording BRF Traces or BRFplus Traces Using a BRF or BRFplus trace, you can, in individual cases, interpret decisions of the Business Rules Framework (BRF) or the Business Rules Framework plus (BRFplus), and based on this you can make targeted adjustments to the check rules in BRF or BRFplus. Features You trigger the recording of a BRF or BRFplus trace in the dunning proposal run by setting the Trace Active indicator on the Dunning Parameters tab page. (On the SAP Easy Access screen, choose Periodic Processing For Contract Accounts Dunning Dunning Proposal Run .) To reduce the load on your database, enter an amount of time after which the BRF trace or BRFplus trace is released to be deleted. Enter this in the Days Until Trace Deleted field. Based on the number of days you enter, the system determines the date the trace expires and stores this date in the trace data record. The system automatically proposes 30 days. However, you can change this value. If you do not enter a value, the system automatically sets the expiration date to December 31, 9999. Once the expiration date has been reached, the system deletes the BRF trace or BRFplus trace automatically the next time the dunning proposal run is executed. In the case of BRF or BRFplus traces with the expiration date December 31, 9999, the system never deletes them automatically. You delete these traces manually. On the SAP Easy Access screen, choose Periodic Processing Delete Data Delete BRF Trace . You can also use the same transaction to directly delete BRF and BRFplus traces that do have an expiration date. You can display recorded BRF or BRFplus traces using these methods:  Using the report Collections Management: Display BRF Trace You call the report either from the SAP Easy Access screen or in the dunning proposal run. On the SAP Easy Access screen, choose Periodic Processing For Contract Accounts Dunning By Collection Strategy Display BRF Traces . To call the report in the dunning proposal run, enter

the date ID and the run ID of the run you want. On the Dunning Parameters tab page, choose the Trace (Display Trace) pushbutton. Here you can display BRF or BRFplus traces using different selections. You can select by dunning proposal run using the date ID and run ID. Or you can display for business partners, contract account groups, collection steps, and collection strategies. Displaying for contract accounts and business partners is only possible here if the system has actually generated dunning headers.



NOTE If the system did not generate any dunning notices, you can access the report only by means of the BRF or BRFplus trace. In the dunning history You access the dunning history from the menu of the dunning proposal run under Environment Dunning History . Or on the SAP Easy Access screen, choose Account Further Information . Then in the history display, choose the Trace ( Display Trace) pushbutton. Or from the menu, choose Goto Display BRF Trace .

Disconnection/Reconnection of a Utility Installation Purpose You can use this component to disconnect a utility installation during a dunning run when open items in the accompanying contract account are still unpaid after repeated dunning. You can also use it to reconnect an installation once the items have been paid, or an installment plan has been created. You can find further information on disconnecting a utility installation during a dunning run under Creating disconnection documents using a dunning run. A disconnection document can also be created for a collective bill account when a dunning run is executed for the collective bill account (See Creating disconnection documents for collective bill accounts). You can find further information on reconnecting a utility installation in the graphic overview as well as reconnection through payment and reconnection through installment plan creation. in Customizing, you can define whether reconnection is proposed at contract level, or based on all contracts in a contract account (see propose contract-related reconnection).

You can find examples for contract-related proposal of items and the contract account related proposal of items. In the criteria for the minimum/maximum amount check of the clearing amount, you can also specify whether a clearing amount for disconnection-relevant items is enough to trigger the reconnection of an accompanying installation.

Creating Disconnection Documents Using Dunning Runs Use If a customer still has not paid, despite receiving repeated dunning notices, you can create a disconnection document as part of the dunning run. Integration The disconnection document can be used to trigger disconnection and reconnection orders provided an active utility contract exists for the dunned contract account. Activities Make the following settings in the Customizing menu for Contract accounts receivable and payable under Business transactions  Dunning notices:  

Define a dunning activity for generating a disconnection document. Assign the dunning activity for generating a disconnection document to the required dunning level of the dunning procedure.

See also:  Reconnection overview  Reconnection via payment  Reconnection via installment plan creation  Minimum/maximum amount check of clearing amount  Propose contract-related reconnection  Examples for the contract-related proposal of items  Examples for the contract account-related proposal of items  Disconnection/reconnection of utility installation: Workflows:

Creating Disconnection Documents for Collective Bill Accounts When a collective bill account reaches the disconnection dunning level, the system creates a disconnection document. You can use a workflow to inform an agent that a disconnection has occurred for the collective bill account. The agent manually creates the disconnection for the appropriate subaccount. If a payment is made for the collective bill or the subaccount, or if an installment plan is created for the collective bill account, the agent can be informed of this via the workflow task TS20500407. He or she can then check whether the disconnected utility installation for this collective bill account should be reconnected. You must specify the notification of the agent via workflow task TS205500407 when you allocate tasks to agents.

See also:  Reconnection overview  Reconnection via payment  Reconnection via installment plan creation  Propose contract-related reconnection  Minimum/maximum amount check of clearing amount  Examples for the contract-related proposal of items  Examples for the contract account-related proposal of items  Disconnection/reconnection of utility installation: Workflows:

Reconnection Process: Overview

When disconnection-relevant, open items for a contract account or contract remain unpaid and an installation has been disconnected via a dunning run, you can reconnect the installation in the following ways:



Reconnection after a (partial) payment of disconnection-relevant, open items  Reconnection after the creation of an installment plan that includes disconnection-relevant, open items. Both processes are presented in the following section.

You can find the documentation on the accompanying workflows under SAP Utilities  Customer service  Process execution  Disconnection/reconnection.

You can find the Customizing settings for disconnecting/reconnecting a utility installation, as well as the accompanying documentation in the following Customizing activities in SAP Utilities  Customer service  Process execution  Disconnection reconnection:      

 Define number ranges for disconnection documents  Define search help for disconnection documents  Define notes for disconnection  Define confirmation status  Define processing variants for disconnection documents  Define disconnection types

Reconnection via Payment Use This function allows you to reconnect a utility installation when an open item that previously contributed to a disconnection has been cleared.

A utility installation can only be reconnected automatically if the installation was previously disconnected via a dunning run. Features Event 0020 (Transfer complete document/clearing (without document number)) is called when open items that were part of a disconnection are cleared. This event allows

additional activities to be executed after the open item has been cleared. You can access all payment document information with the exception of the document number. When the payment document is created, event 0200 checks if the installation can be reconnected. The system checks whether the paid item has a dunning indicator, and whether a dunning history exists for the item. If the item is allocated to a contract, the system determines all other open items for this contract. If it is not, the system determines all open items for the corresponding contract account. The system decides whether the open item is relevant for a disconnection i.e. whether a disconnection document is allocated to the item. Event ISU_CECK_RECONNETION_R720 (trigger reconnection during clearing) now determines whether the installation should be reconnected. It does this by calculating the difference between the total amount and the total clearing amounts from the disconnection-relevant items. If the difference is zero the item relevant for disconnection is cleared, and the reconnection can take place.

You can also define your own rules for determining when a clearing amount can trigger reconnection. You must define corresponding criteria in the event R720 (see documentation on the function module Trigger reconnection via clearing ISU_CECK_RECONNETION_R720). The system now reads the disconnection processing variant from the disconnection document header. Since the disconnection document was generated from the dunning program, the variant has the abbreviation DUNN. The Customizing in the processing variant then tells the system whether the reconnection is contract related or contract account related. If the items are to be proposed contract related, you must set the indicator Cntrt-rel. prop (see also Propose contract-related reconnection.). If the indicator is set, the system triggers the event disconnection reason obsolete (Disconnection.DisconReasonObsolete). This starts the reconnection workflow and completes the clearing of open items. If the indicator is not set, the system determines all other items relevant for disconnection in the contract account. If the system finds other open items relevant for disconnection, the event trigger reconnection via clearing (ISU_CECK_RECONNETION_R720) is called. This checks whether these items have been cleared and whether the clearing amount is sufficient for reconnection.

If these items have not been cleared, reconnection does not take place, and the event disconnection reason obsolete(Disconnection.DisconReasonObsolete) is not triggered. In both cases, open item clearing is completed.

See also:  Reconnection via installment plan creation  Minimum/maximum amount check of clearing amount  Propose contract-related reconnection  Examples for the contract-related proposal of items  Examples for the contract account-related proposal of items  Disconnection/reconnection of utility installation: Workflows:

Reconnection Through Installment Plan Creation Use This function enables you to reconnect an installation when an installment plan is created. When the installment plan is created, the system calls event 3040 (installment plan is created). This event allows further processing steps to be carried out after the installment plan has been created.

A utility installation can only be reconnected automatically if the installation was previously disconnected via a dunning run. Features When you select due, open items in order to created an installment plan, the system checks whether the items have already been dunned. The system determines all dunned items in the corresponding contract account and checks whether the items have triggered a disconnection. Each of the selected, open items is marked as cleared. The total of the clearing amounts corresponds to the total amount of the disconnection-relevant items once all overdue, disconnection-relevant items have been included in the installment plan. Event ISU_CECK_RECONNETION_R720 (trigger reconnection during clearing) now determines whether the installation should be reconnected. It does this by calculating the difference between the total amount and the total clearing amounts from the disconnection-relevant items.

If all the disconnection-relevant items included in the installment plan are cleared, the criteria for reconnection has been fulfilled.

If not all disconnection-relevant open items are included in the installment plan in the standard specification of event R720, there is a difference between the total amount of the disconnection-relevant items and the total clearing amounts. The prerequisites for a reconnection are, therefore, not fulfilled. If an installation can be reconnected, the system reads the disconnection processing variant from the disconnection document header. The Customizing in the processing variant then tells the system whether the reconnection is contract related or contract account related. If the items are to be proposed contract related, you must set the indicator Cntrt-rel. prop (see also Propose contract-related reconnection.). Once you have specified that the reconnection should be proposed contract-related, the event disconnection obsolete(Disconnection.DisconReasonObsolete) is triggered for every contract that fulfils the criteria for a reconnection. The event disconnection obsolete then triggers the reconnection. If you have specified that the reconnection should not be proposed based on contracts, the system checks all contracts in the contract account. If the criteria have not been fulfilled for at least one contract, the system does not trigger the event. If the installation is to be reconnected, all contracts in the contract account must fulfill the criteria for reconnection. If all contracts are under the disconnection dunning level, the event disconnection obsolete is triggered and the reconnection started.

See also:  Minimum/maximum amount check of clearing amount  Propose contract-related reconnection  Examples for the contract-related proposal of items  Examples for the contract account-related proposal of items  Disconnection/reconnection of utility installation: Workflows:

Minimum/Maximum Amount Check for Clearing Amount When you check reconnection criteria in event R720, you can also execute a max/min. amount check. This enables you to check the clearing amount of disconnection items in one contract and in all contracts in a contract account. If clearing the disconnection-relevant items fulfills the minimum/maximum amount specified, the criteria for reconnecting the installation allocated to a contract are also fulfilled. The standard specification is that the maximum/minimum amount during clearing must correspond to 100% of the total amount of the dunned items.

If you want to specify a lower value, you can maintain this in event R720. Table TA_FKKCL contains all items responsible for the disconnection of an installation. This provides you with the freedom to specify whether the total amount of cleared items during clearing is enough to trigger the reconnection of an installation.

See also:  Propose contract-related reconnection  Examples for the contract-related proposal of items  Examples for the contract account-related proposal of items  Disconnection/reconnection of utility installation: Workflows:

Propose contract-related reconnection Use This function allows you to define which items are considered for the reconnection proposal when an installment plan is created or an open, disconnection-relevant item is cleared. You can use the following options: 

Reconnection proposed per contract. The system checks the open items of one contract (not all contracts) to determine whether the reconnection criteria are fulfilled.  All contracts from the contract account should be considered for reconnection. The system checks whether all contracts from the contract account fulfill the reconnection criteria.

Only one of the two variants can be set in Customizing. Procedure 50. ... 185. 1. In Customizing, select SAP Utilities  Customer Service  Process execution  Disconnection/reconnection  Define processing variants for disconnection documents. 186. 2. Select the processing variant DUNN (disconnection dunning level has been reached). 187. 3. Select Details. 188. 4. Set the flag Cntrt-rel. prop (contract-related item proposal). If you want the system to propose a contract-related reconnection, you must set the indicator Cntrt.-rel prop must be set. If you want all contracts of the contract to be considered, do not set this indicator.

See also:  Examples for the contract-related proposal of items  Examples for the contract account-related proposal of items  Disconnection/reconnection of utility installation: Workflows:

Examples for the contract-related proposal of items Example 1: Partial payment of items assigned to a contract account You have set the indicator contract-related item proposal. This means that the total dunning amount for a contract is compared to the clearing amount of the disconnectionrelevant items for this contract. The system then checks whether a reconnection can take place. Open item table DFKKOP: Document No.

Contract account

Contract

Payment/ Amount Clearing installment amount plan

10001

4711

1

X

200.-

0.-

10002

4711

2

X

300.-

0.-

10003

4711

-

X

500.-

300.--

Dunning history Document No.

Contract account

Contract

Dunning amount

Disconnection document no.

10001

4711

1

200.-

30001

10002

4711

2

300.-

30001

10003

4711

-

500.-

30001

The customer partially pays the item (document 10003) assigned to the contract account with EUR 300. As a result, the clearing amount for contract 1 and 2 is EUR 0. The utility installations that belong to contracts 1 and 2 can therefore not be reconnected because the criteria for reconnection have not been fulfilled for both contracts.

Example 2: Clearing the total dunning amount of a contract account You have set the indicator Contract-related item proposal. Open item table DFKKOP: Document No.

Contract account

Contract

Payment/ Amount Clearing installment amount plan

10001

4711

1

X

200.-

0.-

10002

4711

2

X

300.-

0.-

10003

4711

-

X

500.-

500.--

Dunning history Document No.

Contract account

Contract

Dunning amount

Disconnection document no.

10001

4711

1

200.-

30001

10002

4711

2

300.-

30001

10003

4711

-

500.-

30001

The customer pays the item (document 10003) assigned to the contract account with EUR 500. As a result, the items assigned to the contract account have been completely cleared.

Again, the system executes the reconnection check for the items assigned to the contract account and those assigned to the contract.

In this case, the 100% clearing has fulfilled the criteria for reconnection. However, an installation has not been allocated to the items assigned to the contract account. As a result, the system cannot start the reconnection. If necessary, you can define a workflow that informs an agent of this situation.

Example 3: Clearing the total dunning amount of a contract and the items assigned to a contract account You have set the indicator Contract-related item proposal. Open item table DFKKOP: Document No.

Contract account

Contract

Payment/ Amount Clearing installment amount plan

10001

4711

1

X

200.-

0.-

10002

4711

2

X

300.-

300.-

10003

4711

-

X

500.-

500.--

Dunning history Document No.

Contract account

Contract

Dunning amount

Disconnection document no.

10001

4711

1

200.-

30001

10002

4711

2

300.-

30001

10003

4711

-

500.-

30001

The customer pays the items for contract 2 (document 10002) with EUR 300, and the items for the contract account (document 10003) with EUR 500. The items from contract 2 that are assigned to the contract and the items assigned to the contract account are, therefore, completely cleared. The criteria for reconnecting the utility installation allocated to contract 2 are fulfilled. The installation can be reconnected. The installation allocated to contract 1 is not reconnected, however, because the items for contract 1 are not cleared 100%.

See also:  Examples for the contract account-related proposal of items  Disconnection/reconnection of utility installation: Workflows:

Examples for Contract-Related Proposal of Items Example 1: Partial Payment of Contract-Related Items You have not set the indicator contract-related proposal of items. This means that the total dunning amount of the contract account it compared with the clearing amount of all disconnection-relevant items for this contract account. The systems then checks whether all installations for this contract account can be reconnected. Table of open items DFKKOP: Document Contract number Account

Contract

10001 10002 10003

1 2 -

4711 4711 4711

Payment plan/installment plan X X X

Amount Clearing amount 100. 100. 800. -

0. 0. 500. -

Dunning History Document Contract number Account

Contract

10001 10002 10003 Total

1 2 -

4711 4711 4711

Dunning amount

100. 100. 800. 1000. -

Disconnection document number 30001 30001 30001

The customer pays the item (document 1003) assigned to the contract account with EUR 500.-. The partial payment corresponds to 50% of the total dunning amount of all disconnection-relevant items in the contract account (EUR 1000). The installation allocated to the contract account can, therefore, not be reconnected since the total dunning amount has not been 100% cleared, and, as a result, the reconnection criteria have not been fulfilled.

Example 2: Complete payment of items assigned to a contract account You have not set the indicator Contract-related item proposal. Open item table DFKKOP:

Document Contract No. account

Contract

10001 10002 10003

1 2 -

4711 4711 4711

Payment/ installment plan X X X

Amount Clearing amount 100. 100. 800. -

0. 0. 800. -

Dunning history Document No. 10001 10002 10003 Total

Contract account 4711 4711 4711

Contract 1 2 -

Dunning amount 100. 100. 800.1000.-

Disconnection document no. 30001 30001 30001

The customer pays the item (document 10003) assigned to the contract account with EUR 800. This corresponds to 80% of the total dunning amount of all disconnection-relevant items in the contract account (EUR 1,000). As a result, the utility installation allocated to the contract account cannot be reconnected. The total dunning amount has not been cleared, which means that the reconnection criteria have not been fulfilled.

Example 3: Clearing the total dunning amount of a contract and the items assigned to a contract account You have not set the indicator Contract-related item proposal. Open item table DFKKOP: Document Contract No. account

Contract

10001 10002 10003

1 2 -

4711 4711 4711

Payment/ installment plan X X X

Amount Clearing amount 200.300.500.-

0.300.500.-

Dunning history Document No. 10001 10002 10003 Total

Contract account 4711 4711 4711

Contract 1 2 -

Dunning amount 200.300.500.1000.-

Disconnection document no. 30001 30001 30001

The customer pays the items for contract 2 (document 10002) with EUR 300, and the items for the contract account (document 10003) with EUR 500. The payment of EUR 800 corresponds to 80% of the total dunning amount of all disconnection-relevant items in the contract account (EUR 1,000). The criteria for reconnecting the installations allocated to the contract account have not been fulfilled. All installations remain disconnected until the amount has been 100% cleared.

See also: Disconnection/reconnection of utility installation: Workflows:

Returns Purpose This component enables you to process bank returns that may occur as part of a debit memo or collection procedure, or with check deposits or outgoing payments. Features In the first step, you have to enter the returns data in returns lots manually using returns notes or automatically using a transfer program and then post these lots. The system then processes the returns automatically. First, the receivables or payables that were cleared on the basis of incoming or outgoing payments are determined. Then the clearing is reset, which means that the original receivables or payables are open again, and a returns document is created with the offsetting postings for the payment document items. The system also creates further postings that are necessary because of taxes or charges, and executes follow-up activities such as adoption of incoming and outgoing payment methods. Bank charges, as well as any tax amounts contained therein, are determined from the returns amount, if this is specified, and posted to the general ledger. You can pass on any bank charges to your business partners (without tax). By specifying amount-specific scaled charges in Customizing for the returns reason, you can levy additional charges to your business partner. These returns charges can be posted in the general ledger or statistically. You can define the follow-up activities in the system dependent on the returns reason, the creditworthiness of the business partner, the tolerance group of the contract account, and the number of returns that have occurred. Possible followup activities are:  Changes to the item Setting a deferral date, a dunning block and/or a payment block for the reopened receivables



Changes to the contract account Setting a dunning block, incoming payment block, outgoing payment block and/or changing the incoming payment method, from direct debiting to payment on demand, for example. You can also manually set a processing block with a certain time limit in order to prevent dunning notices and debit memos being generated for a contract account. In an industry solution or a customer project, you can also realize the following activities:  Connect processing to a workflow  Create and transfer information for the clerk responsible  Create correspondence for the business partner The system records all data and activities in a returns history. Here, for example, you can see the number of returns for a business partner. The system uses the returns history to determine the creditworthiness of a business partner You use predefined application forms in the Correspondence component to print paper records such as return notifications. You define application forms using the Print Workbench.

Returns Lots Definition The returns lot is a central object in returns processing. It is essentially a grouping of documents that were sent back by the house bank and are settled with the same bank clearing account. Data can be entered in the returns lot both automatically and manually. Structure A returns lot consists of a header that describes the lot. It contains administrative data and general specifications that the system uses to post the individual items of the return. You define the general specifications in Customizing. These include the document type, the clearing reason, the company code, the screen variant, and the selection type. (In Customizing for Contract Accounts Receivable and Payable, choose Business Transactions  Returns  Determine Document Type and Clearing Reason for Returns). At the item level, you can manually change specifications such as the posting date and value date, as well as entries for taxes and charges. However, you are not allowed to change the clearing reason and the currency.

Returns Category

Definition Specifies the source of a return. The returns defined here are bank and check returns. Use Together with automatic account determination, the returns category identifies the G/L accounts for returns charges and the bank clearing account. By assigning returns categories to Returns reasons, you ensure that different returns reasons can be used for different G/L accounts.

Returns Reason Definition A returns reason specifies the cause (from an internal business view) of a return. Examples of possible reasons include "insufficient funds" or "unknown account number." Use The returns reason triggers a number of activities. The activities include charge handling, and setting dunning/payment locks and payment methods. In Customizing you must assign the returns reasons given by banks to your own company-specific returns reasons. This allows you to treat different returns reasons as defined by individual banks in a uniform way. Structure Using activity keys in Customizing, you can define multiple activities to be performed in the event of a return. The activity key is made up of the Company code, No. of returns, Creditworthiness, and Tolerance group fields. For each returns reason, you can define lot charges based on currency and maximum permitted differences for the payment and return amount. Creditworthiness Use The creditworthiness of a business partner provides information on the business partner’s payment history and influences the selection of activities for dunning and/or returns and also the calculation of charges. Various different business transactions, such as returns, dunning notices, installment plans, and write-offs

update the creditworthiness in the system automatically. You can also transfer a creditworthiness record from external systems or manually. The current status of a business partner’s creditworthiness is determined as a weighted total on the basis of the creditworthiness figures recorded over the last 48 months. You define the monthly weightings in Customizing. A creditworthiness of zero means that the business partner has an excellent payment history. The maximum value is 9999. The level of creditworthiness depends on: ●

Initialization in Customizing

●

The creditworthiness factor in percent

●

Manual creditworthiness

●

Number of dunning notices, returns, and write-offs

The creditworthiness figure is adjusted if a dunning notice or return is reversed. Prerequisites Time-dependent weighting To determine the weighted total you have to make a time-dependent creditworthiness weighting in Customizing (see IMG structure Contract Accounts Receivable and Payable Business Transactions Dunning and/or Returns  Define Time-Dependent Creditworthiness Weightings). Dunning If you want to use creditworthiness determination, enter the dunning activities and/or dunning charges in conjunction with a creditworthiness figure. The dunning activity run reads the current creditworthiness of a business partner and selects the dunning activity and dunning charge where the creditworthiness determined is greater or the same as the creditworthiness value defined in Customizing. You can define a creditworthiness weighting in the dunning levels of dunning procedures. Once dunning has taken place, the creditworthiness figure of the current month is increased by this number. You can define the creditworthiness figure in Customizing in each dunning procedure and dunning level (see IMG structure Contract Accounts Receivable and Payable  Business Transactions  Dunning Notices  Configure Dunning Procedure and Configure Charge Schedules for Dunning Procedure). Returns If you want to use creditworthiness determination, enter the returns activities in conjunction with a creditworthiness figure. During returns processing, the system automatically determines the creditworthiness of a business partner, and, depending on this creditworthiness, the system selects the returns activity where the creditworthiness value determined is greater or the same as the value defined in Customizing.

You can define a creditworthiness weighting in the returns reasons. Once returns processing has taken place, the creditworthiness figure of the current month is increased by this figure. You can define the creditworthiness weighting with the returns reason in Customizing (see IMG for Contract Accounts Receivable and Payable  Business Transactions  Returns  Configure Returns Reasons). Write-offs Write-offs can also have a negative effect on a customer's creditworthiness. If you want to use creditworthiness determination, enter the write-offs in conjunction with a creditworthiness figure. You can define the creditworthiness weighting with the write-off reasons in Customizing (see IMG for Contract Accounts Receivable and Payable  Business Transactions  Write-Offs  Configure Write-Off Reasons). Installment Plan In the Implementation Guide for Contract Accounts Receivable and Payable, under Business Transactions  Deferral and Installment Plan, you can: ●

In the Define Categories for Installment Plan activity, define a creditworthiness number for each installment category. On the creation of an installment plan it is assigned to the related business partner.

●

In the Define Deactivation Reasons for Installment Plan activity, for each deactivation reason, define whether a creditworthiness entry updated on creation of the installment plan is to be reversed when the installment plan is deactivated.

Features The system automatically determines the creditworthiness of a business partner in returns processing and in a dunning run. The creditworthiness influences the activities and the charges levied, provided that you have defined the activities and charges dependent on creditworthiness in Customizing. There is a display and change function for creditworthiness. The features are as follows: ●

You can display the automatically determined creditworthiness of every business partner in a creditworthiness history. Using the creditworthiness history you can see an overview of when the creditworthiness of a business partner changed (SAP menu: Account  More Information Creditworthiness).

●

You can enter or change the creditworthiness manually. The manual creditworthiness is added to the value of the automatically determined creditworthiness, and thus forms the overall creditworthiness of a customer.

●

You can enter a percentage creditworthiness factor for each business partner. You use this factor to weight the creditworthiness depending on the business partner.

●

You can fix the current value of the automatically determined creditworthiness. The creditworthiness value can then only change for reasons relating to creditworthiness, such as dunning or dunning notice reversal, but not for time-dependent reasons.

●

You can release this fixed value manually, so that the creditworthiness can change for time-dependent reasons.

●

You can enter or reverse a creditworthiness record manually or with a BAPI in the creditworthiness history. The system then determines the new creditworthiness automatically.

●

For the creditworthiness of a business partner, SAP delivers the object type CA_CRDRTNG and the BAPIs contained therein. Change documents record any entries or changes that you have made to the manual creditworthiness, as well as changes to the percentage creditworthiness factor. If there is no data record for the current calendar year when you call the Change Creditworthiness function, the system automatically creates an initial record. The initial record contains the current calendar year. All other values in the creditworthiness records are blank. Activities To display or change the creditworthiness of a business partner, choose one of the following paths: ●

Function Business Partner Account Information(SAP_FI_CA_PARTNER_ACCOUNT_INFO)  Display Business Partner Creditworthiness or Change Business Partner Creditworthiness.

●

SAP Menu Master Data  Business Partner  Display/Change Creditworthiness

Entering and Posting Returns Manually Purpose You must enter returns manually if for instance the bank reports returns in the form of return slips, checks come back uncashed or if payment could not be made (also see Entering and Posting Returns Automatically).

Procedure 51. ... 189. 1. You enter a new returns lot or change an existing returns lot (see Entering Returns Lots Manually). 3. ... 10. a. Specify data relevant to the returns lot in the header of the payment lot, and determine the Type of Posting. The system requires this data to clear charges and taxes as well as to determine the bank clearing account to be used. You can also define the number of items as well as the amount of the credit or debit total in the header of a returns lot. If you have chosen default values, the returns lot cannot be closed until the corresponding totals of the returns items entered match the default values. 11. b. Depending on the screen variant you have chosen (see Screen Variants for Processing Returns Lots), enter an item for every return, in which you enter the amount, value date, returns reasons and payment document. 190. 2. Once you have made all your entries, close the returns lot (see Closing a Returns Lot Manually.) 191. 3. Post the returns lot (see Posting a Returns Lot Manually). 4. ... 12. a. When you post a return, a new open item is created. The use of this new item is dependent on the type of posting. 13. b. The activities defined in the system for a returns reason and other activities are carried out (see Executing Returns Activities). 192. 4. Edit any items shown to be incorrect during posting and post again (see Postprocessing a Returns Lot Manually). You can display returns lots that you have entered. In this display, the system also shows returns lots that have already been archived. Result Depending on the type of posting, the original receivables are re-opened, or new receivables are set. Different activities are executed depending on the system settings. Any necessary entries were added to the returns history (see Displaying the Returns History).

Entering and Posting Returns Automatically Purpose

Returns are entered automatically if the bank sends a data medium with returns or if an external system provides a returns file (see also Entering and Posting Returns Manually). Automatic posting of returns allows background processing (as batch sessions), which in turn results in higher data throughput. Process Flow 1. Enter the program run parameters for automatic transfer of returns (see Entering Parameters for Automatic Returns Transfer). 2. When the program is run, the data records from the application server file specified are read and checked. If the data records are correct, the system generates one or more returns lots. 3. If you have set the appropriate indicators in the program run, the returns lots generated are closed and posted. a. When you post a return, a new open item is created. The use of this new item is dependent on the type of posting. b. The activities defined in the system for a returns reason and other activities are carried out (see Executing Returns Activities). 4. Edit any items shown to be incorrect during posting, and post them again (see Postprocessing Returns Lots Manually). Result Depending on the type of posting, the original receivables are re-opened, or new receivables are set. Different activities are executed depending on the system settings. Any necessary entries were added to the returns history (see Displaying the Returns History).

If the program terminated during the automatic returns transfer, you can continue the transfer with a restart (see Program Termination: Continue Returns Transfer).

Posting to Clarification Account Use If, when you posted a returns lot, some of the items could not be cleared, you can post the returns to a clarification account to  Track items with a certain returns reason in clarification processing  Credit the returns clearing account Activities If you want a posting to a clarification account to take place for a certain returns reason, enter an account for the corresponding returns reason in Customizing (see the Implementation Guide for Contract Accounts Receivable and Payable  Business Transactions  Returns  Configure Returns Reasons). With report RFKKRLCL, you can display clarification items in a returns lot for a key date.

Special Features in Processing Returns For commercial reasons, the following special situations can arise when processing returns: Special Case

Activities

Payment cannot be canceled

See Types of Posting

There are returns postings for See Types of Posting documents from a legacy or operational system You have entered increased charges.

See Charges Handling

Executing Returns Activities Use Various different activities may be required for returns: 

No more collections are to be attempted from a bank account because the bank account no longer exists.  No more outgoing payments are to be made because the required incoming payments have not been received.  The responsible employee is to be informed via workflow.



Correspondence is to be created and subsequent activities requested (see also Printing Returns Notifications).

Integration Returns activities are based on the Returns Reason. Features In Customizing you can make the following settings for a returns reason based on company code, number of returns, creditworthiness, tolerance group, house bankand so on (see the Implementation Guide for Contract Accounts Receivable and Payable  Business Transactions  Returns Configure Returns Reasons).        

Activities for charge handling, such as making business partners liable for charges (see Charge Handling) Set a dunning lock at contract account, item, or contract level Set a payment lock at contract account, item, or contract level Postpone a due date by defining deferral days Scaled charges and amount differences Delete the outgoing payment method in the contract account or contract in the event of credit memo returns Delete the payment method in the item on which the return is based Change the payment method in the item on which the return is based In event 0292 you can set a new payment method in the item dependent on the existing payment method.

You can also define your own function modules for event 0295. These function modules execute other returns activities, or supplement existing activities. (See also the documentation for the sample function module FKK_SAMPLE_0295) In the different application areas (industry components), you can carry out further returns activities (see Executing further Returns Activities). If you have defined returns activities dependent on the house bank in the system settings, you must specify the house bank in the returns header lot on the tab page Clearing Account and Management. Special Features for Check Returns You can post outgoing checks that cannot be delivered or that have been returned as returns – instead of reversing the check payment in check management – if additional activities, such as changing the payment method in the contract account are to follow automatically.

Displaying the Returns History Prerequisites At least one returns lot was entered, closed, and posted successfully. Procedure 1. Choose one of the following paths: 

Roles Business Partner Account Information (SAP_FI_CA_PARTNER_ACCOUNT_INFO)  Returns History



SAP Menu Account  Other Information  Returns History The initial screen for entering selection conditions appears.

2. Enter the data required for selection. Specify any display variants you wish to use. You can structure the result list with predefined display variants (see below). 3. Choose Continue. All those returns that match the criteria you entered are displayed. You can adapt the current display variant to your needs. 1. Choose Settings  Display Variant  Define. 2. The dialog box for modifying the display variant appears. 3. Select the fields you require and confirm your selection. To save the display variant, choose Settings  Display Variant  Save. A dialog box for saving the display variant appears. 4. Enter the required data and save.

The newly-defined display variant has been saved. Result The returns history is displayed. Deferrals and Installment Plans Purpose This component enables you to defer payment or arrange payment by installments for business partners who cannot keep up their payment obligations. If a deferral has been agreed, a deferral date is noted in the open item in addition to the due date. The deferral date has the effect that no dunning notices are sent and no payments are collected during the agreed deferral period. Once the deferral date has passed without payment being made, the open item is dunned and bank collection is executed again. If payment by installments has been agreed, you create an installment plan for the amount of the original receivable. The individual installments and their due dates are specified in the installment plan. You can levy charges for the facility of offering an installment plan. To avoid having due dates fall at the weekend or on public holidays, you can refer to the factory calendar when determining these dates. The individual installment, rather than the original receivable, is included in dunning and in the payment run. Integration If you are using the Item Interest Calculation component, you can calculate interest on the installment plan. Features You can delete installments that have not yet been paid, and change the amount of an installment (repayment and interest) or the due date. You can add installments to an active installment plan. The sum of the installments in an installment plan must always be equal to the sum of the original receivables entered in the installment plan. Provided the installment plan is active, in the account balance display and the installment plan, you can call up the receivables in an installment. The document number of the installment plan is recorded in the original receivables, which ensures there is a link between original receivable and the installment plan. When an installment is paid, the payment is automatically spread over the source receivables. When the final installment of an installment plan is paid, both the installment plan and the original receivable are cleared by the payment program when the incoming payment is posted. Installments can be partially paid. If the agreement for payment in installments is canceled, you can deactivate the installment plan manually. This means that the original receivable becomes active again and the link between the original receivable and the installment plan is deleted. A deactivated installment plan cannot be reactivated, and no further payments can be assigned to the installment plan.

With appropriate Customizing settings for the insallment plan categories, when you create an installment plan, you can update the creditworthiness of the business partner concerned. With appropriate Customizing settings for the deactivation reasons, you can reverse the creditworthiness entries. Industry Component Utilities (IS-U) An installment plan can be deactivated automatically by the dunning run when a certain dunning level is reached. You define the forms for correspondence with business partners who have arranged to pay in installments with the Print Workbench component.

Installment Plan Definition With an installment plan you divide source items to several installment receivables that have a due date in the future. 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. Use You create an installment plan for business partners wishing to make payment but who are temporarily unable to keep up their payment obligations. One or more source items can form part of an installment plan. You can include receivables and items for a currency and a contract account in an installment plan, and create installment plans on a cross-account basis. Structure 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. This ensures a connection between the installment plan and the source receivables and between the source receivables and the installment plan. If interest is payable on an installment plan, the installment plan will also have an interest supplement.

Entering and Processing Deferral Dates If a business partner is temporarily unable to pay his liabilities, you can enter a deferral date in the item. You can reverse a deferral by deleting the deferral date in the item. You can enter a deferral date in the item when you post or change a document. To cancel a deferral date, use the transaction Change Document. If you want to display the deferral date of an item, use the transaction Display Document. Procedure 52. ... 193. 1. Choose one of the following paths:  Roles Manual Postings (SAP_FI_CA_MANUAL_POSTINGS)  Change Document  SAP Menu Document  Change 194. 2. Enter the document number. 195. 3. Choose Goto  List of Business Partner Items. 196. 4. Doubleclick on the item to be deferred. 197. 5. Enter a deferral date. 198. 6. Save the document. You can also enter a deferral date at the same time as you enter a document (see Entering Documents). Result The deferred item is not dunned in a dunning run or collected from the bank by the payment program until after the date specified. Once the deferral date has passed, or if you have deleted the date from the item, the item can be dunned and collected.

Selection of Open Items Use You should make a selection with open items to see whether they can be converted to an installment plan. Prerequisites In Collections/Disbursements a standard logic in the dunning area and in the German insurance contract law is pursued to define the relationship to the business partner. If a payment is overdue, you must decide whether you want to create an installment plan that will keep the customer bound to the company, or if

you want to make use of this inability to pay to terminate the business relationship with the business partner. ●

Initial premiums are never converted to installment plans.

●

However, subsequent premiums can ibe converted to an installment plan.

Features The procedure described below has been selected to implement this logic in Collections/Disbursements. In Customizing for dunning procedures you can assign an alternative dunning procedure to every dunning procedure (see SAP for Insurance Collections/Disbursements  Business Transactions  Dunning Dunning by Dunning Procedure  Configure Dunning Procedure). This alternative dunning procedure is transferred to the items that are generated when an installment plan is created (event 3000 in the installment plan: Collections/Disbursements: adds additional fields to the document items in the installment plan). Items that bear a key for a dunning procedure for which no alternative dunning procedure has been defined (this would be the case with first premium dunning procedures) must not be included in an installment plan. ●

With the complete dunning you must ensure that items are suppressed when converting to an installment plan, if there is an active initial premium dunning procedure for the contract to which these items are assigned. If an initial premium dunning procedure has been agreed in relation to an insurance contract, or if an initial premium dunning procedure is already in progress, the subsequent receivables from this contract must not be converted to an installment plan.

●

With individual dunning it is not necessary to suppress further items, as all items here are seen independently of one another.

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The following procedure has been selected for contract dunning: As long as an initial premium procedure exists, no later items are converted to an installment plan. This procedure ensures that only receivables from subsequent premiums though not all receivables from subsequent premiums- can be included in an installment plan (technical conversion occurs at event 3020). If open items should not be included in the installment plan on the basis of the above conditions, a warning message is displayed. You should make a selection with open items to see whether they can be converted to an installment plan.

Creating Installment Plans Use You create an installment plan when both of the following apply: ●

There are one or more open items on the contract account of a business partner.

●

The business partner is unable to meet his/her payment obligations in accordance with the usual payment rules.

Prerequisites To be able to prioritize the clearing of original items when payments are received, you set the Clrg Priority (clearing priority) indicator. You do so in Customizing for Contract Accounts Payable and Receivable under Business Transactions Deferral and Installment Plan, Activate Additional Installment Plan Enhancement. Features When you calculate interest, the system creates an interest document automatically. When you enter a charge amount, the system posts a document for the installment plan charges. During posting, interest and charges documents are automatically transferred to the installment plan for the original receivables (seeCharging Interest and Surcharges for Installment Plans). When you create an installment plan, the system copies the company code, contract, business area, and business place from the original item (in the standard system), as long as these fields have the same value in all original items selected. If you do not want to fill these fields in the installment plan, or want to enter other values, you can do this by defining event 3000 accordingly (see the documentation of the sample function module FKK_SAMPLE_3000). The system can calculate the first installment as a percentage of the total amount of the installment plan. Enter the percentage in Customizing for Contract Accounts Receivable and Payable under Business Transactions  Deferral and Installment Plans  Define Categories for Installment Plan. Activate the enhancement under Business Transactions Deferral and Installment Plans  Activate Installment Plan Enhancement for Charges/Interest. When you use a suitable installment plan category, the system calculates the first installment as a percentage. Activities 53. 199. 1. ○

... Choose one of the following paths: Role Process Outstanding

Payments (SAP_FI_CA_OUTSTANDING_PAYMENTS)  Create Installment Plan ○

SAP Easy Access screen Account  Installment Plan  Create 200. 2. Enter the selection criteria for open items and posting parameters. 201. 3. Choose Continue. 202. 4. Enter the installment plan parameters. You can either copy default values to the initial screen using the Installment Plan Type or enter the installment plan parameters manually. You must enter the installment interval and the interval type; you also have the option of entering an amount for the installment plan charges and the installment plan category, and a value for the Remaining Amount field. The system creates an installment plan proposal based on the parameters set. There are two ways to create an installment plan proposal. ○

○

Enter an amount in the Installment Amount field. The installment amount and the total sum of the source items determine the number of installments. You can also add partial amounts to the installment plan.

Enter values in the fields Rounding Amount and No. of Installments. The installment amount is calculated from the total sum of the original receivables, the rounding amount, and the number of installments. If you enter a rounding amount, the system automatically checks whether this amount complies with the rounding rules defined in Customizing. Regardless of whether you have the system create an installment plan proposal by entering the installment amount or by entering the rounding amount and number of installments, there may be a remaining amount when the individual installments are calculated. This is because the total of the individual installments must always equal the total of the original receivable (installment amount * number of installments + remaining amount = total of original receivable). In the Remaining Amount field, specify whether this remaining amount is to be included in the first or last installment, or in a new installment. If you set the Distribute indicator, the interest and charges are distributed over all of the due dates. A list of selected items appears. 203. 5. Select the open items that you want to include in the installment plan. The start date defines the due date of the first installment. You can assign numerical key figures in the Prio column. This enables you to influence the clearing priority of the selected original items when payments are received.

204.

6. Choose Continue. An Installment Plan Proposal appears, in which you can make the following changes: ○

Add installments

○

Delete installments

○

Calculate or delete interest

○

Create or delete an installment plan surcharge and/or an inflation surcharge The prerequisite in this case is that you activated the enhancement in Customizing under Business Transactions Deferral and Installment Plans Activate Installment Plan Enhancement for Charges/Interest. In the bottom right hand corner of the screen, a table appears with the most important account balances (such as open amount, due amount, installment plan, credit). If you select a balance, the account balance display appears and you can see the corresponding items. 205. 7. Save the installment plan.

Processing an Installment Plan Use You can change an installment plan and thus:  

Delete installments or add further installments Change the due date and the amount of each individual installment receivable, provided the installment receivable has not yet been paid.

Prerequisites You can only process an installment plan that has not been deactivated and not been cleared. If you want to change the amounts in an installment plan, you must ensure that the total of the installment receivables always corresponds to the total of the source receivables.

Displaying and Changing Installment Plans Use You want to display or change existing installment plans for a business partner.

Procedure 54. ... 206. 1. Choose one of the following paths:  Role Process Outstanding Payments (SAP_FI_CA_OUTSTANDING_PAYMENTS)  Display Installment Plan/Change Installment Plan.  SAP menu Account  Installment Plan  Create/Change 207. 2. Select Change or Display. 208. 3. Specify the desired installment plan and choose Continue. If you use the input help for the Installment Plan Number field, for selection using the installment plan history, the system displays only active installment plans as standard. If you also want to display deactivated installment plans, you have to specify a deactivation reason on the tab pageInstallment Plan History. The following table lists the functions you can use when changing or displaying an installment plan: Functions with Display and Change

Call/function

Procedure/Notes

Print correspondence

Installment Plan  Save + Create Letter

The letter is written into the correspondence container. For more information on output, see Functions for Scheduling Program Runs, Printing Correspondence, and Printing Correspondence with the Print Workbench.

Display source receivables in the account balance display

Environment  Source Receivable (Account Display)

The system calls up the account balance display. You see the documents that have been included in the installment plan.

Display installment plan changes

Goto  Changes

Display interest supplement

Environment  Interest Supplement

Prerequisite is that interest is charged on the installment plan.

Display/change

The system displays

To set or change a lock,

processing locks

locks, such as payment, dunning, interest, and clearing locks per installment plan item together. When you place the cursor on the icon , the type of locks that exist are displayed in a quick info. For detailed information, such as the lock reason, double-click on the icon and select the required lock in the following dialog box. The overview also shows a column for each processing lock with the relevant lock reason. If there are several locks of the same type with different lock reasons, a tilde appears (~). By double-clicking on the table field with the lock required, you can display and change the details for this lock.

navigate using the icon or by doubleclicking on the corresponding table field in the overview to the dialog box for setting/changing the required lock and enter the data required. Alternatively, delete the lock reason or enter it in the required column in the overview. However, the field is only ready for input if there is no lock or only one unconditional lock. In this way you can only set time-based unconditional locks.

Functions only with Change

Call/function

Procedure/Notes

Deactivate installment plan

Installment Plan  Deactivate Installment Plan

If the installment plan has not yet been paid or paid in part, you can carry out an automatic reversal of the interest document and the charge document for this installment plan.

Add installment

Edit  Add Installment

If you add or delete installments, you must then ensure that the total of the installment plan corresponds to the amount of the source receivable.

Delete installment

Select the appropriate installment(s) and choose Edit Delete Installment

If you add or delete installments, you must then ensure that the total of the installment plan corresponds to the amount of the source receivable.

Display source receivables in the installment plan history

Goto  Display Source Receivables for Installment Plan

This brings you to the installment plan history. It will tell you which receivables are included in the installment plan. This is also possible after the installment plan has been reactivated.

Installment Plan History Use You can use the Installment Plan History to determine the source items on which an installment plan is based. The installment plan history records the period in which a source item appears in an installment plan. Prerequisites You must make the following settings in the Contract Accounts Receivable and Payable Implementation Guide:  Installment plan categories (see IMG structure Contract Accounts Receivable and Payable  Business Transactions  Deferral and Installment Plans Categories for Installment Plan )  Deactivation reasons (see IMG structure Contract Accounts Receivable and Payable  Business Transactions  Deferral and Installment Plans Deactivation Reasons for Installment Plan) Features An installment plan history is updated automatically in the system for every installment plan. The history is also updated when you deactivate the installment plan. As well as the reference to the source receivables, the following data is stored in the installment plan history:  Installment plan category  Deactivation reason

 Deactivation date (to be entered when deactivating)  Deactivation date and time (time stamp)  The amount remaining when the plan is deactivated You can access the installment plan history in the following ways:  When you create an installment plan (Role: Process Outstanding Payments (SAP_FI_CA_OUTSTANDING_PAYMENTS)  Create Installment Plan; SAP Menu: Account Installment Plan  Create), all the open items that have already been part of an installment plan are flagged by an icon. By double clicking on this icon you can go directly to the corresponding installment plan history for the item. This displays all installment plans that contained this item.  In the Original Receivables screen (Role: Process Outstanding Payments (SAP_FI_CA_OUTSTANDING_PAYMENTS)  Display Installment Plan/Change Installment Plan; SAP Menu: Account Installment Plan  Display/Change).  From account balance display (Role: Account Information on Business Partner (SAP_FI_CA_PARTNER_ACCOUNT_INFO) Account Balance); SAP Menu: Account Account Balance) you can call up the installment plan history for the contract account or for the business partner under Environment Account  Installment Plan History.  You can conduct various evaluations of the installment plan history using the following paths:  Role Process Outstanding Payments (SAP_FI_CA_OUTSTANDING_PAYMENTS)  Display Installment Plan History  SAP Menu Account  More Information  Installment Plan History

Interplay Between Installment Plan and Dunning Notices Prerequisites Installment plan items are permitted to differ from the current dunning procedure. There is a check to ensure that the installment plan can only be implemented if all items of a dunning procedure have been included in the installment plan (event 3025). If the selection you have made does not fulfill these requirements, the following message appears: This selection of items is inconsistent or incomplete. If the system recognizes that the selection of items is consistent, then you can create the installment plan.

Features The interplay between the installment plan and dunning by dunning procedure for insurance companies is described here. On the basis of the above prerequisites, you must differentiate between the following two cases when you create an installment plan: ●

●

The contract to be incorporated in the installment plan is not yet the subject of a current dunning procedure in dunning by dunning procedure for insurance companies. The receivables due from the policyholder are converted to installments that are automatically provided with an alternative dunning procedure to the original dunning procedure (event 3000 in the installment plan: Collections/Disbursements: adds additional fields to the document items in the installment plan). This alternative dunning procedure in dunning by dunning procedure for insurance companies consists of only a few steps and ends when the installment plan is deactivated.

At least one contract to be incorporated in the installment plan is in a dunning procedure in dunning by dunning procedure for insurance companies. You must ensure that all items in a current dunning procedure in dunning by dunning procedure for insurance companies are entered in an installment plan together. If this were not the case, there would be inconsistencies in dunning processing. It is assumed that the inability of the policyholder to pay also applies to all items within the dunning procedure. Therefore, it is not possible to take just one particular receivable of a dunning procedure and of putting it in an installment plan. Make the necessary check in event 3025. When all items of a current dunning procedure have been converted to an installment plan, an information message appears: Simultaneously, an indicator is set in the contract dunning history (MVSTA 94, MVBIS = date) for dunning by dunning procedure for insurance companies and the current dunning status recorded there is frozen. This means that this particular dunning procedure can be reactivated if the installment plan falls through.

Installment Plan Dunning Procedure Prerequisites Customizing for the installment plan dunning procedure is integrated in customizing for dunning procedures. You must make the relevant settings. (IMG structure:SAP for Insurance  Collections/Disbursements  Business Transactions  Dunning  Dunning by Dunning Procedure for Insurance Companies  Configure Dunning Procedure). The installment plan dunning procedure can be made customer-specific. For example, it can consist of two dunning levels, namely a reminder dunning level and a level that deactivates the installment plan. This procedure means that the normal dunning procedure contains installment plan items when using dunning by dunning procedure for insurance companies. Activities If an installment plan is deactivated during a dunning activity in dunning by dunning procedure for insurance companies, this has the effect that all dunning procedures related to this installment plan are given the status 95 (termination of dunning procedure through deactivation of installment plan). At the same time, the dunning procedure related to the source items is reactivated by a change in status from 95 to 01.

Charging Interest and Surcharges for Installment Plans If you are using the Item Interest Calculation component, you can calculate interest on the installment plan. Prerequisites You have defined the transactions and account assignments for the interest credits arising and the details for calculating interest on installment plans in Customizing for Contract Accounts Receivable and Payable (see Business Transactions  Deferral and Installment Plans). You also checked which of the following settings you need for your processes, and have made these settings in Customizing. Interest for Installment Plan Items You can execute item interest calculation when you create or change an installment plan. In Customizing choose Business Transactions  Deferral and Installment Plan  Define Default Values for Interest on Installment Plans. Using the Only int. on arrearsand the Never int. on arrears indicators, you can specify how the system handles interest: ●

Calculates interest only for installment payments that are received late

●

Calculates interest both for installment payments that are received late and those received early

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Calculates interest regardless of the reciept date of the installment payments Using a transaction of your own, you can post interest due as part of installment plan processing statistically or for the G/L. Whether installment plan interest is posted statistically or for the G/L depends on the statistics indicator that you maintain as part of company-code-dependent transaction data. Interest for Original Items During clearing, the system can check the installment plan items and, if necessary, calculate interest on the original items that it assigns to the cleared installments based on the settings in clearing control. To have this happen, choose Business Transactions  Interest Calculation  Item Interest Calculation Activate Additional Functions for Interest Calculation and set the Int. Inst. Plan (interest calculation for clearing of installment plan items) indicator. By setting this indicator, you deactivate all interest calculation functions in installment plan processing. In that case, the system then calculates interest solely for the original receivables that are included in the installment plan. Or you can set up the calculation of interest on original items by choosing Business Transactions  Deferral and Installment Plan  Define Default Values for Interest on Installment Plan. In the Int.fm Orig.Itm (interest from original item) field, you can define the interest calculation as follows: ●

Choosing SPACE (Interest Not Calculated from Original Items) allows you to overwrite the proposed interest start date, which is also the installment plan start date, when processing the installment plan.

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Choosing X (Interest Calculated from Original Items) means that the system calculates interest on the original items that the system assigned to the cleared installments based on the settings in clearing control.

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Choosing Y (Original Interest Calculation or Original Interest Calculation from Start Date) means that, if the start date is initial, you can calculate interest for the original items in installment plan processing, or you can choose a date of your own for the start of interest calcuation. If a start date is entered, depending on the settings you made in the Define Categories for Installment Plan IMG activity, the system can also calculate additional interest on original items up to the start date. In the Define Categories for the Installment Plan activity under Business Transactions  Deferral and Installment Plan,you specify that you do not want to calculate interest for original items, or if you want to start the interest calculation for items automatically or manually before the start of the interest calculation. Interest When the Installment Plan Is (Partially) Deactivated You can control how the system calculates interest if the installment plan is deactivated or partially deactivated. In Customizing choose Business TransactionsDeferral and Installment Plan  Define Default Values for

Installment Plans. Make your setting in the Interest on Arrears field. See the documentation for the field. For the deactivation reason, you can also specify how you want the system to handle the interest calculated. You can choose to have the interest credited or refunded, either partially or wholely. Or you can specify that the interest posting remains despite the deactivation. In Customizing, choose Business Transactions Deferral and Installment Plans  Define Deactivation Reasons for Installment Plan. Surcharges and Interest on Installment Plans In addition to interest on installment plans and originial items, you can also: ●

Calculate inflation surcharges and/or installment plan surcharges, either manually or automatically

●

Calculate interest for original items up the start date of the installment plan (default value) or up to any other point in time (before the start date of the installment plan) To do so, choose Business Transactions  Deferral and Installment Plans  Activate Installment Plan Enhancement for Surcharges Interest and enter the value X in the InstPlan Enh. (installment plan enhancement) field. If you make that entry, then the system displays the pushbuttons for using this enhancement (see below). The system derives additional specifications, such as the installment plan category and charge category, from the activity Define Categories for Installment Planunder Business Transactions  Deferral and Installment Plans. You make settings for posting any charges you make in the Define Charge Categories for Installment Plan Surcharges activity. In the Exclude Main or Subtransaction from Surcharges activity, you can exclude certain main transactions and subtransactions from being assessed with surcharges. Features You can calculate interest for original items and installment plan items, as well as levy charges and surchages on installment plans. Activities 55. ... 209. 1. Choose one of the following paths and create an installment plan proposal (see Creating Installment Plans): ○

Role Process Outstanding Payments(SAP_FI_CA_OUTSTANDING_PAYMENTS)  Display Installment Plan/Change Installment Plan.

○

210.

211.

212.

213.

SAP menu Account  Installment Plan  Create/Change 2. On the Create Installment Plan: Specifiy Installments screen, choose the Calculate Interestpushbutton. A dialog box appears for you to enter the interest parameters. 3. In the toolbar, choose either the pushbutton Calc. Inst.Plan Surcharge (Calculate Installment Plan Surcharge) or Calc. Inflation Surcharge(Calculate Inflation Surcharge) to calculate inflation or installment plan surcharges. 4. Choose the OrigItmIntCalc. (Original Item Interest Calculation) pushbutton in the toolbar to calculate interest for original items up the start date of the installment plan (default value) or up to any point in time you choose. Specify the due date for the interest, and whether you want the interest to be treated as one or more separate interest installments. To specify the point in time up to which the system should calculate interest on the original items, enter a date in the Orig. Item Interest Calc. Tofield. 5. Choose Installment Plan  Post. You can use the following options to calculate interest retroactively: ○

Only overdue installments are taken into account (in other words, installments that have been paid too late).

○

The interest on the installment plan is recalculated. In this case, the interest calculation takes account of individual installments that were paid too early (before the due date), as well as installments that were paid too late. Recalculation may result in an interest credit or an interest receivable.

Printing Installment Plans Use Printing correspondence and payment forms for installment plans Features In addition to installment plan correspondence (correspondence type 0005), you can also print installment plan payment forms (correspondence type 0008). In

contrast to installment plan correspondence however, you can create payment forms when you create the installment plan; instead, you have to create them later in the mass activity Installment Plan Printing. You define whether and in which form payment forms are to be created for an installment plan when you create it. The system prompts you to enter the print type in a dialog box. In the display and change transactions (SAP menu: Account Installment Plan Display/Change), you can read the print type in the header data of an installment plan (button with the quick info Display Header Data) in the Print Data in the field Print Type for Payment Forms. You can choose from the following print types: Print Type

Function

0 – No printing

The installment plan is not printed.

1 – Print immediately

When you create an installment plan, an installment plan correspondence is created and output immediately.

2 – Delayed: Correspondence only

There is no printout when you create the installment plan. The system creates correspondence. To print the correspondence, you have to create entries in the correspondence container with Installment Plan Printing.

3 – Delayed: Correspondence, one payment form

When an installment becomes due, the system creates a payment form for this installment and also creates correspondence when it creates the first payment form. To print the correspondence and payment forms, you have to create entries for each in the correspondence container withInstallment Plan Printing.

4 – Delayed: Correspondence, all payment forms

The system creates installment plan correspondence and all payment forms, regardless of when the individual installments are due. To print the correspondence and payment forms, you have to create entries in the correspondence container with Installment Plan Printing.

For each installment of the installment plan, the Installment Plan Printing program creates a separate payment form. You can either create all payment forms together, or each payment form separately as the respective installment becomes due.

When you create the installment plan payment forms, the program analyzes the installment plans with print types 2, 3, or 4 and fills the correspondence container with the relevant correspondence. You can then print this correspondence with the Print Workbench. Activities 214. 1. To create correspondence container entries for printing correspondence with print types 2, 3, and 4, in the SAP menu choose: Periodic Processing  For Contract Accounts  Correspondence  Installment Plan Printing. 215. 2. Select the installment plans to be considered using the business partner, contract account, and/or the company code. Restricting the due date for net payment only has an effect on installment plans with print type 3. 216. 3. Schedule the program run (see also: Functions for Scheduling Program Runs). If correspondence is created for an installment plan, the field Print Date in the installment plan header is filled. If the field already contains an entry, no further correspondence is created. The program also makes sure that only one payment form is created for any one installment. If you do not restrict the due date for net payment for print type 3, the program creates a payment form for the next installment due – provided no payment form has been created for this yet. If you enter the date ID and identification of a run and select Environment  Correspondence in the menu of the transaction, you can display a list of the correspondence created by the run (installment plan correspondence and payment forms). In the Implementation Guide for Contract Accounts Receivable and Payable, under Business Transactions  Deferrals and Installment Plans  Define Default Values for Installment Plans, you can define a default value for the print type. If you set the indicator Display Dialog, a user can select a print type when he/she saves an installment plan. In event 3031, you can also make the default value dependent on the installment plan parameters. See the documentation for the sample function module FKK_SAMPLE_3031.

Promise to Pay Purpose You use a promise to pay to record a business partner's agreement to pay receivables that are on his or her account.

Integration For dialog processing, you can use a user interface in the Interaction Center Web Client. Features A promise to pay states which amounts are to be paid by what dates. A promise to pay can specify that the business partner payment is in the form of a debit memo or a direct debit. Since the payment dates defined in the promise to pay are generally after the due dates of the items covered by it, you can (optionally) add charges and interest on late payments as part of the promise to pay. You can create, approve, withdraw, change and valuate promises to pay. These activities are all performed online, with the exception of the valuation, which is a mass activity. Using the functions of valuation of promises to pay, you can: ●

Close promises to pay. For this you plan mass runs at periodic intervals.

●

Determine the extent to which promises to pay were kept. If the promise was not kept, then the system can update the credit standing of the business partner. The system puts currently running dunning procedures for the business partner on hold until the promise to pay is closed. When you create a promise to pay for overdue items, the system does not open a new dunning procedure for these items – assuming you create the promise to pay before the dunning run.

Approval and Release of Promises to Pay by Workflow Use You can set up an approval procedure to ensure that clerks cannot create promises to pay randomly. When a promise to pay is created, the system then automatically starts an approval workflow. Features When you create or change a promise to pay, the workflow for check and approval in accordance with the dual control principle can be run. If the workflow is started, you can enter a comment for the promise to pay in dialog. The clerk determined in the workflow can then accept or reject the promise to pay. You cannot change a promise to pay with the status "To be approved" until it has been approved/rejected.

When you change a promise to pay, the system does not write history records. Instead, it creates a nw promise to pay with a reference to the original promise to pay. This gives you a better overiew. The person actually doing the approving also sees which change needs to be approved. If a promise to pay is accepted, the check indicator is automatically removed from the promise to pay. If a promise to pay is rejected, the check indicator is automatically removed and the promise to pay receives the status Not approved. The reference to the promise to pay is removed from the assigned items. Activities You decide whether the creation/change must be approved in event 5516; the relevant business object is CA_P2P, the rule for the clerk determination 21000071, and the workflow sample WS21000104. See the documentation for the sample function module FKK_SAMPLE_5516.

Determination of Interest and Charges Use You can calculate interest and charges for overdue payments related to a promise to pay. Features When a promise to pay is set up, you and the customer can agree on a charge. The system determines the charge automatically, posts it, and adds the charge to the total amount of the promise to pay. You can define the amount of the charge in event 0186. In the standard system, no charge is calculated. (See the documentation for the sample function module FKK_SAMPLE_0186.) You can calculate interest on the period between the due date of the receivables and the due dates of the promise to pay. For the interest calculation, the system assumes that the installments of the promise to pay will be paid on time and that payments are assigned to the open items with the oldest due date. You have to enter the interest key to be used for each category. In Customizing for Contract Accounts Receivable and Payable, choose Business Transactions Promise to Pay  Define Categories. If a promise to pay is closed and not classified as broken at that time, there is no change to the interest and charges. If the promise to pay is classified as broken, depending on the category, you can ●

Retain, reverse, or adjust the interest

●

Retain or reverse the charges

Adjusting the interest means that the system reverses the original interest and instead calculates interest on all items again as follows: ●

Cleared items up to clearing date

●

Open items up to the day of the withdrawal of the promise

If a promise to pay is withdrawn, the same options apply. However, in this case, the treatment of charges and interest is dependent on the withdrawal reason and not on the category of the promise. If a promise to pay is replaced, charges and interest for the old promise to pay are handled according to the withdrawal reason; the charges and interest of the new promise to pay are handled according to the category selected. If the same charges are to be levied for the new promise to pay as for the old one, there is no new posting. The charges receivable already posted is automatically added to the new promise. A similar rule applies if the interest amounts are the same. Since a new interest calculation is not necessary only if the items subject to interest and the periods remain the same, the interest receivable can only be added to the new promise if both the items and the installments remain the same. However, this is an exception when replacing a promise to pay, since in that case only payment data would have changed, which would not require entering a replacement.

Correspondence Creation Use You can send correspondence to the business partner when a promise to pay is created and in the case where a promise to pay is not fulfilled. Features The correspondence type for printing a promise to pay is 0045 (Promise to Pay). The correspondence request is created in event 0806. In this event, an entry is created in the correspondence container. This can be printed immediately or in mass printing. Event 0805 prints the correspondence type. In this event, the print parameters are adjusted specific to the correspondence and the Print Workbench is called. In the Print Workbench, the correspondence-specific form class FI_CA_P2P_CORR is used. As an example form, SAP delivers the application form FI_CA_P2P_CORR_SAMPLE, category SAPscript. The following details are used for printing: ●

Amounts with their due dates

●

Charges and interest on arrears

●

Receivables cleared by payments

●

Amounts collected using the debit memo procedure

See the documentation for the sample function modules FKK_SAMPLE 0805 and FKK_SAMPLE 0806.

Editing Promises to Pay Use A customer informs you that he will pay an outstanding receivable within a specified timeframe. You can store this information in the system in the form of a promise to pay. Prerequisites You entered reasons and categories for promises to pay in Customizing for Contract Accounts Receivable and Payable (FI-CA) by choosing Business Transactions Promise to Pay. Reasons could be "Call by customer," "Call by us," "Letter from customer," for example. The categories contain default values for the number and the frequency of the payment dates of the individual partial payments, specifications for determining and posting interest and charges, and specifications for the effects on creditworthiness, interest, and charges when the promise is not fulfilled. Features To process promises to pay, in the SAP Easy Access screen, choose Promise to Pay  Edit. To display them, choose Promise to Pay  Display. You can use events to trigger individual checks on the creation of a promise to pay. At event 0183, you can restrict the categories permitted dependent on the business partner. If no category is permitted, then no new promise to pay can be created for this business partner. At event 0187, you can check the promise to pay with all its detailed data. For example, you can use this check to prevent clerks from entering promises to pay with time periods that are too long. See the documentation for the sample function modules FKK_SAMPLE_0183 and FKK_SAMPLE_0187.

Valuation of Promises to Pay Use The valuation of the promise to pay consists of determining the level of fulfillment of the promise as a percentage between 0.00% and 100.00%. The system derives a status based on this level of fulfillment and your system settings. Prerequisites You defined the level of fulfillment above which the promise is considered to be fulfilled (or fulfilled with accepted variances). In Customizing for Contract Accounts Receivable and Payable(FI-CA), choose Business Transactions  Promise to Pay  Define Specifications for Valuation of Promise to Pay.

In the Define Categories IMG activity, you entered a creditworthiness weighting for each category. Features The valuation takes place once the promise to pay is closed, normally a few days after the last partial payment is due. The valuation can lead to one of the following statuses: ●

Promise fulfilled

●

Promise fulfilled with accepted variances

●

Promise not fulfilled

Using the valuation data determined, the system decides whether the valuation is saved and the promise to pay closed or whether there should be a further check at a later date. The system automatically sets the first check date when a promise to pay is created. The date is defined in event 0184. In the standard version, the system sets a date that is seven days after the due date of the middle installment. For five installments, a check is scheduled seven days after the due date of the third installment. If there are an even number of installments, the system uses the later of the two middle installments. During the check, the decision must be taken whether a further check is necessary at a later date, and the promise is open until then, or whether the promise is to be closed in its current status. This decision is taken in event 0189. In the standard version, a new check date is set if the old check date was not after the due date of the last installment; otherwise the promise is closed. In the standard version, the new check date is seven days after the due date of the last installment. If the date determined in this way is not in the future, the promise to pay is also closed. Logic for the Valuation In the valuation, the following is considered: How much of the promised amount has actually been paid, and how late the payments were. With regard to the delay in payment, in Customizing, you can define a number of tolerance days and what reduction in the valuation is made for each day in excess of these tolerance days. You define this for each company code. In Customizing, you have agreed 2 tolerance days and 1.0% reduction for each further day late. The following promise to pay has been given: ●

100.00 on March 1, 2008

●

100.00 on April 1, 2008

The following payments have been made: ●

80.00 on March 8, 2008

●

100.00 on April 9, 2008

The system always assigns payments to the earliest due dates. Therefore, after the deduction of two tolerance days, the assignments are as follows: Amount Delay EUR 80.00 5 days, payment from 3/8/2008 EUR 20.00 37 days, payment from 4/9/2008 EUR 80.00 6 days, payment from 4/9/2008 Each of these assignments contributes to the level of fulfillment that is calculated from the percentage amount portion and the reduction due to the delay: Amount portion Reduction factor Contrib. to level of fulfillment 40.00% (80/200) 0.95 (5 days) 38.00% 10.00% (20/200) 0.63 (37 days) 6.30% 40.00% (80/200) 0.94 (6 days) 37.60% Total 81.90% If items that were included in a promise to pay are cleared in another way (for example, due to a reversal, transfer, clearing of credit memos), the business partner only has to pay a reduced amount to fulfill the promise to pay. In the valuation, these other clearings are used to reduce the oldest due dates of the promise to pay. A valuation is then made as described above using the reduced installments. The following promise to pay has been given: ●

100.00 on March 1, 2008

●

100.00 on April 1, 2008

●

100.00 on May 1, 2008

Of the receivables due, 120.00 is reversed. In the valuation, the promise to pay is treated as if the following installments had been agreed: ●

80.00 on April 1, 2008

●

100.00 on May 1, 2008

Write-offs are not other clearings, since they are not deemed to be a waiver of the receivable; instead, they reflect the opinion that the receivable will probably not be collected. Valuation and Creditworthiness For promises to pay that are not fulfilled, an entry can be made to the creditworthiness of the business partner. In the standard version, the system checks whether a creditworthiness weighting is specified in Customizing in case

of non-fulfillment. You can specify the creditworthiness rating for each category of promises to pay. If a creditworthiness weighting is specified, a new creditworthiness record is created with this value and the total creditworthiness of the business partner is reduced. Using event 0188, you can change the creditworthiness weighting determined in the standard system. Subsequent Changes to Valuation As soon as a promise to pay is closed, all further payments, withdrawals, or other clearings no longer influence the valuation. Therefore, a promise to pay should not be closed too soon after the last due date; on the other hand, it must be possible to make an adjustment for promises to pay where the valuation is later determined to be incorrect. In particular, this should prevent a business partner receiving a bad creditworthiness where this is not justified. With a special authorization, you can subsequently change the level of fulfillment and the status of a promise to pay manually. You have to justify the change with a comment. All subsequent changes are recorded. The creditworthiness is adjusted automatically. Activities 56. ... 57. ... 217. 1. To valuate and close promises to pay, on the SAP Easy Access screen, choose Periodic Processing  For Contract Accounts  Valuation of Promises to Pay. 218. 2. Enter a date and an ID that you can use to identify the run later. 219. 3. Enter a check date. Limit the selection by business partner, company code, and promise to pay, as needed. Promises to pay whose next check date is before or on this check date are valuated. 220. 4. Save your entries and schedule the program run. For more information about scheduling and executing mass activities, see Functions for Scheduling Program Runs.

Write-Offs Using this component, you can write off open receivables and credits of business partners. Write-offs are required if receivables are uncollectible or payables cannot be paid, for example when the payment recipient cannot be identified.

Features You can write off open receivables completely, or, if you want to waive partial amounts of open receivables for your customers, you can also write off open items partially. You have to allow partial write-offs explicitly in Customizing. You are free to specify the partial amount to be written off in the transaction Write Off Items. When you write off an amount, the system clears the item written off, generates a write-off document, and automatically posts to the expense or revenue accounts defined in Customizing. In Customizing, you can define rules for adjusting the tax for a write-off. If the expense account posted to is relevant for tax, the system also corrects the posted tax when you write off. When writing off, you can also:  Inherit the G/L account assignment characteristic Profitability Segment Number (CO-PA) (PAOBJNR) from the document being written off to the write-off document The prerequisite for this inheritance is that you entered the value 1 (Inherit Item to Be Written Off) for the derivation of the CO account assignment in Customizing for Contract Accounts Receivable and Payable under Business Transactions Write-Offs in the activities Define Specifications and Default Values for Write-Off and Define Specs and Default Values for Mass Write-Offs.





NOTE Since SAP enhancement package 2 for SAP ERP 6.0, it is already possible to inherit the G/L account assignment characteristicProfitability Segment Number (CO-PA) (PAOBJNR) as a modification in event 5030. This modification is not affected by an upgrade to SAP enhancement package 6 for SAP ERP 6.0. That means, that if you have implemented logic in the installation-specific event 5030, the system continues to run through this logic when you write off. Using a function module, specify check rules in Customizing that the system uses to decide whether open items of a business partner can be written off and which these are For example, you can specify that receivables can only be written off if there are no credit items on the contract account and the receivables are more than six months overdue. If a user has the appropriate authorization, the system offers all open items to be written off. This means that the check rules are not applied. The system always applies check rules at a check level (business partner, contract account, contract, document), groups the open items to be written off at the check level, and applies the check rules to each group. Update the creditworthiness of customers

You can reverse write-off documents, meaning that the receivables or payables become open again.

Writing Off Items Prerequisites You have to make the following settings in the Implementation Guide for Contract Accounts Receivable and Payable (Business Transactions  Write-Offs):  Define the write-off reasons that are stored in the written-off line items for information purposes  Define the specifications (choice of check level) and default values required for posting a write-off document (the clearing reason, for example).  Define the G/L accounts for writing off receivables and payables and define these accounts for automatic account determination in Customizing.  If you also want to permit partial write-offs, set the indicator PW/O (permit partial write-off) for the required write-off reasons under Business Transactions Write-Offs  Define Write-Off Reasons.  Under Basic Functions  Special Features for Tax Processing  Define Tax Calculation Types for Write-Offs and Individual Value Adjustments, you have selected a rule to be used to calculate the tax adjustment for a writeoff. If you program corresponding function modules and define them in Customizing under Program Enhancements  Define Customer-Specific Functions Modules, you can:  Subject open items to a check in event 5010 The module should contain the required check rules. You have already defined the checking level at which these rules are applied in Customizing under default values. You can only write-off items that may be written-off according to the checking rules.  Enter default values and check the specifications for write-off in event 5006  Apply industry-specific check rules in event 5008. In this event, you can also apply check rules that are independent of whether the indicator Do Not Apply Write-Off Rules is set. This event is always processed. You might want a certain number of people to be able to write off all open items, despite the check rules that have been implemented (through the industryspecific or customer-specific component). In this case, you can issue these

people with special authorization for activity 020 of the authorization object FI-CA Special Function (technical name F_KK_SOND). To define authorizations, see Basic Functions  Authorization Management. Procedure 221. 1. Choose one of the following paths: Roles Account Maintenance, Transfer Postings, Reversals (SAP_FI_CA_ACCOUNT_MAIN_REVERS)  Write Off Items SAP Menu Account  Write Off Items 222. 2. Enter your selection specifications for the open items and the details for posting the write-off. 223. 3. Choose Continue or, if you have the authorization to write off without check rules, choose Edit Select without Rule. The items that can be written-off are displayed. If applicable, the number of items not meeting the checking rules is output. 224. 4. Select the open items that you want to write off. Select and activate the required items or select the items using the amount field in the corresponding row. The system transfers the complete amount of the item (column Gross Clearing) for the write-off. If you only want to write off a partial amount, enter this partial amount in the column Gross Clearing. 225. 5. Choose Post. Via Extras Display Document, you can display the write-off document. Via Extras Account Balance, you can display the account balance of the business partner. Via Extras  Notes  Enter Notes, you can enter notes for write-off document. Result The open items you selected are (partially) cleared and a write-off document is created. The document number of the document created is displayed in the status line. If you only cleared part of the amount, the remaining amount of the document is open.

Writing Off Items in Mass Runs Use It is useful to write off items in a mass run if there are a large number of receivables that are uncollectible, or payables that cannot be disbursed. Integration The system updates the write-off history and the business partner's creditworthiness when you post a write-off document. You can set an indicator to

release the written-off items for submission to external collection agencies; however, you need the special authorization F_KK_SOND for this. Prerequisites You have authorization for authorization object F_KKWOFFM. You processed the following activities in Customizing for Contract Accounts Receivable and Payable under Business Transactions  Write-Offs: ●

Define Specs and Default Values for Mass Write-Offs

●

Automatic G/L Account Determination for Write-Offs

If you want to use write-off variants, you processed the following IMG activities: ●

Maintain Write-Off Variants

●

Maintain Age and Amount Grid for Write-Off Variants

Features Using the mass write-off function, you can write off open receivables and open credits. These can be written off statistically or posted to the general ledger. You can select the documents to be written off according to various parameters that you maintain on the tab pages. This allows you to select according to the type of business transaction (for example, dunning charges). You can also conduct a simulation run before the update run for monitoring purposes. In event 5008, which is always processed, you can apply industry-specific check rules. In this event, you can also apply check rules that are independent of whether the indicator Do Not Apply Write-Off Rules is set. Using a write-off variant, you can automatically write off or prevent the write-off of individual items based on age and amount grids. For each age and amount structure, the write-off variant defines whether the current receivable can be written off. You can display the procedure as needed in the application log for information purposes. The system determines the write-off variant in event 2957; you can define this event to best suit your needs. 200 days ago, you posted document 4711 with an amount of 1 000. There is a write-off variant VARI with the following settings: Days after Due Date

Sequential Number

Amount

Automatic Write-Off

50

1

500

X

100

1

500

X

100

2

1000

X

100

3

5000

X

Log

X

From these settings, the system derives the following procedure: 58. ... 226. 1. The document is older than 50 and 100 days. The system therefore checks all four entries, but it first checks the specification where the number of days after due date is the highest and then the specification where the amount is the lowest. 227. 2. The system checks line 2 first. The amount of EUR 1,000 is more than EUR 500 and, therefore, does not qualify. 228. 3. The system then checks line 3. The amount of EUR 1,000 is within the range up to EUR 1,000 and therefore qualifies for the write-off. 229. 4. The system writes off the item automatically and makes a note in the log. Activities 59. 230. 1. ○

○

... Choose one of the following paths: Role Receivables Administration(SAP_FI_CA_RECEIVABLES_ADMINIST)  Start Write-Off Run

SAP Easy Access screen Periodic Processing  For Contract Accounts  Write-Off Run. 231. 2. Enter the required selection and posting parameters and the technical settings. Save your entries and choose Program Run  Schedule. For runtime reasons you must enter the business partner. If you select the indicator Release Receivables for Submission to Collection Agency on the tab page Posting Parameters, the items selected by the write-off run are automatically released to a collection agency. The collection agency is determined in event 5060 (see Automatic Release). For more information, see Functions for Scheduling Program Runs. If you want to use the events mentioned, define an installation-specific function module in Customizing for Contract Accounts Receivable and Payable underProgram Enhancements  Define Customer-Specific Function Modules.

Using Petty Amount Limits in Write-Off Runs Use In order to avoid uneconomic enforced collection procedures, an organization can do without entitlements which are under or over a particular amount limit. Prerequisites If you want to use this function, you must define the amounts you require in Customizing of Contract Accounting in the IMG activity Define Petty Amount Limits for Mass WriteOff. Features If you have defined petty amount limits in Customizing of Contract Accounting, you prevent items that have open amounts above or below the petty amount limits from being written off by mistake in the mass write-off run. The program determines the lowest petty amount limit of all items which enter a check level (for example, contract object) and compares them with the total of the items of this check level. All items of this check level are only written off in the mass run if the total (underpayment or overpayment) is lower or the same as the corresponding petty amount limit. Otherwise, none of the items of this check level are written off. A petty amount limit of 4.99 EUR is defined for dunning level 00 and a limit of 19.99 EUR for dunning level 01. A contract object has two open items. An amount of 8.00 EUR was due on March 15, which was dunned once. A further 8.00 EUR was due on June 15, which has not yet been dunned. The program determines the petty amount limit of 4.99 EUR during the check in the mass write-off because one of the items is still at dunning level 00. Neither of the items are written off, as the total of the two items is larger than 4.99 EUR. The petty amount 19.99 EUR is only used and the items written off when the second item is at dunning level 01. However, if the business partner has paid the total amount of 16.00 EUR because of the dunning of the second item, the petty amount rule is not applied. You can find more information in the implementation guide (IMG) of Contract Accounting in the documentation in the IMG activity Define Petty Amount Limits for Mass Write-Off.

Writing Off Items in External Systems Use You can perform write-offs in external systems. Prerequisites You have planned write-offs in external systems and made the relevant setting in the Implementation Guide for Contract Accounts Receivable and Payable underBusiness Transactions  Write-Offs  Activate Write-Offs in External Systems. You have made the settings for the derivation of the FM account assignment for the write-off document in the Implementation Guide for Contract Accounts Receivable and Payable under Business Transactions  Write-Offs  Write-Off: Define Specifications for Enhanced Account Assignment Derivationand Mass Write-Off: Define Specifications for Enhanced Account Assignment Derivation. Features If you perform write-offs in an external system, line items that are posted in Contract Accounts Receivable and Payable via this external system are forwarded to the relevant external system via the Outbound Interface for Business Partner Items. The SAP system (Contract Accounts Receivable and Payable) holds the items to be written off with clearing restriction T. This means that these items cannot be cleared using other transactions or business transactions. The tax calculation takes place in the external system. Using the Bill Line ItemInterface, the general ledger items determined for the write-off document by the external system are posted in the SAP system (Contract Accounts Receivable and Payable) again. The preselected items to be written off are cleared and the clearing restriction T is deleted. For detailed information about transferring data from external systems, see the documentation for the IDoc interfaces of Contract Accounts Receivable and Payable, section Process Flow of Document Transfer with Revenue Item.

Write-Off History Use Write-off data provides information on a business partner's payment history. The write-off history allows you to access a business partner's or a contract account's write-off data quickly and easily. Integration

The write-off history is updated automatically during write-off. It can also be updated automatically during mass write-off, depending on authorization. Any write-off documents that are reversed are also noted in the write-off history. Features The write-off history is updated automatically in the system. It provides the following information:       

Write-off document number Write-off date Reason for write-off Write-off amount and currency Statistical indicator of document that has been written off Origin of write-off document Reversal indicator for write-off document

Activities You can find the write-off history under the following paths: Roles 



Business Partner Account Information (SAP_FI_CA_PARTNER_ACCOUNT_INFO)  Account Balance  Environment  Account  Write-Offs Business Partner Account Information (SAP_FI_CA_PARTNER_ACCOUNT_INFO)  Write-Offs

SAP Menu 

Account  Account Balance  Environment  Account  Write-Offs



Account  Other Information  Write-Off History

Public Sector Write-Off History Use The Public Sector write-off history lists the individual documents which were written off and entered in the write-off history with the function Write Off Item. In addition to the information from the write-off history, the data of the written off documents, the writeoff document and the resubmission is issued. They are sorted according to currency, write-off date, and document number.

If you have defined a separate write-off reason for waivers in Customizing of Contract Accounting, you can use the write-off history to generate a waiver directory. Features You can find detailed information on the features in the program documentation on the Public Sector Write-Off History. You can find basic information on the write-off history under write-off history . Activities You can find the Public Sector Write-Off History in the Contract Accounting menu under Account Further Information  Public Sector Write-Off History.

Printing Write-Off Data Use This function enables you to print information on write-off documents and the items written off. Integration For general information on write-offs, see Write-Offs. Printing does not work when you have activated the approval procedure for write-offs. Prerequisites You must have entered function module FMCA_EVENT_PRNT_5040 in IMG activity Define Customer-Specific Function Modules with event in the Customizing of Contract Accounts Receivable and Payable. Features For the following data is available for the printout: data on the write-off document, cleared items and data entered with the write-off with additional information on the business partner. This data is generated and printed with events P730 and P731. SAP delivers a sample form for printing data which you can use as a template for your own application form. You copy sample form FMCA_WRITEOFF_DOC_SAMPLE_SF for this, save it under a new name and program the changes you want. Then you assign this form to correspondence type P034 in the Customizing of Contract Accounts Receivable and Payable in

IMG activity Define Application Forms for Correspondence. Form class FMCA_WRITEOFF_DOC is assigned to this correspondence type by default. Activities To print the write-off data you must go to the function Write Off Item. When you save the write-off, a dialog box appears where you can specify you want to print the data.

Checking and Approving Write-Offs Use You can hold write-offs in a status that has to be confirmed. A workflow is triggered for the confirmation; the last step in the workflow is an approval or rejection. Prerequisites You have entered the required check reasons in the Implementation Guide for Contract Accounts Receivable and Payable  Basic Functions Postings and Documents  Workflows for Postings and Approvals Define Check Reasons. You have entered the installation-specific function modules described below in the Implementation Guide for Contract Accounts Receivable and Payableunder Program Enhancements  Define Customer-Specific Function Modules. Features For each write-off, an installation-specific function module is processed in event 5512. It checks whether the write-off has to be confirmed and released by other clerks in a workflow. If a check is required, the module returns the number of checks required. You can also issue a check reason and additional parameters for role determination. If the write-off is accepted, the document is written off and the workflow completed. If the write-off is rejected, the workflow is stopped. SAP delivers the workflow sample WS21000102 FICA_WRTOFF for write-offs. The role 21000067 is used for the role resolution. Activities Define an installation-specific function module for event 5512. If you want the information for line items to be output in open item processing or in the account balance display for approval, you can define installation-specific modules for

events 0105 and 1205. For example, you can use function modules FKK_WF_TEXT_1205 and FKK_WF_TEXT_0105. To execute active application-specific standard modules, call these directly from the customer-specific module.

Submitting Receivables to Collection Agencies Purpose If a customer does not pay his receivables, and all measures have been taken to collect the receivables, many companies use collection agencies to prevent losing the receivable. In the case of receivables for which court cases have been initiated or where a court order has been issued for collection (legal dunning proceedings), these receivables are managed in some instances using third-party applications. Contract Accounts Receivable and Payable enables you to manage postings connected to submitting receivables to a collection agency and the exchange of information with those collection agencies. For managing receivables for which legal dunning proceedings have been initiated, it is necessary to set up collection agencies in Contract Accounts Receivable and Payable for the third-party applications that are used.

Submission of Receivables to Collection Agencies Purpose You can use the following functions to submit receivables, make required postings, and process the exchange of information with collection agencies: ●

Releasing Receivables for Collection

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Submitting Receivables to Collection Agencies

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Processing and Managing Collection Items

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Recalling Submitted Receivables

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Forwarding Information to Collection Agencies

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Processing of Incoming Information from Collection Agencies

Process Flow In the system receivables are submitted in two steps. First you have to release the items for collection. Then you can submit the released items. The collection items created are recorded in the system. You can carry out the release and submission of the items manually, automatically as a mass run, or automatically in other business transactions. The system can determine the collection agency to which the receivables are to be submitted automatically during release or you can specify a collection agency when you submit. For the submission, the system checks whether the items entered manually or selected by the release run have a status that permits submission. For each collection agency, it creates a list and/or a submission file with all information relevant for collecting the receivables. Or, if you use the service-oriented interface, the system calls the enterprise service needed for the task. You can generally submit all items with the status Receivable Released for Submission (01) or Receivable Called Back (09).

Transferring Open Business Partner Items Purpose Transferring receivables or credits is necessary if a business partner assumes the rights and obligations of another business partner, such as in the case of inheritance or taking on liabilities. From time to time it might also be necessary to transfer receivables or credits within different contracts or contract accounts of the same business partner. This is the case, for example, if a customer terminates a contract, but the remaining receivables are to be collected together with the receivables for the new contract. Features During the transfer, the system clears the selected items and posts them to the target account. Most of the posting information is transferred. The new items only differ from the original items in their origin and posting date. The receivables account, due date, transaction name, and dunning and interest information remain the same for these items. You maintain transactions for the transferred items in Customizing for Contract Accounts Receivable and Payable underBusiness Transactions  Transfers  Define Transactions for Transferring Items. During the transfer, the system does not perform account determination again for the new items. However, this makes it easier to read the account balance display, since you can recognize the transferred items directly from the transaction and transaction text. In event 5110, you can define whether existing payment and dunning locks are retained.

If the target account for the transfer posting is a contract account that belongs to a collective bill account, the collective bill is updated automatically. You can transfer: ●

Individual items – receivables and credits (see also the explanations for transfer postings in Clarifying Credits)

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All items of a business partner

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All items of a contract account

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All items of a contract

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Items from an installment plan In this case, existing installment plans are deactivated automatically and a new installment plan is created for the amount of the remaining open, original receivables.

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Items that belong to a collective bill The collective bill is updated automatically. You can also reverse the transfer document. For more information about transferring, see SAP Note 616098. Constraints You can only transfer open receivables or credits. When the transfer is made, the system does not determine any new G/L accounts for the posting. This means that no new postings are made to receivables and revenue accounts. If the original contract account also contains items assigned to contracts, you have to enter a target contract for each of the contracts determined by the transaction. You can only carry out the transfer without specifying a target contract if the target contract account is not based on contracts. If the original contract account has postings that are only assigned to contract accounts, then the system also posts them in this way in the transfer document. In this case, specifying a target contract is irrelevant. In event 5100 you can override the stipulation that you have to enter a target contract for items that were originally posted to a contract.

Transferring Business Partner Items Prerequisites The items that you want to transfer must be open. You have to define transfer reasons, specifications, and proposal values in the Implementation Guide for Contract Accounts Receivable and Payable under Business Transactions  Transfers.

Procedure 60. ... 232. 1. Choose Account  Transfer Items. 233. 2. Under Selections enter the business partner and the contract account or the contract for which you want to make the transfer. Alternatively you can enter the document number or the reference document number of the document that you want to transfer post directly. 234. 3. Under Transfer Target, enter the business partner and the contract account or contract to which you want to make the transfer. 235. 4. Under Transfer Specifications check the posting specifications. Make any corrections, if necessary, and enter the transfer reason. 236. 5. Choose Select Items in the application toolbar. 237. 6. On the processing screen that follows, activate the items you want to transfer. 238. 7. Save your entry. Result The transfer document is created, and you return to the initial screen.The number of the transfer document is displayed in the status line.

Transferring Additional Payment and Refund Amounts Use You can use this function to transfer donations and tips resulting from additional payments or refunds for renewal subscriptions to the recipient accounts. Integration See also:  Using Refunds for Donations and Tips  Using Additional Payments for Donations and Tips Prerequisites The procedure for determining the payment recipients must be defined as follows in the BAdI ISM_SD_ADDP_RECEIVER:  You must define the social facilities that are to receive donations in the method GET_FOUNDATION.  You define which carriers are determined in the method GET_CARRIER. (This method is supplied with a default implementation in which the carrier used on the billing date is determined as the recipient of the tip.)

Features The transfer posting function separates donations from tips and processes the amounts as follows:  Donation amounts are transferred to the contract account of the relevant social facility (according to the BAdI ISM_SD_ADDP_RECEIVER, method GET_FOUNDATION).  Tip amounts are transferred to the carrier’s contract account. The carrier who is to receive the amount is determined according to the assignments in the BAdI ISM_SD_ADDP_RECEIVER, method GET_CARRIER (see Prerequisites). Activities Execute program RJK_ADDPAYMENT_REBOOKING_SAMPL (transaction RJKREBOOKING).

Deferred Revenue Postings Purpose When a receivables document is posted, the system automatically posts revenues. These revenues become effective in the posting period in which they are actually posted. This means that these revenues are assigned to the posting period in which they were posted. The regulations in some countries require that revenue accruals/deferrals have to be entered in the general ledger for revenues that do not become effective until some date in the future. Revenues become effective in the future, if the service upon which the revenue is based is actually performed in the future. Recognition of revenues is therefore independent of invoicing. Revenues and accrued/deferred revenues must be posted to separate general ledger accounts. Accrual/deferral is performed using deferred revenue accounts. There are three types of revenue recognition: ●

Standard revenue recognition

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Time-based revenue recognition

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Event-based (service-oriented) revenue recognition

In the case of standard revenue recognition, posting to the revenue account takes place at the same time the receivable document is posted. In the case of time-based revenue recognition, when the receivable document is posted, the dates on which the corresponding partial revenues are to be transferred from the deferred revenue account to the revenue account are already set.

In contrast to this procedure, in the case of event-based revenue recognition, it is the rendering of the actual service that leads to recognition of the partial revenues. The following example serves to clarify the difference between time-based and event-based revenue recognition: On 12/31/08 a business partner signs a maintenance contract amounting to 2,400. The machine is to be serviced regularly on the 15th of every month during the year 2009. The business partner receives the invoice on 12/31/08. In the case of time-based revenue recognition, the partial amounts become revenue-effective on the following dates: 1/15 revenue-effective 200 2/15 revenue-effective 200 : : : 12/15 revenue-effective 200 In the case of event-based revenue recognition, revenue recognition is determined by the service being provided. If the service engineer services the machine on 02/01 instead of on 01/15, in the case of event-based revenue recognition, revenue would not become effective until 02/01. This means that the partial revenue of 200.-- would not be transferred from the deferred revenue account to the revenue account until 02/01/09.

Posting Time-Based Deferred Revenues You post time-based deferred revenues when: you are required to differentiate between revenue and deferred revenue in the general ledger, and the service from which the revenue arises will not be provided until some time in the future, and the dates for the revenue recognition are already known. Integration You can display the data records that were included in a transfer run for deferred revenue. You can create totals for these records according to different attributes and thereby account for the totals posted in the general ledger. On the SAP Easy Access screen, choose Periodic Processing Closing Preparation Receivable/Revenue Adjustment Display Transferred Deferred Revenues . For more information, see the program documentation. As an alternative, you can reach the function from the menu of the transfer run for deferred revenue under Environment Line Items . Prerequisites You have carried out the following activities in Customizing for Contract Accounts Receivable and Payable under Business Transactions Deferred Revenue Postings :

 



Maintain Account Determination for Time-Based Deferred Revenue Postings Maintain Default Values for Transfer Posting Run Here it is especially important that you entered the document type for the documents to be generated by the transfer run. Exchange of No Longer Valid Account Assignments In case the account assignments are already closed, you entered a replacement profit center or replacement cost center in the activities Assign New Cost Center and Assign New Profit Center.

Features When you post a document involving time-based deferred revenues, the system creates a trigger for the future transfer posting dates, in addition to the document itself. The system also updates a trigger for the total amount. This trigger transfers the total amount from the revenue account to the deferred revenue account when the document is posted. The document itself contains the account assignment of the revenue account. For the example described in the previous section, in which a business partner signs a maintenance contract amounting to 2,400 and involving service on the 15th of each month, the system would make the following postings: Posting Data Date

Posting

Amount Time

12/31/2008 Debit receivables, credit revenue

2400.--

Posting of Document

12/31/2008 Debit revenue, credit deferred revenue

2400.--

Transfer Posting (Mass Activity)

01/15/2009 Debit deferred revenue, credit revenue

200.--

Transfer Posting (Mass Activity)

02/15/2009 Debit deferred revenue, credit revenue

200.-

Transfer Posting (Mass Activity)

...

...

...

...

If you reverse a document with deferred revenues, the system automatically reverses the trigger records also. For any postings already made in the general ledger, the system creates new trigger records with reversed +/- signs. You can display the triggers for deferred revenues in the document display. To do so, in the menu of the document display, choose Extras Deferred revenues . There you can display the following attributes for deferred revenue postings:  Transfer posting dates

   

Account assignment characteristics Reconciliation keys Indicator specifying whether the trigger record was reversed Indicator specifying whether the trigger record was posted

NOTE Note for the industry component Insurance At event V800, you can have the system distribute the total amount based on revenue recognition considerations. The system executes the actual deferred revenue posting using the mass activity for transfer posting of deferred revenues. Activities 1. To transfer revenue from the deferred revenues account to the revenue account in the general ledger, you execute the mass activity Transfer Posting Run for Deferred Revenue at periodic intervals. On the SAP Easy Access screen, choose Periodic Processing Closing Preparation Receivable/Revenue Adjustment Transfer Deferred Revenues . 2. Enter a date and an ID that you can use to identify the run later. 3. On the General Selections tab page, restrict the selection of the documents to be transferred. To run a simulation transfer first, set the indicator for it. 4. If you want to reverse the postings made by a transfer posting run, enter the parameters of the run on the Reversal Parameters tab page. 5. Schedule the program run. For more information, see Functions for Scheduling Program Runs. Posting Event-Based Deferred Revenues For event-based deferred revenues, neither the time nor amount for revenue recognition is known at the time of invoicing. This means that each event that triggers revenue recognition must be reported to the SAP system, along with the date and amount. Prerequisites You have made the following settings in Customizing for Contract Accounts Receivable and Payable:  Define account determination for deferred revenue under Business Transactions Deferred Revenue Postings Maintain Account Determination for Deferred Revenue Postings .  Specify the document type for the documents created by the transfer posting run by choosing Business Transactions Deferred Revenue Postings Maintain Default Values for Transfer Posting Run .  Enter an alternate cost center under Business Transactions Deferred Revenue Postings Exchange of No Longer Valid Account Assignments Assign New Cost Center .



Enter an alternate profit center under Business Transactions Deferred Revenue Postings Exchange of No Longer Valid Account Assignments Assign New Profit Center .

Features The functions for event-based deferred revenue use the following four, new database tables, belonging to three different categories:  The header table DFKKDEFREV_HEAD contains an entry for each G/L posting for which the functions for event-based deferred revenue should be used.  The item table DFKKDEFREV_POS contains the information for the initial transfer from the revenue account to the G/L account for deferred revenue.  The trigger tables DFKKDEFREV_TRIG and DFKKDEFREV_TRIGE contain the information about the reported events (DFKKDEFREV_TRIG: revenue recognition/DFKKDEFREV_TRIGE: check date) that is processed by the transfer run for deferred revenues. SAP provides the following function modules that you can use to implement the functions for event-based deferred revenues:  FKK_DEFREV_BY_EVENT_CREATE The module registers the desired G/L items when an FI-CA document is posted, and thereby activates further processing of these G/L items in the context of event-based deferred revenues.  FKK_DEFREV_BY_EVENT_RAISE The module reports the events (with date and amount). In the standard system, these function modules are called from invoicing. Invoicing documents arise from billing documents, which in turn can be created using event detail records (EDRs). When an event is reported to the SAP system, the system generates a trigger table entry (DFKKDEFREV_TRIG/DFKKDEFREV_TRIGE). The transfer run for deferred revenues processes these entries. It is possible that an event could be reported for an assignment key, although no related assignment key exists in the SAP system. In that case, the event is not processed by the transfer run until the related header entry is available. Test of the Function You can use the report TEST_DEFREV_TABLE_ENTRIES to test the processing of event-based deferred revenues. Using this report, you can create a list of all DFKKDEFREV* table entries for an assignment key. To test the reporting of an event (revenue recognition), you can use report TEST_DEFREV_RAISE_EVENT. In the document display transaction, you can display the most important attributes of deferred revenue postings by choosing Extras Deferred Revenues .

Prepaid Processing If you charge customers for services against a prepaid balance, you can map the related prepaid processes in Contract Accounts Receivable and Payable. You manage the prepaid credit on prepaid accounts. The examples in the following sections are from the cellular telephony area, and are meant to illustrate the prepaid processes. Integration The processing of prepaid credit and prepaid usages using prepaid accounts forms only one facet of the prepaid processing supported by SAP. Prepaid processing runs primarily in SAP Convergent Charging; subprocesses run in SAP Customer Relationship Management (SAP CRM) and SAP ERP. The roles of the individual components are described below: SAP Convergent Charging (SAP CC) SAP CC generates billable items for services used, and transfers these items to the ERP system for further processing. This process is based on sets of rules defined in SAP CC for pricing and account determination, in combination with customer data, contract data, and product data that SAP CC adopts from SAP CRM. The billable items contain the amount due for the usage of a service, along with information on the account to which the receivable or payable is to be posted. In addition, SAP CC manages the prepaid credit and refillable units that change through the usage of services and through refills. SAP Customer Relationship Management (SAP CRM) In the CRM system, you:  Configure and manage your products  Enter and manage customer data and contract data You transfer the relevant parts of this data to the other involved systems. SAP ERP Contract Accounts Receivable and Payable in the ERP system: 1. Receives billable items from SAP CC 2. From the billable items, creates invoices and credit memos and posts corresponding receivables or payables 3. Manages the receivables or payables until they are paid Contract Accounts Receivable and Payable automatically offsets credit on prepaid accounts. Refills also lead to billable items, for which Contract Accounts Receivable and Payable makes postings to prepaid accounts (refill of credit) or posts revenues (purchase of refillable units). In the following documentation, the focus is on the processes in Contract Accounts Receivable and Payable. As far as SAP CRM and SAP CC are

mentioned, the only purpose is to make the explanations more understandable in the given context. For more information about the processes in SAP CC and SAP CRM, see the documentation for these components.

Integration Purpose This component allows you to integrate Contract Accounts Receivable and Payable with other SAP components, such as General Ledger Accounting, Cash Management, Controlling, SAP Credit Management (FIN-FSCM-CR) and SAP Dispute Management (FIN-FSCM-DM), and Funds Management. Features Contract Accounts Receivable and Payable enables integration with the following SAP components: ●

General Ledger Accounting

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Cash Management

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Controlling

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Sales and Distribution

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Funds Management (PSM-FM)

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SAP Credit Management (FIN-FSCM-CR)

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SAP Dispute Management (FIN-FSCM-DM)

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SAP Global Trade Services

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Debt Recovery Management

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Information containers

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Integration with SAP Customer Relationship Management (SAP CRM)

General Ledger Accounting Purpose This component enables the periodic update of the general ledger with postings from Contract Accounts Receivable and Payable. Features The transaction figures are not automatically updated in the general ledger during posting in Contract Accounts Receivable and Payable. Instead, the data is summarized and recorded periodically in the general ledger to improve system performance and to limit the volume of documents in the general ledger. The system groups the documents from Contract Accounts Receivable and Payable (FI-CA) automatically and records posting totals for each group. You have to transfer these totals to the postings in the general ledger later. Each group is uniquely identified by a reconciliation key. If no further postings are to be added to a group, the reconciliation key for the group must be closed. No further postings are possible under a closed posting key and you can transfer the posting totals recorded under this key to general ledger accounting. There are posting programs and reconciliation programs available for transferring data to the general ledger. The prerequisite for these programs is that you runGeneral Ledger Accounting (FI-GL) and Contract Accounts Receivable and Payable (FI-CA) in the same system. If you run General Ledger Accounting in a separate system, in the system in which you run FI-CA, you have to configure the component General Ledger Accounting (FI-GL) such that a data transfer from FICA is possible. You can then transfer the data to the central general ledger using ALE methods of the component General Ledger Accounting (FI-GL).

Reconciliation Keys Definition Technical key with which documents from Contract Accounts Receivable and Payable are grouped for transfer to General Ledger Accounting and Cost Accounting. Use The posting totals of the corresponding documents are recorded per reconciliation key. Once a reconciliation key is closed, no more postings can be completed with it. Accordingly, the posting totals can no longer be changed. A transfer document is created for General Ledger Accounting from the posting total of each reconciliation key. An item with an amount equal to that of the totals record is generated in the transfer document. Structure A reconciliation key consists of the following parts:  General management record The general management record documents the status of the reconciliation key, such as Open, that is, can still be posted to, or Closed, meaning no

further postings can be made with this key. It indicates reconciliation keys that are only allowed for certain postings (such as only for a payment run or for a payment lot). It also documents the status of the transfer to the general ledger, such as All Documents Transferred or All Documents Transferred Up to Posting Date.  Management record per company code The management record per company code documents the status of the transfer to the general ledger per company code. Data from different company codes within a reconciliation key does not have to be transferred to the general ledger simultaneously.  Totals Records Integration The reconciliation key represents the connection between the totals records of Contract Accounts Receivable and Payable and the transfer documents that go to the general ledger. In the document header of transfer documents, FKKSU is saved as the reference transaction, and the reconciliation key with a suffix is saved as the reference key. This means that the first twelve characters of the reference key of a transfer document are the same as the reconciliation key for which the transfer document was posted.

Negative Postings Use In Contract Accounts Receivable and Payable, you can create 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. Features The following table gives an overview of the effects of negative postings for the most important business transactions: Business Transaction

Result

Reversal

For a reversal, the document type used decides:  Whether there is never a negative posting  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. You reset clearing for a payment received. After the clearing reset, the payment with clearing of open items becomes a payment on account again, which means that the credit from the payment is an open item in the receivables account. From the view of the account balance in the receivables account, it is irrelevant whether there was a payment on account or whether items were cleared.

Returns

Returns should be treated like reversals. The first item of a returns posting, that is, the posting to the returns clearing account, is never posted negatively. This also applies to returns charges.

Manual Posting

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. 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.

Distributing Revenues

In contrast to the normal distribution postings, adjustment postings that arise from, for example, clearing reset or reversal of payments, are posted negatively. The prerequisite for this is that negative postings are permitted at company code level and that the document type used for revenue distribution (posting area 1381) is supported for negative postings.

Activities 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. 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. In addition, in Contract Accounts Receivable and Payable, the document type decides whether a posting may 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. 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. For more information about the setting for the document type, see the field documentation for the field Negative Posting. 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.

Updating General Ledger Account Transaction Figures You can update the transaction figures in general ledger accounts in the general ledger in local currency and transaction currency. Up to and including Release 4.72, certain general ledger accounts used in Contract Accounts Receivable and Payable (FI-CA) had to have the attribute Balances in Local Currency. The following were affected:  Receivables accounts and other reconciliation accounts



Down payment accounts and accounts for tax clearing for down payments  Exchange rate difference accounts This meant that it was not possible to determine the portions of individual currencies from the transaction figures of the accounts alone. With Release 6.00, this restriction is no longer valid. You can change the accounts over during current operations. For transactions posted before the changeover, the transaction figures do not change; they are only recorded in local currency. For receivables, down payments, and tax clearing of down payments, clearing postings are also updated only in local currency provided the open item was posted before the changeover. From a currency point of view, the account balances are deemed to be correct after the changeover if the following conditions are fulfilled:  Profit and loss accounts: The changeover took place before postings in the current fiscal year.  Receivables accounts (down payments, tax clearing): All items posted before the changeover have since been cleared. Limitations When you post tax-relevant down payments, the down payment account and the tax clearing account must have the same settings, that is, Balances in Local Currency must be active or not active in both accounts. If there is a reversal, return, or clearing reset for a clearing posting in a third currency, that is, if part of the item(s) to be cleared was posted in a different currency to the clearing currency, you cannot reverse this reset posting again. Tool for Changeover After the changeover of the receivables accounts, their transaction figures are not correct as long as there are still open items in foreign currency that were posted before the changeover. As part of year-end closing, additional postings are therefore necessary to display currencies correctly using the receivables adjustment accounts. With the open item list for the key date (SAP menu, Periodic Processing  Closing Preparation), you can determine the values that would have been recorded in the receivables account if all postings had been updated correctly with regard to currencies. Run the evaluation in a variant where the indicators Update Currency Instead of Transaction Currency and Simulate Update Currency are set on the tab page Output Control. You post the difference between the result of the open item evaluation and the balance of the receivable account in a currency to be considered using an adjustment account. Local currency EUR, foreign currency being considered USD. The receivables account has a balance of 400,000 USD, with a current value in local currency of 320,000 EUR. According to the open

item list, the correct value would be 480,000 USD with a value of 380,000 EUR. The receivables adjustment account is managed in the correct currency. You also need an interim account for which balances are only managed in local currency. The following adjustment postings are necessary:   Receivables adjustment to interim account 80,000 USD (60,000 EUR).   Interim account to receivables adjustment 60,000 USD (60,000 EUR). For the first posting, you have to specify the foreign currency amount and local currency amount explicitly. In the evaluation of open items for the key date, you can display totals in transaction currency or in update currency. For clearing in alternative currency, this leads to different results. In simulation mode, the results are displayed as if currency-justified update had been active in the receivables account from the very beginning. You can also perform an evaluation by update currency and update amount using the report for reconciling the general ledger.

Profit Centers in Contract Accounts Receivable and Payable Features Contract Accounts Receivable and Payable (FI-CA) supports account assignment to a profit center for postings to:  Expense and revenue accounts  Bank accounts, bank clearing accounts, and cash accounts  Receivables accounts, liabilities accounts, and down payment accounts  Tax accounts NOTE Account assignment to a profit center is only possible if the field status group of the G/L account allows this type of account assignment. The field status group is entered in the G/L account master record. Profit Centers in Postings to Bank Accounts and Bank Clearing Accounts You can post account assignment to profit centers in bank posting or cash journal posting in the following processes:  Payments and debit memos resulting from the payment program  Payments using payment lot, check lot, credit card lot  Payments using the cash desk or cash journal  Payments using external cash desks  Returns

Below is a description of how you can enter a profit center in the processes mentioned. In all cases, you must assign the profit center directly to the item on the bank account or cash account, regardless of which profit centers are posted in the paid items or in the payments on account. From the viewpoint of the general ledger, this results in related receivables and payables on the affected profit centers. If you made the appropriate settings for new General Ledger Accounting, then the system automatically creates clearing items for these receivables and payables on the affected profit centers during the general ledger transfer. Payment program The system determines the bank clearing account using posting area 1061. (In Customizing, choose Contract Accounts Receivable and Payable Business Transactions Incoming/Outgoing Payment Creation Define Bank Accounts for Payment Program ). There you can enter a profit center in addition to the account number and the business area. Payment Lot, Check Lot, Credit Card Lot The Profit Center field is now available in the lot header, as well as in each lot item. During posting, an entry in an item takes precedence over an entry in the header. If you create or change a lot manually, you can enter the profit center directly. If you are using sequential files to generate the lots, you can enter the profit center in the corresponding structures - BFKKZK for the header of the lot and BFKKZP for the lot item. If you generate payment lots from the electronic bank statement, then the system copies the profit center from the items of the bank statement (table FEBEP). The events 0953 and 0954 allow you to set the profit center for the payment lot header or payment lot item to a different value. The system also uses the profit center that was entered on the payment lot for postings to a clarification account. Cash Desk, Cash Journal If you are entering payments, the system can propose a default profit center in the same way that it proposes a company code or business area. You can enter default values for the business area and profit center in Customizing at the level of the cash desk, the office, or the company code. (In Customizing, choose Contract Accounts Receivable and Payable Business Transactions Processing of Incoming/Outgoing Payments Cash Desk/Cash Journal Define Default Account Assignments ). External Cash Desks For payments using external cash desks, you can set the profit center using events 6200 or 6210. For event 6210, you can use sample function module FKK_SAMPLE_6210_TFK100K. If you register this function module, the system adopts the values entered in Customizing (see the Cash Desk section). Returns If you enter the returns lot manually, you can enter profit centers both at the header level and at the item level. Just as in the payment lot, the entry in the item takes precedence. If you are using sequential files to generate the lots, you can

enter the profit center in the corresponding structures - BFKKRK for the header of the lot and BFKKRK for the lot item. If you generate returns lots from the electronic bank statement, then the system copies the profit center from the items of the bank statement (table FEBEP). The events 0963 and 0964 allow you to set the profit center for the returns lot header or returns lot item to a different value. The system uses the profit center entered in the returns lot for posting to a clarification account, and it also uses it as a standard value for receivables for charges, along with expense and revenue from charges. Profit Center for Payables, Receivables, and Down Payments You can enter account assignment to a profit center in line items that you post to a business partner. The same applies here as stated above - namely that this account assignment is not possible unless the field status group of the assigned G/L account does not suppress the Profit Center field. NOTE Since the Profit Center field did not exist in business partner items before SAP ERP 6.0, Enhancement Package 4, the setting for it in the field status group (profit center allowed or not) was not relevant. Accordingly, it does not make sense to assume, based on the current setting in your system, whether or not your enterprise wants account assignment to profit centers in the future. Therefore, a new Customizing setting was introduced at the level of the company code (IMG activity Set Up Company Codes for Contract Accounts Receivable and Payable), where you can specify if you want to allow account assignments to profit centers for business partner items. Only if you allow the account assignment using this setting is there a resulting check of the field status group. This also makes it possible to have potentially different treatment of different receivables accounts, liabilities accounts, and down payments accounts. We would also like to point out that there are differences between FI-CA and classic Accounts Receivable (FI-AR) and Accounts Payable (FI-AP). In classic Accounts Receivable and Accounts Payable, it is not possible to post account assignment to a profit center on customers or vendors. Instead, if you made the appropriate settings for new General Ledger Accounting, the system assigns profit centers and distributes amounts to profit centers automatically in related subsequent items that are used for updating the general ledger. Activities To be able to use the profit center in Contract Accounts Receivable and Payable with the full scope described here, you have to make the following settings in Customizing.  Activation of the profit center for business partner items Activation is performed per company code. In Customizing for Contract Accounts Receivable and Payable, choose Organizational Units Set Up Company Codes for Contract Accounts Receivable and Payable .  Field status groups check

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The field status group is in the G/L account master records of the accounts receivables, liabilities, down payment, bank, cash and tax - on theEntry/Bank/Interest tab page). You can double-click on it to display the group attributes. The Profit Center field should be specified as an optional entry. If you need to change the setting of a field status group, in Customizing choose Financial Accounting (New) Financial Accounting Global Settings (New) Ledgers Fields Define Field Status Variants . On the next screen, select the field status variants relevant for the company code in question and then navigate to the maintenance of the field status groups. Define default values for the cash desk You define default values for the profit center and the business area in Customizing under Contract Accounts Receivable and Payable Business Transactions Payments Processing Incoming/Outgoing Payments Cash Desk/Cash Journal Define Default Account Assignments . Adjust the account assignment keys for CO objects If you have defined account assignment keys for which you derive CO objects dependent on company code, business area, or segment, check whether you need to make the settings per profit center. For example, this is necessary if you derive a cost center and a profit center is defined in the cost center. In this case, the profit center in the derived cost center should agree with the profit center previously transferred from a business partner item. You make the necessary settings in Customizing under Contract Accounts Receivable and Payable Basic Functions Postings and Documents Document Define Account Assignments for Automatic Postings Define CO Account Assignment Keys .

Example The following section describes some typical business transactions where business partner items are posted, with an explanation of how the system determines the profit center that is posted. Invoices and Credit Memos Normally profit centers are derived or defaulted for revenue and expense items. The profit center determined in this way is inherited in the receivable or payable. If revenue or expense items occur for different profit centers, the result can be that more business partner items arise in total, because there is no merging of multiple business partner items with different profit centers. Inheritance of the profit center from the offsetting items applies for posting using requests and for all current invoicing programs (invoicing in Contract Accounts Receivable and Payable, invoicing using SD interface, IS-U invoicing, payment plan interface of the Industry Solution Insurance). Down Payment Requests and Budget Billing Requests If you create requests manually, you can enter the profit center directly. You can enter default values and values for automatic creation (such as budget billing

requests in the industry component Utilities) in Customizing under Contract Accounts Receivable and Payable Basic Functions Postings and Documents Document Define Account Assignments for Automatic Postings Automatic G/L Account Determination Define Accounts for Budget Billing Down Payments . Payments on Account and Down Payments (Without Down Payment Request) The profit center is set using a function module for event 0114. If you do not register your own function module, the system processes the standard function module FKK_SAMPLE_0114. This module adopts the profit center from the first G/L item of the document. This is the line item on the bank account, bank clearing account, or cash account. Down Payments, Budget Billing Payments, Cash Security Deposits (with Request) Down payments, budget billing payments, and cash security deposits that arise due to clearing of requests adopt their profit center from those requests. Charges Receivable (Returns) The system determines the profit center for a charges receivable from the paid items and the items on account of the payment document. For each profit center concerned, the system calculates the total amount that arises for it (absolute amount without positive/negative sign). The profit center with the highest total amount is then adopted by the charges receivable. If the system is not able to determine a profit center in this way, then the profit center from the bank posting/bank clearing posting of the payment document is used. If that line item also does not contain a profit center, then the system adopts the profit center entered in the item of the returns lot. Charges Receivable (Dunning) For dunning charges, the system determines the profit center using event 0363. If you use standard function module FKK_SAMPLE_0363, then the system groups the dunned items by profit center, and determines the profit center from the group with the highest amount. Transfer Open Items In the case of the transfer of open items, the profit center is inherited from the item being transferred. Open Items from Clearing Reset For clearing reset, there are different options:  If only one new open item is generated due to a reset, then the system adopts its account assignments, including the profit center, from one of the items that was previously cleared.  If the distribution to accounts is kept, and there are different profit centers in the previously cleared items, this results in various new items, each of which contains the profit center of the item cleared previously.

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If (in the case of a payment document) the amount is returned to the clarification account, then this posting receives the profit center from the related payment lot item. Derived Posting Items When open items are cleared, the system generates additional postings. These additional postings can include cash discounts, payment surcharges, exchange rate differences, interest on arrears. You enter account assignments for these postings in Customizing. If items that were involved in the clearing already have account assignment to a profit center, then that profit center takes precedence over a profit center that the system determines from Customizing. However, the derivation from Customizing remains in effect for those cases where the open items themselves do not have account assignment to a profit center. The system normally derives the account assignments from table TFKCOD using an account assignment key. You can enter cost centers, orders, profit centers, and project numbers in that table, dependent on the company code, business area, and segment. You can enter those account assignment elements as also being dependent on a profit center that was already determined elsewhere. You can thereby ensure, for example, that when a cost center is determined, it agrees with the profit center that was already adopted from an open item. Profit Centers in Postings to Tax Accounts In this context, tax accounts are considered to be accounts to which tax on sales/purchases or withholding tax is posted. The functions described here are not available for other types of taxes (such as, insurance taxes).  Profit Centers with Sales/Purchases Tax The system supports Distributing Tax Items based on various account assignments (such as, business area, segment, profit center, account assignments from Funds Management).  Profit Centers with Withholding Tax When you post withholding tax, the system adopts the profit center from the related business partner item. The data you are required to report is recorded in table DFKKQSR. The profit center is also contained in the table, and sample report RFKKQST00 for evaluating the withholding tax data also displays the profit center. Totals Record Definition Total of all line items posted under a reconciliation key. Use Totals records form the basis for creating the line items of the G/L document. Structure Documents that are posted in FI-CA are not transferred on a one-to-one basis to the general ledger, rather, they are transferred as an accumulated record. Totals records are updated in FI-CA when you post FI-CA documents and they are the

basis for a cumulative transfer of FI-CA documents to the general ledger. A reconciliation key must be specified for each posting. A totals record for a reconciliation key contains the total of the posted amounts for all line items that are grouped by the totals record. Totals records are recorded separately by company code, business area, G/L account, currency, posting date, document date, as well as other account assignments, such as those from cost accounting. The totals items created in FI-CA contain information for the document header and the line items for the general ledger documents to be created during the transfer. For an identical account assignment, the accumulation can be suppressed. To achieve this, when you post the line items you have to set the Line Item indicator – a separate line item is created for this FI-CA line item in the general ledger document created later.

Transferring Postings to the General Ledger Prerequisites To transfer the totals records of a reconciliation key to the general ledger, you have to close the reconciliation key. Features During the transfer of the totals records to General Ledger Accounting (FI-GL), the system creates general ledger documents. The system first creates internal items for the standard interface to accounting. Based on these items, the interface posts the general ledger documents. By means of various checks, the accounting interface ensures that only consistent general ledger documents are created. The transfer date is contained in the control information. In some cases, the posting records created in Contract Accounts Receivable and Payable (FI-CA) can show account assignments that were valid at the time of posting in FI-CA, but are no longer valid at the time of transfer to the G/L. Certain information that is necessary for the G/L transfer may also be missing. In such cases, you can swap the account assignments at event 0945. The field selection for the general ledger account has been changed. This means that specifications in further fields of the line item are mandatory. The posting period originally intended is already closed. Transfer is therefore done using a different posting date.

You can assign the document type for the general ledger transfer individually for each document. You do this via a module that you define for event 0061. The system records separate totals records for FI-CA documents with different document types for the general ledger transfer. The system creates the documents for the general ledger transfer separately according to these document types. If no document type is defined for the general ledger transfer, the document type defined in Customizing is used for the posting (see Implementation Guide for Contract Accounts Receivable and Payable, Integration  General Ledger Accounting  Define Posting Specifications for General Ledger Transfer). Activities To swap account assignments: 61. ... 239. 1. Using the sample module FKK_SAMPLE_0945 as a guideline, write a function module that will exchange the account assignments. 240. 2. Enter the function module for event 0945 in the Implementation Guide for Contract Accounts Receivable and Payable under Program Enhancements Define Customer-Specific Function Modules. 241. 3. Choose one of the following paths: ○

Role Reconciliation Key Administration (SAP_FI_CA_RECONCILIATION_KEY Change Reconciliation Key

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SAP Menu Document  Reconciliation Key  Close 242. 4. Enter the reconciliation key and select the field Subsequent Adjustments. You can only make entries in this field if you have special authorization for the object F_KK_SOND with activity 050. To transfer the posting totals to the General Ledger, choose one of the following paths: ●

Role Transfer General Ledger and Profitability Analysis (SAP_FI_CA_TRANSFER_GL_PROFIT)  Transfer Posting Totals to General Ledger

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SAP Menu Periodic Processing  Forward Postings  Execution  Transfer to General Ledger.

To ensure an accurate and up-to-date reconciliation between general ledger accounting and subledger accounting, you should perform the transfer daily if possible. To transfer large data volumes, you can use this function as a mass activity in the SAP menu under Periodic Processing  Forward Postings  Execution General Ledger Transfer (Mass Run): 62. ... 243. 1. Enter a date and an ID that you can use to identify the run later. 244. 2. Restrict the postings to be transferred using the reconciliation key or the date on which the reconciliation key was closed. 245. 3. Schedule the program run. You can also carry out a simulation run. For more information about scheduling program runs, see the section Functions for Scheduling Program Runs. If a reconciliation key has more than 99 totals records, during the transfer, the system can create a further general ledger document if you have maintained the activity Define Posting Specifications for General Ledger Transfer accordingly in the Implementation Guide for Contract Accounts Receivable and Payableunder Integration  General Ledger Accounting. Note that when you check the taxes during closing in the general ledger, you have to consider all general ledger documents for a reconciliation key.

General Ledger after the Transfer Once the totals records have been transferred to the general ledger (FI-GL) and the related general ledger documents have been posted, you should reconcile the general ledger and subledger.

Integration with New General Ledger Accounting (FI-GL) In the following topics you receive an overview of the special considerations with integrated use of Contract Accounts Receivable and Payable with new General Ledger Accounting.

Contract Accounts Receivable and Payable and Document Splitting in New General Ledger Accounting Features With the Document Splitting component of new General Ledger Accounting, you can create financial statements, including a profit and loss statement, based on various dimensions. New General Ledger Accounting allows document splitting for a number of characteristics, of which Contract Accounts Receivable and Payable (FI-CA) supports the following:  Segment  Profit center  Business area  Fund  Budget period  Grant The system splits the balance sheet items for the purpose of creating financial statements for each dimension automatically based on their cause. If the document splitting does not already reach a zero balance for the additional dimensions, the system generates additional clearing items in the general ledger view to bring the balance to zero. NOTE New General Ledger Accounting also offers document splitting by customerspecific fields or by characteristics of cost accounting for account assignment of follow-up costs (such as discounts). Contract Accounts Receivable and Payable does not support these types of document splitting. Document splitting splits document items according to certain rules to different posted subitems. These subitems represent the general ledger view of the document, which update the balances in the general ledger. The split takes place using the offsetting items for the item to be split, or using the item cleared by the offsetting. EXAMPLE In an invoice with several different posted revenue items, document splitting splits the receivable item in proportion to the revenue items. EXAMPLE In a payment, document splitting splits the posting on the bank clearing account using the general ledger views of the items that were cleared by the payment. Document splitting only provides useful results when the posted document represents a given business transaction, such as in the above examples a customer invoice or customer payment. When you transfer postings from Contract Accounts Receivable and Payable, this prerequisite is not met, since FICA aggregates documents and transfers the data in summarized form to the general ledger. For example, it is no longer possible to see in the transfer

document which receivables postings led to which revenue postings. For this reason, new General Ledger Accounting does not split documents transferred from FI-CA. The system merely ensures that the document balance for all split characteristics is zero by adding additional clearing items. As a result of the split, document items without account assignment (such as receivable items without profit center or without segment) would be supplied with account assignments in the general ledger view. Since this enrichment does not take place during the transfer from Contract Accounts Receivable and Payable to the general ledger, you have to ensure that these items already have an account assignment in Contract Accounts Receivable and Payable. If you make the necessary system settings in Contract Accounts Receivable and Payable, then Contract Accounts Receivable and Payable supplies each posting, including receivables, payables, tax postings or postings to a bank clearing account, directly with the necessary account assignments. The system settings and the derivation of account assignments from the master data, from Customizing or from other documents are different for each characteristic.

Special Considerations with Tax and Bank Postings in FI-CA Features To create the G/L view of document, document splitting normally splits tax postings and postings to bank accounts and clearing accounts, and posts these. This step does not take place during the transfer of reconciliation keys of Contract Accounts Receivable and Payable (FI-CA). Instead, FI-CA already makes an account assignment. When it does so, the following restrictions apply as regards the splitting of items. Tax Postings For tax postings, Contract Accounts Receivable and Payable can split document items during the creation of totals records – and thereby also ultimately for the update of the general ledger. The split items can have different account assignments. The system splits the tax items using the expense and revenue postings with the same tax code, and stores the split in a separate table (DFKKOPAA) as a supplement to the tax item. In making the split, the system considers the following characteristics:  Segment  Profit center  Business area  Fund  Budget period  Grant EXAMPLE A document contains a tax line with tax code A1, tax basis 300.00 and tax amount 57.00. There are two revenue items for it – an item for 119.00 that has

account assignment to segment S1, and one for 238.00 with account assignment to segment S2. The supplement to the tax line shows the following: Tax basis 100.00

Tax amount 19.00

Segment S1

Tax basis 200.00

Tax amount 38.00

Segment S2

The system uses this supplement data instead of the tax line to record the totals records for the reconciliation key. This data is also used during the transfer to the general ledger. This procedure therefore offers a similar level of detail as the document split of the new general ledger. You make the settings for splitting the tax items for the company code in Customizing for Contract Accounts Receivable and Payable. NOTE Do not activate the split of taxes if you record separate tax data in the additional tables DFKKREP06 and DFKKREP07. For a tax return that is based on the data in these tables, the system is not able to derive suitable account assignments for the posting in the general ledger. If the split of tax postings is not active, the system makes account assignment of tax items independently of all other document items with a segment that it determines using posting area 0300 from Customizing. In posting area 0300, you can specify a segment for each G/L account (tax account). Postings to Bank Accounts We consider postings to bank accounts to be all postings to bank accounts, bank clearing accounts and cash accounts. The system recognizes these postings by the fact that the document item contains a value date or that the G/L account is designated as cash-flow-relevant in its master record. Contract Accounts Receivable and Payable does not support the account assignment split for this type of posting. Instead the system assigns a fixed segment to these postings using posting area 0300. EXAMPLE In posting area 0300, the fixed segment BANKSEGMENT is entered. For the segment balance of segment SEGMENT_1, this means that it is not possible to determine what share SEGMENT_1 has in the credit on a certain bank account or in the cash balance. Only the entire monetary amount can be seen, which is represented as a receivable offset by BANKSEGMENT. You can find posting area 0300 in Customizing for Contract Accounts Receivable and Payable under Basic Functions Postings and Documents Document Maintain Document Assignments Segments Define Segments for General Ledger Items . The Segment in Contract Accounts Receivable and Payable

In new General Ledger Accounting, you can use the segment to differing degrees. You can either use the segment as an account assignment in selected items (for example, only for P&L items), or you can use the segment in all items in order to run segment reporting and create a balance sheet at the level of the segment. Contract Accounts Receivable and Payable supports only a comprehensive solution. That means that once the segment is active in Contract Accounts Receivable and Payable, you have to have account assignment to a segment for all posting items. If you implement segment reporting in a productive system after productive start, there are exceptions for migration scenarios. Contract Accounts Receivable and Payable and Updating the Profit Center in New General Ledger Accounting If you are using Contract Accounts Receivable and Payable, you can use Profit Center Accounting in new General Ledger Accounting. The precondition for this is that you activated the scenario FIN_PCA (profit center update) in new General Ledger Accounting. The profit center, along with the related partner field Partner Profit Center, are account assignment characteristics delivered as standard with the standard system. You can set them in FI postings or derive them from other account assignments. As a result, the ledgers, for which you activated the scenario, are updated in new General Ledger Accounting. Unlike classic Profit Center Accounting, which used a ledger separate from G/L accounting, the ledger is no longer separate for Profit Center Accounting in new General Ledger Accounting. If you have already gone live with Contract Accounts Receivable and Payable, but have not activated the profit center update from the start, there are migration scenarios available (see Migration to New General Ledger Accounting and New Implementation of Contract Accounts Receivable and Payable). For more information about Profit Center Accounting in new General Ledger Accounting, see SAP Note 826357. If you are using classic Profit Center Accounting (EC-PCA) along with the profit center update in new General Ledger Accounting, and you also have activated document splitting in new General Ledger accounting, then note the restrictions explained in SAP Note 826357. RECOMMENDATION We recommend that you use Profit Center Accounting in new General Ledger Accounting if document splitting is active. In order for it to be possible to update postings of Contract Accounts Receivable and Payable with profit centers during the transfer to the general ledger, certain preconditions have to be fulfilled in Contract Accounts Receivable and Payable. These preconditions are explained in more detail in the following. For the transfer to the general ledger, the profit center must already be filled in the entry view of the FI document.

NOTE As of ERP enhancement package 4, there can be account assignment of the profit center to G/L items and business partner items. In releases earlier than this, account assignment is only possible to G/L items. Contract Accounts Receivable and Payable can be used with industry components, such as SAP for Utilities, SAP for Telecommunications, SAP for Media or Public Sector Contract Accounts Receivable and Payable. Depending on which industry component you are using, different scenarios can be applicable. During the derivation of the profit center, the system uses both industry-specific as well as non-industry-specific function modules. Therefore, the derivation of the profit center varies in accordance with which industry component you are using. Contract Accounts Receivable and Payable, with its non-industry-specific rules, is only taken into account if no profit center was derived on an industry-specific basis. NOTE Note that the appropriate business function of the given industry solution must be active. For more information, see the release notes for the mentioned industry solutions. Cash Management Purpose This component enables you to update data in Cash Management (TR-CM). Features This update is madedirectly when you post a document in Contract Accounts Receivable and Payable. This means that the Cash Management liquidity forecast and cash position are always up-to-date. 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. The system proposes the planning group when you enter a 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 (if cash discount was agreed) is used as the baseline date for this. Line items that are locked for payment can be assigned to an alternative planning group automatically. In the G/L account master record, you define a planning level for G/L accounts that 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.

For mass postings that run in parallel processes, waiting time may occur due to competing accesses during the update of data for Cash Management. For these postings, Contract Accounts Receivable and Payable offers a parallel update mode that you can activate for specific categories of mass runs in the Implementation Guide for Contract Accounts Receivable and Payable under Technical Settings  Activate Parallel Update of Cash Management. Cash Management is then updated at the end of each process. If the process is terminated before the Cash Management update, the update takes place when you close the relevant reconciliation key. If the update also fails here, you can transfer the data recorded separately individually. To do this, in the SAP menu choose Periodic Processing  Cash Management Transfer. Utilities Industry (IS-U) Component The system automatically determines the planning group in the contract account when you transfer billing documents and then saves it in the corresponding line items. Insurance (FS-CD) Industry Component The system automatically determines the planning group in the contract account for the debit entry and then saves it in the corresponding line items.

Controlling Purpose This component enables data to be updated in Overhead Cost Controlling (COOM). Features Overhead Cost Controlling is updated automatically during the general ledger update.

Sales and Distribution As part of the integration of Contract Accounts Receivable and Payable (FI-CA), the Utilities (IS-U/CCS), Telecommunications (IS-T), and Public Sector Contract Accounts Receivable and Payable (PSCD) industry solutions can transfer bills from Sales and Distribution (SD) to Contract Accounts Receivable and Payableinstead of to the standard Accounts Receivable Accounting (FI-AR).

Integration with Funds Management (PSM-FM) Purpose SAP supports the integrated use of Funds Management with Contract Accounts Receivable and Payable, the industry component Utilities, and the industry component Public Sector Contract Accounts Receivable and Payable. For all other industry components that use Contract Accounts Receivable and Payable, the integration with Funds Management is supported in a customer project. The integration of Contract Accounts Receivable and Payable (FI-CA) and Funds Management (PSM-FM) enables you to forward actual data from FI-CA to PSMFM on a totals basis and thereby manage budget planning. By doing this, you can map the areas of responsibility within your organization in a hierarchical structure, and control both the movement of financial funds (revenues and expenditures) as well as the budget at your disposal. Note that there are restrictions for forwarding actual data from FICA. For more information, see SAP Note 686383. You can only use FI-CA with Fund Accounting if PSM-FM is active. Note that moving revenue and expenditure postings to FI-CA can restrict the availability control function in Funds Management. For more information, see FM Availability Control in Contract Accounts Receivable and Payable. For more information about using Funds Management, see the Accounting documentation under Public Sector Management  Funds Management. Integration The FM document data is updated simultaneously when you transfer totals records from FI-CA to the general ledger (FI-GL) using program RFKKGL00 (see SAP Easy Access screen: Periodic Processing  Forward Postings  Execute  General Ledger Transfer). Receivables, down payments, payments, and clearing transactions are updated in FI-CA automatically. The system updates the data online in the totals tables of FI-CA. If Funds Management is active and you have activated the check of old activities (FMISPS-AUTHACT_OLD) in Customizing for Funds Management, the system checks the Funds Management account assignments when you post, edit, and display documents and requests, and in the account balance display. The system checks the authorization objects for the account assignment elements for Funds Management (commitment item, funds center, fund). In the document (business partner items and general ledger items), the FM account assignments are on the tab page Funds Management. Subsequent FM Activation You can integrate Funds Management with FI-CA at a later point in time (after FICA is already active), or you can post to additional company codes that were previously not assigned to an FM area using active FM integration. In doing so,

you can write a dummy FM account assignment to all existing documents that were created before the integration with Funds Management. FM Account Assignment Logic for Documents Created Automatically To derive FM account assignments in documents created automatically, you have to define FM derivation rules in Customizing. The system derives the automatically assigned FM account assignments from the business transaction data. FM Account Assignment Logic for Documents Created Manually In manual document entry, entry of requests, and posting of cash security deposits, you can use derivation rules for determining default values. On the processing screen, the commitment item, fund, funds center, and functional area are ready for input. If you do not enter an FM account assignment, the system derives these values automatically from the rules defined. FM Account Assignment Logic for Doubtful Entries and Individual Value Adjustments In both business transactions, the posting data is provided with the FM account assignment automatically. The system determines the FM account assignment data using the derivation rules. You can make individual value adjustments with tax adjustments using an installation-specific function module defined for event 1750. The FM account assignment is adjusted accordingly. FM Account Assignments for Posting Deferred Revenues The system transfers the FM account assignment from the original document to the deferred revenue posting automatically. To use this function, you have to include the structure IFKKFMOBJ in table FKKDEFREV. Prerequisites Funds Management For information on activating the Funds Management (PSM-FM) component, see Customizing for Public Sector Management under Funds Management Government  Prepare Funds Management Installation. Contract Accounts Receivable and Payable If you want to use Funds Management, you have to activate the business function FI-CA Core, Funds Management (FICA_FM) in the Switch Framework. When you activate the function, the system automatically writes the structures SI_FKKFMOP and SI_FKKFMOPK with the FM table fields in the document tables. Make sure that you activate the EA-PS business function in the Activate Business Functions Customizing activity. Currently, you cannot use the account assignment element Grant of the component Public Sector Management. SAP also provides the following function modules as standard modules for the enhancement:

●

Event 0032: FKK_FM_SAMPLE_0032

●

Event 1102: FKK_EVENT_FM_1102

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Event 1108: FKK_FM_EVENT_1108

●

Event 1119: FKK_FM_EVENT_1119

If Funds Management is not active, the function modules are not processed. In order to be able to process the FI-CA data in Funds Management, you have to define rules for defining FM account assignments in Customizing for Contract Accounts Receivable and Payable under Integration  Funds Management (PSM-FM). Contract Accounts Receivable and Payable uses the derivation strategy of Funds Management (see Customizing for Funds Management Government under Master Data  Allocations to Account Assignments from Other Components Define Account Assignment Derivation). If you want to continue to use the derivation strategy FMCADERIVE in Contract Accounts Receivable and Payable, you have to set the indicator Use Derivation Strategy from Contract Accounts Receivable and Payable in the maintenance view TFK_FMDERIVSTRAT. Call up the view directly using transaction SM30. Note, however, that SAP no longer supports this derivation strategy. If you want to use the Fund Accounting component, you have to: ○

○

Activate the fund in Customizing for Public Sector Management under Basic Settings  Activate Account Assignment Elements. In Customizing for Contract Accounts Receivable and Payable, you can see the activation status in the activity Fund Accounting Activation Statusunder Integration  Funds Management (PSM-FM). If the fund is activated, the system creates additional fund clearing lines that ensure that the balance is cleared per document and company code. Define the G/L accounts for Fund Accounting in the activity Define Accounts for Fund Clearing.

Define the function module FKK_FM_SAMPLE_0032 (Fund Accounting: Add Line Items) for event 0032 in Contract Accounts Receivable and Payable. SAP provides this function module as a standard function module. If Fund Accounting is not active, the function module is not processed. You enter the FM account assignment for a subsequent FM activation in Customizing for Contract Accounts Receivable and Payable under Integration  Funds Management (PSM-FM). For more information about converting existing documents, see the Customizing activity.

Features The figure depicts the functional relationships for updating document data in Contract Accounts Receivable and Payable in Funds Management, and Accounting.

246.

1. Assigning an FM account assignment The integration with Funds Management requires that each document item in the document must be assigned to one FM account assignment. For manual document entry, you can fill these FM account assignment fields. If you do not make any entries here, the system automatically assigns the FM account assignments you defined in the derivation rules when you save the document. The derivation rules are especially required for documents created automatically. In any one document, the amounts for each FM account assignment must be cleared. For more information, see Derivation Logic for Funds Management (PSM-FM). 247. 2. Classification in FM categories and transaction classes Documents are saved in the header and item tables of Contract Accounts Receivable and Payable. The system classifies the business transactions for Funds Management at the same time. The document is assigned to a transaction class and each line item of the document receives an FM category assignment. The FM category for the line item determines whether

this is relevant for Funds Management or not. For more information, see Funds Management Category. 248. 3. Summarizing line items in totals records Line items are summarized in totals records in totals table DFKKSUM before they are transferred to Funds Management and collected in an open reconciliation key. The summarization in totals records is determined according to FM account assignments and FM category, as well as other criteria, such as company code, G/L account, posting data, and CO account assignment. When you close a reconciliation key, it is prepared for the transfer toFunds Management (or general ledger). At the same time, the reconciliation key is blocked for other postings. For more information about processing reconciliation keys, see Creating Reconciliation Keys or Closing Reconciliation Keys. 249. 4. Transferring posting data You transfer update-relevant data in Funds Management by using the same program (RFKKGL00) that forwards the data records to the general ledger. You transfer the totals records for each reconciliation key. For more information about transferring posting data, see Transferring Postings to the General Ledger. Payment Matching between Funds Management and Accounting for posting data from FI-CA takes place per reconciliation key. You cannot match documents that are posted in FI-CA but that have not yet been transferred. See also: ●

FM Availability Control in Contract Accounts Receivable and Payable

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FM Fiscal Year Change with Documents from Contract Accounts Receivable and Payable For more information on integration with components Accounting, Controlling, and Sales and Distribution, see Contract Accounts Receivable and Payable Integration.

Derivation Logic for Funds Management (PSM-FM) Use If you are using Contract Accounts Receivable and Payable with Funds Management, you can only make document postings with complete Funds Managementaccount assignments (FM account assignment). You have to specify at least the account assignment elements, Commitment Item and Funds Center in the business partner and general ledger items. The system derives the assigned FM area from the company code. When you enter a document, you can the FM account assignments as follows:



You enter the FM account assignment directly into the line items when you create a document manually.  If you have not made any manual FM account assignment entries, the FM account assignments are assigned from the derivation rules you defined in Customizing. This applies in particular to documents created automatically.  You enter a document that references to an item to be cleared, for example, if you enter a clearing document for a payment, a reversal, or a transfer posting. In this case, the FM account assignments are entered through the document to be cleared and are then passed on to the clearing document. Note that when you activate Funds Management in Contract Accounts Receivable and Payable, with document postings, the balance of each FM account assignment is checked. Therefore, you can only post a reeivable if the balance of all line items is zero and the balance of each FM account assignment in the document is also zero. These criteria do not have to be met for clearing postings as the FM account assignments of documents to be cleared are passed on to the clearing document. Prerequisites SAP does not deliver a derivation strategy for the integration of Contract Accounts Receivable and Payable with Funds Management. You define the account assignment derivations in the Implementation Guide for Contract Accounts Receivable and Payable under Integration Funds Management (PSM-FM) Define FM Account Assignment Derivation. For more information on defining derivation rules, see the IMG activity Define FM Account Assignment Derivation in the Implementation Guide. Features Manual account assignment entries With the standard SAP system, you can enter FM account assignments on the screen Post Document: Create Item or Create Offsetting Item in the Funds Management screen area. The system automatically enters the Original FM Area and FM Type from the specifications you made for the company code and underlying account assignments. If you do not make any entries in the FM account assignment fields, the derivation rules you defined in Customizing are used for postings. If you select the button G/L Item when you enter the business partner item, the system enters the default values for the FM account assignments of the offsetting item based on the derivation rules defined. Default values for FM account assignments for the business partner item are determined in event 1102. SAP delivers the standard function module FKK_EVENT_FM_1102. FM Derivation Strategy

If you do not make any specifications for FM account assignments when you enter a document, the system uses the derivation steps you defined in Customizing to determine the account assignment. You define the relationship between source field entry values and automatic assignments to target fields for each derivation step. Target fields are the FM account assignment elements commitment item, funds center, fund and functional area. As well as the FM account assignment elements, the following source fields can also be used: Company Code, Main Transaction, Subtransaction, Division, Account Assignment DeterminationCharacteristic and Period Key. The derivation tool has various derivation step types (derivation rules, table access, assignment, initialization, enhancement, function module) that you can use to define a derivation strategy. Special Features for Statistical Postings When a statistical document is posted in FI-CA, this document is not relevant for the general ledger or FM. The FM category is not filled in the business partner item. However, the FM account assignments are filled according to the derivation rules and inherited to the debit entry on clearing. Example The following example shows how you can outsort the update for revenues from income tax and vehicle tax to different FM account assignments in the IMG activity, Define FM Account Assignment Derivation with the derivation step type Derivation Rule. 63. ... 250. 1. You create the derivation rule Income Tax and choose the source fields Main Transaction and Subtransaction, as well as the target fields Funds Centerand Commitment Item. 251. 2. Using the button Maintain Rule Entries, create a table in which you define the values for the source and target fields. Define the following IF THEN link: Income tax derivation rule Main Transaction

Subtransaction

Funds Center Commitment Item

Invoice

Income tax

Revenue 1

Income tax

Invoice

Vehicle tax

Revenue 2

Vehicle tax

Funds Management Categories Definition The Funds Management category (FM category) characterizes a document item posted in Contract Accounts Receivable and Payable for updates in Funds Management. Use In the totals table for Contract Accounts Receivable and Payable, the FM category is the differentiation criterion. It defines whether a totals record is updated exclusively in Accounting or also in Funds Management. Totals records without an FM category are not relevant for FM updates. The FM category is assigned automatically by the system. The financial transactions of commitment items in a posting determine the FM category. FM Categories in Contract Accounts Receivable and Payable A

Invoice

B

Paid invoice

C

Clearing

D

Clearing an invoice in the previous year

E

Clearing an invoice in the following year

F

Transfer

G

On account

H

Down payment

I

G/L account transfer

J

Clarification worklist

K

Tax item created automatically

L

Invoice from legacy system

M

Reversal of an invoice in the previous year

O

Paid invoice from previous year

P

No update:

Transaction class For further classification of a business transaction, each document is automatically assigned to a transaction class. The system derives the transaction class from the G/L accounts taking part. The transaction class is used for clearings or clearing resets so as to determine the affected FM category for the offsetting posting. The transaction class is saved in the header data of a document. In Contract Accounts Receivable and Payable, the following transaction classes exist:

   

Invoice Payment or clearing Write-offs Reversal

Integration Customer enhancement update in Funds Management If you post clearing payments for invoices with different fiscal years in Contract Accounts Receivable and Payable, this is indicated in the line item with one of the following FM categories:  D (Clearing an invoice in the previous year)  E (Clearing an invoice in the following year) By default in Funds Management, FM types D and E are treated as “normal” (according to FM type C). If you want to have a detailed update in Funds Management, you can program an update different to the standard for FM category D by using customer enhancement SAPLFMCA. For more information, see the customer enhancement using transaction SMOD. Example The following example of a posting illustrates the update logic of Contract Accounts Receivable and Payable in Funds Management:  Example: Posting Invoices  Example: Payment with Clearing  Example: Overpayment/Underpayment  Example: Payment On Account/Down Payment

Example: Posting Receivables The following example illustrates postings and summarization of receivables in Contract Accounts Receivables and Payables and their update in Accounting andFunds Management. In Contract Accounts Receivable and Payable, each receivable is entered in the system as a single document for the respective business partner, and at the same time, the totals of the line items (business partner items and general ledger items) are summarized without reference to a business partner for the update in the totals table. The FM category is a main summarization criterion for the update in Funds Management. In this example, property tax is entered as receivable for business partners BP1 and BP2. Both documents are entered as business transactions with main transaction Invoice and subtransaction Property Tax. In Customizing, the FM account assignment Revenue 1 is assigned to the combination of invoice/property tax in the derivation rules. The financial transactions of the commitment items concerned control the FM category assignments in the line items. The business partner items are marked as FM update-relevant FM category A (invoice). Entries of general ledger items are only relevant for the

update in Accounting and not for that in Funds Management. This is why FM categories have not been assigned to G/L items. In the totals table, the line items for each reconciliation key are summarized according to FI and FM account assignments and FM categories. In order to simplify the example, additional summarization criteria have not been considered. When updating document data (for each reconciliation key), the property tax amounts are posted to FM account assignment Revenue 1 as revenues from the invoices. The receivables for property tax of all business partners are posted to a reconciliation account in Accounting, and revenues to the G/L accountRevenue 1. Several business partner items in one document In a receivables document, you can enter several items for different business transactions. Note however, that you have to enter a unique FM account assignment in each business partner item. System derivation of account assignments from the specifications for the general ledger items is not supported. SAP delivers the standard function module FKK_EVENT_FM_1102. If you have further requirements, you can enhance event 1102 with a customer-specific function module. Totals-based invoice updates in Contract Accounts Receivable and Payable

See also: Example: Payment with Clearing Example: Overpayment/Underpayment Example: Payment On Account/Down Payment

Example: Payment with Clearing The payments are posted with payment lots. Thereby, one or more items of an invoice document are cleared. The FM account assignments assigned are inherited from the business partner item to be cleared. No business partner item for payment clearing When you clear documents in FI-CA, no business partner items are written. The information required is stored in the document header

and determined from the cleared documents. For the sake of simplicity, however, the term business partner item is used below. The business partner items are relevant for the Funds Management update and are marked as FM category C (clearing). The G/L items are usually only relevant for updating G/L accounts in Accounting and do not have any FM category assignment (the exception is when you are making postings with exchange rate differences). The line items are grouped together in the totals table for each reconciliation key as summarized data records according to FM account assignments and FM categories and further criteria (not included in the example). The example illustrates the complete payment clearing with the amount –200 of an open item (that of the invoice item is not represented) and the update inAccounting and Funds Management. In Funds Management, the update causes a reduction document Reduction Document –200 and a payment documentPayment 200 to be created. In Accounting, the receipt of payment is mapped in a bank account and, for the business partner, in a reconciliation account.

To keep the graphic simple, data entry and update for a single document are represented. This means that the amounts of the line items and the data records of the totals table are the same. See also:

Example: Posting Invoices Example: Overpayment/Underpayment Example: Payment On Account/Down Payment

Example: Overpayment/Underpayment The following example illustrates payment postings and updates that have different amounts to the items to be cleared. They are overpayments and underpayments (partial payments). Posting an overpayment or underpayment creates an amount split: ●

If there is an underpayment, the divided amount is in the invoice document to be cleared. One item maps the partial clearing and the other the outstanding receivable. In the payment document, the underpayment is posted as full clearing of the partial amount with the FM category C (clearing) and is updated in the assigned FM account assignment.

●

If there is an overpayment, the divided amount is in the payment document. An item maps the full clearing of invoicing and is updated as FM category C(clearing) in the assigned revenues FM account assignment. The remaining amount is posted as a payment on account with FM category G (payment on account).

However, payments on account are only updated in Funds Management if you have activated the Payment Matching there. In the SAP standard system, payment on accounts are not updated in Funds Management. (See the Customizing for Public Sector Management  Funds Management Public Services Actuals and Commitments Update/Integration  Integration  Define Settings for Payment Transfer. The example below depicts an overpayment. The payment amount (300) is divided into a clearing amount (-200) and a payment on account (-100). In Funds Management, the payment matching is activated, therefore the payment on account is also relevant for the update. The derivation rules are also defined so that the settlement payment and the payment on account are in different FM account assignments.

For simplification, the figure illustrates only one payment document. See also: Example: Posting Invoices Example: Payment with Clearing Example: Payments on Account/Down Payments

Example: Payments on Account/Down Payments The following example illustrates payments on account/down payment postings and updates posted in Contract Accounts Receivable and Payable and updated in Accounting and Funds Management. The payments are evaluated as payment on account or down payment, according to your main/subtransaction and thePayment Transaction indicator .

You define the business transactions payment on account or down payment in Customizing for Contract Accounts Receivable and Payableunder Business Functions  Postings and Documents  Document  Maintain Document Account Assignments  (for example) MaintainTransactions for Industry Component Utilities by setting the indicator Payment Transaction for the main and subtransactions in the section Maintain Document Account Assignments in the activity for your industry component. Down payment postings (for example, cash security deposits) also have the indicator Down Payment in the business partner item. The system sets the indicatorDown Payment in the tax data of a document, for example, for statistical line items. Both payment transactions are managed in the system as FM category G (payment on account) and H (down payment). A differentiated update is therefore possible in Funds Management. In Funds Management, payments on account are posted as payment documents and down payments are posted as down payment documents. Down payments are always updated in Funds Management. However, payments on account are only updated when you have activated the Payment Matching in Funds Management. In the SAP standard system, payments on account are not updated in Funds Management. The example below shows down payment postings for property tax (200). The business partner item is flagged as an FM update-relevant item with the FM category H (down payment) and is updated in the separate FM account assignment Revenue 2.

For simplification, the figure illustrates only one payment document. This means that the amounts of the line items and the data records of the totals table are the same. See also: Example: Posting Invoices Example: Payment with Clearing Example: Overpayment/Underpayment

FM Availability Control in Contract Accounts Receivable and Payable Use If you use the availability control in Funds Management (PSM-FM) and also use Contract Accounts Receivable and Payable, note that you can only use the availability control in restricted form. This means that the availability control in Funds Management does not have any cross-component control function in Contract Accounts Receivable and Payable. Features As standard, in Funds Management, the budget available is normally monitored online with each document entry. This does not apply to documents that you post inContract Accounts Receivable and Payable. There is no online availability

control here. An availability control is possible only after the document data has been passed on from Contract Accounts Receivable and Payable to Funds Management. Also note that, the document data being transferred are totals records. The availability control does not check line items – it checks totals records. This can lead to the tolerance limit being exceeded when the totals records in Contract Accounts Receivable and Payable are passed on and as a result the availability control prevents a posting in Funds Management. If this should happen, you must change the Customizing settings for your availability control accordingly and forward the respective reconciliation key again. (See Customizing for Public Sector Management  Funds Management Public Services  Administration  Classic Budgeting  Availability Control). We recommend therefore, that you adjust the tolerance limits of the availability control to the totals records to be transferred. In particular, you should adjust the cycle (frequency) of document data passed on for each reconciliation key to suit your organization. You can forward the payment data frequently in order to keep the volume amount for each reconciliation key small. See also: For more information on the availability control in Funds Management, see the documentation for Funds Management, under Controlling Availability Control.

FM Fiscal Year Change with Documents from Contract Accounts Receivable and Payable Use In contrast to Contract Accounts Receivable and Payable, in Funds Management the open receivables from the old fiscal year must be carried forward into the new fiscal year with fiscal year change. You can use the carryforward programs in Funds Management to do this. The updated document data from Contract Accounts Receivable and Payable is marked as “Contract Accounts Receivable and Payable documents” in Funds Management. You can use the special carryforward program Carryforward Documents from Contract Accounts Receivable and Payable (RFKKFMCF) in Funds Management for these documents. Features Program Carryforward Documents from Contract Accounts Receivable and Payable (RFKKFMCF) carries forward the amounts of open documents in FM for each FM account assignment from the old into the new FM fiscal year. You can define which value types (invoices and/or down payments) should be carried forward. In contrast to “normal” commitment-carryforwards, the carryforward in this case is not done by document but by summarized document data. The document data is summarized according to the following fields: ●

Value Type

●

Commitment and Payment Budget Ledger

●

Year of Cash Effectivity

●

CO Object Number

●

Transaction Currency

●

Funds Center

●

Commitment Item

●

Fund

●

Functional Area

●

Customer Dimension

●

G/L account for General Ledger Accounting

●

Company Code

You can execute the program a number of times. New carryforward documents are created each time you run the program, that is, if the corresponding document data for the carryforward is found. The carryforward document of the old fiscal year is written in period 13, in the new fiscal year the carryforward document is written in the “blank” period . Activities To carryforward Contract Accounts Receivable and Payable documents, in the SAP menu choose Accounting  Public Sector Management  Funds Management  Additional Functions  Integration of Contract Accounts Receivable and Payable (PSCD)  Closing Preparations  Carryforward Documents from Contract Accounts Receivable and Payable. Documents that you have posted in an old fiscal year but not yet carried them forward to the new fiscal year distort the reporting for Funds Management. We recommend therefore, that you start the carryforward program a number of times throughout the year and not just for a fiscal year change. In doing so you ensure correct results in the information system of Funds Management. See also: For more information on fiscal year change, see the documentation for Funds Management under Closing Operations.

Active Availability Control for Requests Features To make an active budget availability check possible between Public Sector Contract Accounts Receivable and Payable and Funds Management, in the transaction for processing requests you automatically create earmarked funds documents or reference existing earmarked funds documents. The system statistically uses up earmarked funds documents as soon as you create a request. When the FI-CA document is created from the request, the system replaces the statistical consumption with the FI-CA document. If a request is deleted or rejected, the system automatically releases the earmarked funds document generated for the request. NOTE You can create earmarked funds documents either by means of a request or in a separate transaction. The system only automatically releases earmarked funds documents that were created by means of a request. If you change the amount or the account assignment for a request item, the system automatically adjusts the earmarked funds document for the request. From a technical perspective, the system releases the old earmarked funds document and creates a new one, taking the new amount and new account assignment into account. This also applies only to earmarked funds documents that were created by means of a request. You can:  Process requests that are on the approval list  Close earmarked funds documents directly from the request In addition, there is a year-end closing report that makes it possible to create earmarked funds documents for standing requests. (On the SAP Easy Access screen, choose Periodic Processing Closing Preparation Create Earmarked Funds Documents for Standing Requests ).

Integration with SAP Credit Management SAP Credit Management enables your company to operate centralized credit management. The business systems connected (for example, Contract Accounts Receivable and Payable, CRM, or SD) report the commitments of business partners to SAP Credit Management using XML. SAP Credit Management consolidates these reports into a credit exposure and checks this against the current credit limit of the business partner. This means that you can manage the score, the payment behavior summary, and the credit exposure (that is, the total of all open items) of your business partners centrally.

Implementation Considerations SAP Credit Management is part of SAP Financial Supply Chain Management. For information about SAP Credit Management, see the documentation of SAP Credit Management. For information about system configuration, see the Configuration Guide of SAP Credit Management. You can use Contract Accounts Receivable and Payable and SAP Credit Management in a single or multiple system landscape without an XI server. This means that you can connect an instance of Contract Accounts Receivable and Payable directly with SAP Credit Management without using an XI server. Contract Accounts Receivable and Payable and SAP Credit Management can be running in the same system or in separate systems. The prerequisite for this is as follows: You have installed enhancement package 5 for both Contract Accounts Receivable and Payable and SAP Credit Management, and you activated the business function FSCM Functions 3 (FIN_FSCM_CCD_3). Activating a business function in Contract Accounts Receivable and Payable is not a requirement. You set up the connection between SAP Credit Management and Contract Accounts Receivable and Payable by configuring the appropriate endpoints and logical ports in SOA Manager. Message exchange takes place using Web Services Reliable Messaging (WSRM), which guarantees the transfer of messages and monitors the correct sequence of incoming messages. Integration If you use SAP Credit Management, the internal processes of Contract Accounts Receivable and Payable do not use the score (creditworthiness) determined in FI-CA; instead, they automatically access the score in SAP Credit Management. You can display the SAP Credit Management score in the transaction Display Business Partner's Creditworthiness (on the SAP Easy Access screen, choose Account More Information Creditworthiness ). You can influence the program flows in Contract Accounts Receivable and Payable at certain events. For more information, see the configuration guide forSAP Credit Management, in particular the sections for Contract Accounts Receivable and Payable under Business Customizing Process Integration with SAP Systems . Features The open items of business partners are managed in Contract Accounts Receivable and Payable; the credit decisions take place in SAP Credit Management. To ensure credit decisions are based on a current dataset, you therefore have to transfer the credit exposure - the total of the open items to SAP Credit Management at regular intervals. In the credit exposure update from Contract Accounts Receivable and Payable, the total of all current open items for the business partner is always transferred to SAP Credit Management. It is not a delta update.

In FI-CA there are mass activities for the following functions:  Sending the credit exposure for a business partner to SAP Credit Management  Sending the payment behavior summary to SAP Credit Management  Replicating the creditworthiness values between Contract Accounts Receivable and Payable and SAP Credit Management Contract Accounts Receivable and Payable supports the credit exposure queries of SAP Credit Management. In SAP Credit Management, you can specify whether the current credit exposure is queried in the connected systems for a credit check. Contract Accounts Receivable and Payable supports the partner messages of SAP Credit Management. Partner messages enable the credit exposure to be updated in SAP Credit Management for a business transaction across module and system boundaries, with no chronological gaps. You can display the credit information from SAP Credit Management in Contract Accounts Receivable and Payable, for example, to display it in theInteraction Center. Function module FKK_CR_GET_CREDIT_INFORMATION uses the XI interface CreditWorthinessQuery. In Contract Accounts Receivable and Payable, you can also carry out a credit check for a business partner in SAP Credit Management. Credit Segments Definition Organizational unit of SAP Credit Management that you can define as required, for example, by product type or business area. Subdivision of the relevant business transactions in a telecommunications company according to the following credit segments:   Fixed network   Internet   Cellular network Use The credit segment groups the business of a company from the view of credit assignment and control. Structure You have to define the credit segments you have defined in the Implementation Guide for Contract Accounts Receivable and Payable under Integration  Financial Supply Chain Management  Credit Management  Maintain Credit Segments. The credit segments that you define here must agree with those of SAP Credit Management.

You assign the open items to a credit segment using specific parameters in the Implementation Guide for Contract Accounts Receivable and Payable underIntegration  Financial Supply Chain Management  Credit Management  Assign Open Items to Credit Segments.

Payment Behavior Summaries Definition A payment behavior summary summarizes the credit-relevant data used for calculating the score and the credit limit in SAP Credit Management by business partner and credit segment. Use In Contract Accounts Receivable and Payable, you first have to activate the use of payment behavior summaries in Customizing. In the Implementation Guide forContract Accounts Receivable and Payable, choose Integration  Financial Supply Chain Management Credit Management  Define Specifications for Credit Management. In the standard, the payment behavior summary contains only a valuated credit exposure. The amount of the valuated credit exposure is the total of all open items, inlcuding the interest for overdue items. You can also define the interest rate to be used for the simulation of the interest calculation for the overdue items in the Customizing activity specified.

Score in SAP Credit Management Definition Expression of the payment behavior of a business partner Structure SAP Credit Management manages the score of a business partner centrally. The score is calculated from  Internal information from SAP Credit Management  Information from the connected systems (for example, FI-CA, CRM)  External information (for example, external information providers)

Calculating and Transferring Credit Exposure You can transfer credit exposure from Contract Accounts Receivable and Payable to SAP Credit Management. Integration In Contract Accounts Receivable and Payable, you can display the credit exposure of a business partner in the master record per credit segment and go from there to the details of the credit exposure. Prerequisites You have performed the following actions in Customizing for Contract Accounts Receivable and Payable under Integration Financial Supply Chain Management Credit Management in the activity:  Activate Credit Management, you set the BillActive indicator, to enable the transfer of the credit exposure for billable and billed items that have not yet been invoiced from Billing in Contract Accounts Receivable and Payable to SAP Credit Management.  Maintain Credit Segments, you entered your credit segments. The credit segments that you enter here must agree with those in SAP Credit Management. The credit segments are used there to break down credit exposures into different areas, such as countries A and B.  Assign Open Items to Credit Segments, you assigned receivables to an appropriate credit segment based on their company code, account determination ID, business area and division.  Define Credit Exposure Category for External Billing Systems, you entered external credit exposure categories (optional). In Customizing for Credit Management under Credit Risk Monitoring Credit Exposure Update Define Liability Categories in the activity Define Credit Exposure Categories, you entered the required credit exposure categories; and especially important, you entered the fixed values mentioned below. Features The credit exposure in SAP Credit Management is increased by not yet invoiced items in Billing as well as open receivables of Contract Account Receivable and Payable. The credit exposure is therefore the sum of all open items, billable items and billed items of the business partner that are not yet invoiced. NOTE Contract Accounts Receivable and Payable transfers only those billable and billed, but not yet invoiced, items that you have created for billing in postpaid scenarios. The exhaustion of the credit limit through credit exposure is one of the check criteria during a credit check in SAP Credit Management.

In Contract Accounts Receivable and Payable, you can calculate the credit exposure of a business partner and then transfer it to SAP Credit Management. NOTE If you are using the industry component Utilities, when updating the credit exposure, you can exclude budget billing requests that lie in the future from the calculation of the credit exposure. To improve performance, you can calculate the credit exposure and transfer it to SAP Credit Management in one step or in two separate steps. The procedure described below is based on using two steps. You can enter a percentage rate during the calculation of credit data. Using this percentage rate, you can limit the update of credit data to that percentage of your business partners that was not updated for the longest period of time. EXAMPLE If you enter a percentage of 25% for each run, and you execute four runs, after four runs all of your business partners are updated. In SAP Credit Management, you can designate business partners with conspicuous behavior or critical business partners as business partners for special attention. You can update these business partners independently of the percentage rate selected and, if necessary, transfer them if they exist in the business partner interval specified. In SAP Credit Management, credit exposure categories allow you to classify the reported credit exposures. The following fixed values apply for the following credit exposures:  Credit exposure category 200 indicates open items.  Credit exposure category 100 indicates open SD orders.  Credit exposure category 210 indicates billable items with status billed that are not yet invoiced.  Credit exposure category 220 indicates billable items with status billable. Credit Exposure Update for External Billing Systems For credit exposure that you transfer from an external billing system, the situation can arise that both the external billing system and Contract Accounts Receivable and Payable report the credit exposure to SAP Credit Management. If you define an external credit exposure category for the update of credit exposure from an external billing system, then you can reset the external credit exposure as soon as you transfer the credit exposure from Contract Accounts Receivable and Payable to SAP Credit Management. If an external application already reported a credit exposure with this external credit exposure category to SAP Credit Management, the Transfer of Credit Data mass activity resets this external credit exposure in SAP Credit Management and reports the credit exposure in the form of billable items, billing documents or FI-CA posting documents using the credit exposure categories of Contract Accounts Receivable and Payable to SAP Credit

Management. Using this procedure enables you to avoid managing duplicate credit exposures. Credit Exposure Update for Cash Security Deposits Contract Accounts Receivable and Payable reports cash security deposits as secured credit exposure to SAP Credit Management. Options for Intervening in Events Event In this event, you can: 4501 Filter the open items and thereby exclude certain items from the credit exposure update 4502 For an open item of FI-CA, override credit exposure category 200 4503 Exclude certain customer groups from the calculation and transfer of credit data EXAMPLE You do not want to transfer the credit data of customers with whom you have agreed on automatic debit. 4609 Change credit data and transfer customer-defined fields for the credit exposure update to the XI interface 4512 For billable and billed items, specify a credit exposure category that differs from the fixed value mentioned above XI Interfaces The following interfaces are used for transferring the data:  CreditCommitmentNotification  CreditWorthinessCriticalPartiesQuery Activities Calculation of Credit Data in Contract Accounts Receivable and Payable You calculate credit data in Contract Accounts Receivable and Payable using the transaction Transfer of Credit Data. 1. On the SAP Easy Access screen, choose Periodic Processing Forward Data to SAP Credit Management Transfer Credit Data . 2. Enter a run date and an ID that you can use to identify the run later. 3. Set the Update Credit Exposure and Payment Behavior Summary indicator on the General Selections tab page, and enter a percentage in thePercentage field. 4. Set the Update Business Partners for Special Attention indicator, if applicable. If you do not set this indicator, then the business partners for

special attention in Contract Accounts Receivable and Payable are not updated. 5. Set the Transfer to Credit Management indicator, if applicable. If you do not set this indicator, then you have to execute the transaction again (see below). 6. If you use the industry component Utilities, enter an appropriate value in the Additional Days for Budget Billing Requests field if you want to exclude budget billing requests that are in the future from the credit exposure. 7. Schedule the program run. For detailed information about scheduling program runs, see Functions for Scheduling Program Runs. Transfer of Credit Data to SAP Credit Management After you have calculated the credit data in Contract Accounts Receivable and Payable, you can also transfer the data to SAP Credit Management using the transaction Transfer of Credit Data. Proceed as described in the section on calculating the credit data. However, set the Transfer of Credit Data indicator in the Transfer to Credit Management group box on the General Selections tab page, and schedule the run. After the transfer, the credit exposure appears in the business partner master data of SAP Credit Management. The system adds the credit exposure amount from Contract Accounts Receivable and Payable to the credit exposure of the relevant credit segment of the business partner. Calculating and Transferring Payment Behavior Summaries Use Using payment behavior summaries, you can calculate the creditworthiness score and the credit limit in SAP Credit Management. The payment behavior summaries of business partners are determined in Contract Accounts Receivable and Payable. In the same way, you can determine the credit exposure including an interest calculation. Prerequisites You specified the interest rate for the valuated credit exposure in Customizing for Contract Accounts Receivable and Payable under Integration  Financial Supply Chain Management  Credit Management  Define Specifications for Credit Management. If you want to transfer individual payment behavior summaries to SAP Credit Management, you made settings in Customizing for Contract Accounts Receivable and Payable under Integration  Financial Supply Chain Management  Credit Management  Key Figures. Features In the standard system, payment behavior summaries contain the valuated credit exposure, as well as information on the following:

●

Open items

●

Payment methods

●

Payments

●

Dunning by collection strategy

●

Dunning by dunning procedure

●

DSO (days sales outstanding)

●

Promises to pay

●

Returns

●

Deferrals and installment plans

●

Write-offs

The amount of the valuated credit exposure is the total of all open items, including the interest for overdue items. For simulating the interest calculation for overdue items, the system uses the interest rate you entered in Customizing. The system updates the valuated credit exposure in the currency of the credit segment. The transfer of the key figures takes place using the mass activity Transfer Credit Data (see the SAP Easy Access screen: Periodic Processing  Forward Data to SAP Credit Management). This mass activity uses the asynchronous service CreditPaymentBehaviourSummaryNotification_Out of the interfaceCreditPaymentBehaviourSummaryNotification. If you make the system settings described above, this service transfers the individual key figures from Contract Accounts Receivable and Payable to SAP Credit Management. The system also fills the PropertyValuation of the service, in which the characteristics of the individual key figures are filled. The mass activity Transfer Credit Data forwards the payment behavior summary for those business partners with negative payment behavior (such as dunning, returns, or broken promises to pay). In event 4511, you can specify when and how long the key figures for a business partner should be sent again. You specify the time period over which a key figure is evaluated in Customizing for Contract Accounts Receivable and Payable under Integration  Financial Supply Chain Management  Credit Management  Key Figures  Specify Evaluation Period for Key Figures. The value applies for all key figures that you have stipulated for transfer, and especially for the following standard key figures: ●

COL (collections)

●

DUN (dunning notices)

●

P2P (promises to pay)

●

RET (returns)

●

TIP (installment plans)

●

WRO (write-offs)

If you do not make any entries, the system uses the default value of 30 days. You can add your own data to these standard key figures for payment behavior in event 4509. In addition, in event 4510, you can also define your own key figures, fill them, and then send them along with the standard key figures using the PropertyValuation of the service to SAP Credit Management. In SAP Credit Management there is a synchronous service CreditManagementAccountERPPaymentBehaviourSummaryByDebtor PartyQueryResponse_In. This service also contains the PropertyValuation. If the service calls Contract Accounts Receivable and Payable from SAP Credit Management, then the system calculates the key figures to be transferred. Note for the industry component Utilities Industry You can determine an average budget billing amount for each business partner and credit segment and transfer it to SAP Credit Management. This means that the average budget billing amount is available in formulas in SAP Credit Management as a decision criterion for credit decisions. The system calculates the average budget billing amount as follows: 64. ... 252. 1. For each budget billing plan, the system calculates the number of days between the beginning and end of the budget billing period. 253. 2. The total amount of the budget billing plan is divided by the number of days. This provides the average budget billing amount per day and budget billing plan. 254. 3. You can determine the average budget billing amount per day for each business partner by creating the total using the amounts determined in step 2 for each budget billing plan.

65.

If you want to change the type of calculation, define event 4500 accordingly. If you want to use the function, you also have to define event 4600 to forward the key figure Budget Billing Amount per Day determined for each business partner to SAP Credit Management. In SAP Credit Management you have two options: ... You can save the key figure in a field of the payment behavior summary that you do not use in the SAP business partner.

In your scenario, you do not use the key figure Sales. Therefore, you define event 4600 such that the key figure Budget Billing Amount per Dayis saved in the Sales field in SAP Credit Management for each business partner. You add it to the payment behavior summary in the SAP business partner and save the key figure Budget Billing Amount per Day for each business partner in this new field. You also have to define event 4600 accordingly here. You also have to enhance the SAP business partner using theBusiness Data Toolset (BDT). Activities To calculate and transfer the payment behavior summary you also use the transaction Transfer Credit Data from the SAP Easy Access screen under Periodic Processing  Forward Data to SAP Credit Management. After the transfer, the valuated credit exposure appears in the business partner master data of SAP Credit Management in the given credit segment on thePayment Behavior Summary tab page in the Key Figures screen area in the Amount field. In the business partner master data of SAP Credit Management, the payment behavior summary is found in the credit segment views on the KPI Payment History tab page in the Key Figures screen area.

Score in SAP Credit Management Definition Expression of the payment behavior of a business partner Structure SAP Credit Management manages the score of a business partner centrally. The score is calculated from  Internal information from SAP Credit Management  Information from the connected systems (for example, FI-CA, CRM)  External information (for example, external information providers)

Calculating and Transferring Credit Exposure You can transfer credit exposure from Contract Accounts Receivable and Payable to SAP Credit Management. Integration In Contract Accounts Receivable and Payable, you can display the credit exposure of a business partner in the master record per credit segment and go from there to the details of the credit exposure.

Prerequisites You have performed the following actions in Customizing for Contract Accounts Receivable and Payable under Integration Financial Supply Chain Management Credit Management in the activity:  Activate Credit Management, you set the BillActive indicator, to enable the transfer of the credit exposure for billable and billed items that have not yet been invoiced from Billing in Contract Accounts Receivable and Payable to SAP Credit Management.  Maintain Credit Segments, you entered your credit segments. The credit segments that you enter here must agree with those in SAP Credit Management. The credit segments are used there to break down credit exposures into different areas, such as countries A and B.  Assign Open Items to Credit Segments, you assigned receivables to an appropriate credit segment based on their company code, account determination ID, business area and division.  Define Credit Exposure Category for External Billing Systems, you entered external credit exposure categories (optional). In Customizing for Credit Management under Credit Risk Monitoring Credit Exposure Update Define Liability Categories in the activity Define Credit Exposure Categories, you entered the required credit exposure categories; and especially important, you entered the fixed values mentioned below. Features The credit exposure in SAP Credit Management is increased by not yet invoiced items in Billing as well as open receivables of Contract Account Receivable and Payable. The credit exposure is therefore the sum of all open items, billable items and billed items of the business partner that are not yet invoiced. NOTE Contract Accounts Receivable and Payable transfers only those billable and billed, but not yet invoiced, items that you have created for billing in postpaid scenarios. The exhaustion of the credit limit through credit exposure is one of the check criteria during a credit check in SAP Credit Management. In Contract Accounts Receivable and Payable, you can calculate the credit exposure of a business partner and then transfer it to SAP Credit Management. NOTE If you are using the industry component Utilities, when updating the credit exposure, you can exclude budget billing requests that lie in the future from the calculation of the credit exposure. To improve performance, you can calculate the credit exposure and transfer it to SAP Credit Management in one step or in two separate steps. The procedure described below is based on using two steps.

You can enter a percentage rate during the calculation of credit data. Using this percentage rate, you can limit the update of credit data to that percentage of your business partners that was not updated for the longest period of time. EXAMPLE If you enter a percentage of 25% for each run, and you execute four runs, after four runs all of your business partners are updated. In SAP Credit Management, you can designate business partners with conspicuous behavior or critical business partners as business partners for special attention. You can update these business partners independently of the percentage rate selected and, if necessary, transfer them if they exist in the business partner interval specified. In SAP Credit Management, credit exposure categories allow you to classify the reported credit exposures. The following fixed values apply for the following credit exposures:  Credit exposure category 200 indicates open items.  Credit exposure category 100 indicates open SD orders.  Credit exposure category 210 indicates billable items with status billed that are not yet invoiced.  Credit exposure category 220 indicates billable items with status billable. Credit Exposure Update for External Billing Systems For credit exposure that you transfer from an external billing system, the situation can arise that both the external billing system and Contract Accounts Receivable and Payable report the credit exposure to SAP Credit Management. If you define an external credit exposure category for the update of credit exposure from an external billing system, then you can reset the external credit exposure as soon as you transfer the credit exposure from Contract Accounts Receivable and Payable to SAP Credit Management. If an external application already reported a credit exposure with this external credit exposure category to SAP Credit Management, the Transfer of Credit Data mass activity resets this external credit exposure in SAP Credit Management and reports the credit exposure in the form of billable items, billing documents or FI-CA posting documents using the credit exposure categories of Contract Accounts Receivable and Payable to SAP Credit Management. Using this procedure enables you to avoid managing duplicate credit exposures. Credit Exposure Update for Cash Security Deposits Contract Accounts Receivable and Payable reports cash security deposits as secured credit exposure to SAP Credit Management. Options for Intervening in Events Event In this event, you can: 4501 Filter the open items and thereby exclude certain items from the credit exposure update

4502 For an open item of FI-CA, override credit exposure category 200 4503 Exclude certain customer groups from the calculation and transfer of credit data EXAMPLE You do not want to transfer the credit data of customers with whom you have agreed on automatic debit. 4609 Change credit data and transfer customer-defined fields for the credit exposure update to the XI interface 4512 For billable and billed items, specify a credit exposure category that differs from the fixed value mentioned above XI Interfaces The following interfaces are used for transferring the data:  CreditCommitmentNotification  CreditWorthinessCriticalPartiesQuery Activities Calculation of Credit Data in Contract Accounts Receivable and Payable You calculate credit data in Contract Accounts Receivable and Payable using the transaction Transfer of Credit Data. 1. On the SAP Easy Access screen, choose Periodic Processing Forward Data to SAP Credit Management Transfer Credit Data . 2. Enter a run date and an ID that you can use to identify the run later. 3. Set the Update Credit Exposure and Payment Behavior Summary indicator on the General Selections tab page, and enter a percentage in thePercentage field. 4. Set the Update Business Partners for Special Attention indicator, if applicable. If you do not set this indicator, then the business partners for special attention in Contract Accounts Receivable and Payable are not updated. 5. Set the Transfer to Credit Management indicator, if applicable. If you do not set this indicator, then you have to execute the transaction again (see below). 6. If you use the industry component Utilities, enter an appropriate value in the Additional Days for Budget Billing Requests field if you want to exclude budget billing requests that are in the future from the credit exposure. 7. Schedule the program run. For detailed information about scheduling program runs, see Functions for Scheduling Program Runs. Transfer of Credit Data to SAP Credit Management

After you have calculated the credit data in Contract Accounts Receivable and Payable, you can also transfer the data to SAP Credit Management using the transaction Transfer of Credit Data. Proceed as described in the section on calculating the credit data. However, set the Transfer of Credit Data indicator in the Transfer to Credit Management group box on the General Selections tab page, and schedule the run. After the transfer, the credit exposure appears in the business partner master data of SAP Credit Management. The system adds the credit exposure amount from Contract Accounts Receivable and Payable to the credit exposure of the relevant credit segment of the business partner. Calculating and Transferring Payment Behavior Summaries Use Using payment behavior summaries, you can calculate the creditworthiness score and the credit limit in SAP Credit Management. The payment behavior summaries of business partners are determined in Contract Accounts Receivable and Payable. In the same way, you can determine the credit exposure including an interest calculation. Prerequisites You specified the interest rate for the valuated credit exposure in Customizing for Contract Accounts Receivable and Payable under Integration  Financial Supply Chain Management  Credit Management  Define Specifications for Credit Management. If you want to transfer individual payment behavior summaries to SAP Credit Management, you made settings in Customizing for Contract Accounts Receivable and Payable under Integration  Financial Supply Chain Management  Credit Management  Key Figures. Features In the standard system, payment behavior summaries contain the valuated credit exposure, as well as information on the following: ●

Open items

●

Payment methods

●

Payments

●

Dunning by collection strategy

●

Dunning by dunning procedure

●

DSO (days sales outstanding)

●

Promises to pay

●

Returns

●

Deferrals and installment plans

●

Write-offs

The amount of the valuated credit exposure is the total of all open items, including the interest for overdue items. For simulating the interest calculation for overdue items, the system uses the interest rate you entered in Customizing. The system updates the valuated credit exposure in the currency of the credit segment. The transfer of the key figures takes place using the mass activity Transfer Credit Data (see the SAP Easy Access screen: Periodic Processing  Forward Data to SAP Credit Management). This mass activity uses the asynchronous service CreditPaymentBehaviourSummaryNotification_Out of the interfaceCreditPaymentBehaviourSummaryNotification. If you make the system settings described above, this service transfers the individual key figures from Contract Accounts Receivable and Payable to SAP Credit Management. The system also fills the PropertyValuation of the service, in which the characteristics of the individual key figures are filled. The mass activity Transfer Credit Data forwards the payment behavior summary for those business partners with negative payment behavior (such as dunning, returns, or broken promises to pay). In event 4511, you can specify when and how long the key figures for a business partner should be sent again. You specify the time period over which a key figure is evaluated in Customizing for Contract Accounts Receivable and Payable under Integration  Financial Supply Chain Management  Credit Management  Key Figures  Specify Evaluation Period for Key Figures. The value applies for all key figures that you have stipulated for transfer, and especially for the following standard key figures: ●

COL (collections)

●

DUN (dunning notices)

●

P2P (promises to pay)

●

RET (returns)

●

TIP (installment plans)

●

WRO (write-offs)

If you do not make any entries, the system uses the default value of 30 days. You can add your own data to these standard key figures for payment behavior in event 4509. In addition, in event 4510, you can also define your own key figures, fill them, and then send them along with the standard key figures using the PropertyValuation of the service to SAP Credit Management.

In SAP Credit Management there is a synchronous service CreditManagementAccountERPPaymentBehaviourSummaryByDebtor PartyQueryResponse_In. This service also contains the PropertyValuation. If the service calls Contract Accounts Receivable and Payable from SAP Credit Management, then the system calculates the key figures to be transferred. Note for the industry component Utilities Industry You can determine an average budget billing amount for each business partner and credit segment and transfer it to SAP Credit Management. This means that the average budget billing amount is available in formulas in SAP Credit Management as a decision criterion for credit decisions. The system calculates the average budget billing amount as follows: 66. ... 255. 1. For each budget billing plan, the system calculates the number of days between the beginning and end of the budget billing period. 256. 2. The total amount of the budget billing plan is divided by the number of days. This provides the average budget billing amount per day and budget billing plan. 257. 3. You can determine the average budget billing amount per day for each business partner by creating the total using the amounts determined in step 2 for each budget billing plan.

67.

If you want to change the type of calculation, define event 4500 accordingly. If you want to use the function, you also have to define event 4600 to forward the key figure Budget Billing Amount per Day determined for each business partner to SAP Credit Management. In SAP Credit Management you have two options: ... You can save the key figure in a field of the payment behavior summary that you do not use in the SAP business partner. In your scenario, you do not use the key figure Sales. Therefore, you define event 4600 such that the key figure Budget Billing Amount per Dayis saved in the Sales field in SAP Credit Management for each business partner. You add it to the payment behavior summary in the SAP business partner and save the key figure Budget Billing Amount per Day for each business partner in this new field. You also have to define event 4600 accordingly here. You also have to enhance the SAP business partner using theBusiness Data Toolset (BDT).

Activities To calculate and transfer the payment behavior summary you also use the transaction Transfer Credit Data from the SAP Easy Access screen under Periodic Processing  Forward Data to SAP Credit Management. After the transfer, the valuated credit exposure appears in the business partner master data of SAP Credit Management in the given credit segment on thePayment Behavior Summary tab page in the Key Figures screen area in the Amount field. In the business partner master data of SAP Credit Management, the payment behavior summary is found in the credit segment views on the KPI Payment History tab page in the Key Figures screen area.

Recreating Credit Exposure from Open Items Use You can use this function for calculating and transferring the credit exposure from Contract Accounts Receivable and Payable to SAP Credit Management. It enables you to transfer one or more business partners to SAP Credit Management again after organizational changes or in the case of inconsistencies in the credit exposure update. Integration The credit exposure of a business partner is displayed per credit segment in the master record. There you can navigate to the relevant credit exposures. Prerequisites In SAP Credit Management, you have deleted the credit exposures for the credit exposure categories to be transferred from FI-CA. In the standard, this is credit exposure category 200. To delete credit exposures in SAP Credit Management, from the SAP menu choose Accounting  Financial Supply Chain Management  Credit Management List Displays  Credit Exposure Details. You can delete credit exposures for one or more business partners in one or more credit segments. Set both indicators – Delete Totals and Delete Line Items. Activities To transfer the credit exposure again, in the SAP menu, choose Periodic Processing  Forward Data to SAP Credit Management  Transfer Credit Data.

Replication of Creditworthiness Use The creditworthiness managed in Contract Accounts Receivable and Payable is forwarded to SAP Credit Management and can contribute to the score managed

there. For internal processes such as dunning and returns processing in Contract Accounts Receivable and Payable to be able to react to the score from SAP Credit Management, you also have to transfer the score to Contract Accounts Receivable and Payable. Features Transfer of FI-CA Creditworthiness to SAP Credit Management You transfer the FI-CA creditworthiness to SAP Credit Management using the mass activity Replicate Creditworthiness. Monthly Comparison of FI-CA Creditworthiness In Customizing for Contract Accounts Receivable and Payable, you can enter a monthly weighting for creditworthiness (under Business Transactions Dunning Define Time-Dependent Creditworthiness Weightings). If the creditworthiness of a business partner changes due to this changed weighting factor at the changeover to a new month, Contract Accounts Receivable and Payable does not record the fact that a change took place. To preclude the necessity of replicating the creditworthiness of all business partners to SAP Credit Management, you use the mass activity Compare Replicated Score to identify those business partners where their creditworthiness has changed due to the monthly weighting. The mass activity marks the business partners where there was a change to their creditworthiness. Then in the mass activity Replication of Creditworthiness, you transfer only the changed values to SAP Credit Management (Only Changed Scoresindicator). Transfer of Score to Contract Accounts Receivable and Payable When you transfer the FI-CA creditworthiness to SAP Credit Management using the transaction Replication of Creditworthiness, the updated score in SAP Credit Management is automatically returned to Contract Accounts Receivable and Payable. This means that you can only replicate the score in Contract Accounts Receivable and Payable by performing the mass activity Replication of Creditworthiness. Settings for Calculating Creditworthiness in SAP Credit Management SAP Credit Management saves the FI-CA creditworthiness as external credit information in the rating procedure FICA. For the configuration, see the description in the Configuration Guide for SAP Credit Management in the section Making Settings for Contract Accounts Receivable and Payable. In Contract Accounts Receivable and Payable, the best creditworthiness has the value 0. You also have to apply this logic for the calculation of the score in SAP Credit Management. The formula for calculating the score in SAP Credit Management must only contain the FI-CA creditworthiness as additive argument in the following form: Score = FI-CA creditworthiness + further items from SAP Credit Management This enables the score in SAP Credit Managementto be simulated at any time in FI-CA using the current FI-CA creditworthiness, even if the score has not been

replicated from SAP Credit Management yet. This means that when you change the FI-CA creditworthiness, for example, due to a dunning activity in FI-CA, you can directly calculate the score in SAP Credit Management. Note that if you do not follow this procedure, the creditworthiness in FI-CA and the score in SAP Credit Management will not be calculated correctly. XI Interfaces Used The following interfaces are used: ●

FICARatingReplicateQuery

●

FICARatingReplicateResponse

Activities Monthly Comparison of FI-CA Creditworthiness 68. ... 258. 1. To identify business partners whose creditworthiness has changed after the end of the month, on the SAP Easy Access screen, choose Periodic Processing  Forward Data to SAP Credit Management Compare Credit Score. 259. 2. Enter a date and an ID that you can use to identify the run later. 260. 3. Restrict the quantity of business partners to be considered. 261. 4. Schedule the program run. For more information about scheduling program runs, see the section Functions for Scheduling Program Runs. Transfer of FI-CA Creditworthiness to SAP Credit Management 69. ... 70. ... 71. ... 262. 1. To transfer the FI-CA creditworthiness to SAP Credit Management and, at the same time, replicate the SAP Credit Management score in FI-CA, on the SAP Easy Access screen, choose Periodic Processing  Forward Data to SAP Credit Management  Replicate Creditworthiness. 263. 2. Enter a date and an ID that you can use to identify the run later. 264. 3. Restrict the business partners to those for whom you want to replicate their creditworthiness. By setting the indicator Only Changed Scores, you can restrict the transfer to SAP Credit Management to those business partners whose creditworthiness has changed since the last transfer in FI-CA. In the same way, setting this indicator for the transfer of the scores from SAP Credit Management to FI-CA has the effect that only those score values are replicated where the FI-CA creditworthiness has changed.

265.

4.

Schedule the program run.

Commitment Query Use Support for the commitment query of SAP Credit Management in Contract Accounts Receivable and Payable (FI-CA). Features In SAP Credit Management, for each check step in a credit check, you can specify whether the current commitment is queried in the connected systems. This means that independently of the periodic credit exposure transfer, in a credit check you can determine the current credit exposure at any time. The XI interface CreditCommitmentQuery is used here. Activities To support the commitment query, you have to define a system group for the corresponding check step. See the description in the Configuration Guide for SAP Credit Management in the section Making Settings for Contract Accounts Receivable and Payable.

Credit Check Use In Contract Accounts Receivable and Payable, you can carry out a credit check for a business partner in SAP Credit Management. Prerequisites Define event 4505. The event determines the order value to be checked for the credit check. To perform the credit check, call the function module FKK_CR_PERFORM_CREDIT_CHECK. Using the order value determined, SAP Credit Management performs the credit check and returns the result. This is then available in Contract Accounts Receivable and Payable.

72.

Note for the industry component Utilities Industry For a move-in, you can perform a credit check in SAP Credit Management and process the result accordingly. To do this you can use the methodCheckCredit of the BOR object type ISUPARTNER. To implement the credit check, proceed as follows: ...

1. 2.

5. 3.

4. 5.

6.

i. Implement a workflow that starts after the move-in processing. ii. Connect the workflow with the method CheckCredit of the BOR object ISUPARNTER. In detail, the credit check runs as follows: ... i. The workflow is processed after the move-in processing. This workflow calls the method CheckCredit. ii. The method CheckCredit calls the function module FKK_CR_PERFORM_CREDIT_CHECK. iii. The function module FKK_CR_PERFORM_CREDIT_CHECK calls event 4505. The event is defined such that a calculation is run to determine the order value for the credit check. iv. SAP Credit Managementthen runs a credit check and returns the result.

Reaction to Master Data Changes in SAP Credit Management Use You can transfer master data changes in SAP Credit Managementto Contract Accounts Receivable and Payable and, using the new Credit Management values, make corresponding master data changes in Contract Accounts Receivable and Payable. A business partner is blocked in SAP Credit Management. This change should effect a change of the dunning procedure in the contract account. The risk class from SAP Credit Management is to be relevant for the determination of the new dunning procedure. Prerequisites In the Settings in Contract Accounts Receivable and Payable as of 6.00, EHP 2005.1 section of the configuration guide for SAP Credit Management, you have made the system settings described. Features Creation of Triggers When master data (for example, risk class, Blocked in Credit Management) is changed in SAP Credit Management, SAP Credit Management sends an XI message to Contract Accounts Receivable and Payable. Once the XI message has reached Contract Accounts Receivable and Payable, the system updates the corresponding trigger.

You can define the cases in which SAP Credit Management reports the changes to Contract Accounts Receivable and Payable in Customizing. As standard, the system updates the trigger for changes to the following master data: ●

Score

●

Risk class

●

Indicator Blocked in Credit Management

●

Block reason

●

Indicator Special Attention

If you want to transfer further triggers for own change types to the XI interface, you have to define event 4603. For more information, see the configuration guide forSAP Credit Management, the section Settings in Contract Accounts Receivable and Payable from 6.00, EHP 2005.1. If the credit limit of a business partner has changed in SAP Credit Management, this should trigger a change to the master data in Contract Accounts Receivable and Payable. Replication of Master Data You can process these triggers using the mass activity Prepare Master Data Changes from External System. The current master data from SAP Credit Management is replicated in Contract Accounts Receivable and Payable so that it is then available for the determination of the master data change in Contract Accounts Receivable and Payable. As standard, the following data is saved in the replication of the master data: ●

Score

●

Risk class

If you need further master data from SAP Credit Management(for example, credit group) for the determination of the master data change in Contract Accounts Receivable and Payable, you can add this data in event 4602. You must also define event 4508. For more information, see the configuration guide for SAP Credit Management, the section Settings in Contract Accounts Receivable and Payable from 6.00, EHP 2005.1. Change to the Master Data in Contract Accounts Receivable and Payable Using the mass activity Process Master Data Changes from External System, you can change the master data of the business partner (for example, contract account) in Contract Accounts Receivable and Payable based on the replicated master data. For changes to contract accounts, you can use event 4506.

The risk class of the business partner has become worse, therefore the contract accounts should be dunned with a different dunning procedure. To change other objects (for example, contract), you can use event 4507. XI Interfaces Used The following interfaces are used: ●

CreditWorthinessChangeInformation

●

FICARatingReplicateQuery

●

FICARatingReplicateResponse

Activities 73. ... 266. 1. To process the triggers from SAP Credit Managementand run the replication of the master data, in the SAP menu choose Periodic Processing  Forward Data to SAP Credit Management  Prepare Master Data Changes from External System. 267. 2. To change the master data in Contract Accounts Receivable and Payable, in the SAP menu, choose Periodic Processing  Forward Data to SAP Credit Management  Process Master Data Changes from External System.

Dispute Management in Contract Accounts Receivable and Payable Purpose With Dispute Management in Contract Accounts Receivable and Payable, you can create and manage complaints (disputes) from your business partners with regard to incorrect invoices and credits or missing invoices and credits as dispute cases. Using Dispute Management in Contract Accounts Receivable and Payable is particularly useful if your company fulfills one or more of the following conditions: ● ● ●

You create numerous invoices or credit memos for your customers. You have long processing times for invoice-related and payment-related complaints from customers. Your communications structure is complex.

Implementation Considerations Dispute Management in Contract Accounts Receivable and Payable uses technical components of SAP Dispute Management (FIN-FSCM-DM). If you use Contract Accounts Receivable and Payable in connection with an industry

component with Release 4.72, Contract Accounts Receivable and Payable and dispute case processing are in different systems. If you use Contract Accounts Receivable and Payable in connection with an industry component with Release 6.00, you can run Contract Accounts Receivable and Payable and dispute case processing in different systems or in the same system. For more information about the multiple system scenario, see the configuration guide for SAP Dispute Management (FIN-FSCM-DM). Integration Dispute Management in Contract Accounts Receivable and Payable consists of the following subareas: ● ●

Dispute Case Processing Process Integration of Dispute Case Processing with Contract Accounts Receivable and Payable

Integration with Other SAP Components Function Desired

Component Required

Creating dispute cases in Contract Accounts Receivable and Payable

SAP for Insurance, SAP for Media, SAP for Public Sector(Public Sector Contract Accounts Receivable and Payable),SAP for Telecommunications, SAP for Utilities, or SAP Contract Accounts Receivable and Payable from Release 4.72

Linking documents from Contract Accounts Receivable and Payable Linking with the business partner/contract account/contract from Contract Accounts Receivable and Payable Linking invoices and contracts with the dispute cases

Contract Accounts Receivable and Payable, and also, for example, the accounting system or contract management

Creating link with ArchiveLink objects

Contract Accounts Receivable and Payable, and also SAP ArchiveLink

Creating link with Office documents

Contract Accounts Receivable and Payable, and also Knowledge Provider

Analyzing results from SAP Dispute Management

Contract Accounts Receivable and Payable, and also Business Information Warehouse (BW)

Creating dispute cases from SAP Biller Direct

Contract Accounts Receivable and Payable, and also SAP Biller Direct (FIN-FSCM-BD) from

Release 3.0 Features It is always a customer that initiates the creation of a dispute case in Contract Accounts Receivable and Payable. Based on a customer message, you can create a dispute case by collecting all of the data and information required for processing the case. This information can already be available in Contract Accounts Receivable and Payable, or you may have to enter additional information for the dispute case. As coordinator for dispute cases, you can structure your investigations, and distribute and manage the results for all parties involved in your company. Clerks can include other colleagues and departments in the resolution of a case directly in Contract Accounts Receivable and Payable, and see the current status of the dispute case. Due to the automatic update of dispute cases, the processor of a dispute case can get information about the current processing status at any time and react quickly. For the component SAP Dispute Management, SAP delivers two sample roles: Technical Name

Description

Holder

SAP_FIN_FSCM_DM_USER

FSCM Dispute Management – Processor

Processor for SAP Dispute Management

SAP_BC_CM_ADMINISTRATOR Administrator for Case Management

Administrator for SAP Dispute Management

You can also create dispute cases in SAP Customer Relationship Management in the Interaction Center for Financial Customer Care. You can replicate these dispute cases to Contract Accounts Receivable and Payable. Conversely, you can replicate dispute cases that were created in Contract Accounts Receivable and Payable in SAP Customer Relationship Management. In that case, the dispute cases are processed in SAP Customer Relationship Management and not in Contract Accounts Receivable and Payable. For more information, see the SAP Library for SAP Customer Relationship Management on the SAP Help Portal at http://help.sap.com  SAP Business Suite  SAP Customer Relationship Management  Application Help  SAP Customer Relationship Management  SAP CRM for Industries in the documentation for your industry component under Functions in the Interaction Center for Financial Customer Care. Example In customer service, you frequently receive queries that relate to accounting transactions, such as invoices and credits. Customers can ●

Query the amount of an invoice, even if this invoice has already been cleared in the accounting system

● ●

On receipt of a dunning notice, report that they have already transferred the dunned amount Raise queries about credits promised but not applied

These cases need to be resolved by your having to find payments paid and missing payments, and locate missing credits.

Dispute Case Definition Complaint of a business partner as a central management object in SAP Dispute Management Use The dispute case contains attributes such as the amount, data for the status of processing and for categorizing the complaint; and in the record, a list of the related objects to which the case refers (for example, document, invoice, business partner, contract, contract account). The dispute case provides access to all information that you need to process receivables-related and payment-related dispute cases. Structure For a general description of the structure of cases, see The Called Case Screen in the documentation for Case Management. Note the following special features of SAP Dispute Management: Attributes The dispute case has a series of specific attributes, including amount fields. Process Route The process route is not used in the component SAP Dispute Management. Linked Objects The Customizing settings in your dispute system determine the structure of the case record that contains the linked objects. Since the process integration with Contract Accounts Receivable and Payable automatically adds, changes, or deletes links to SAP business objects in the case record, part of the case record must have a fixed predefined structure. This part of the case record has the following structure: ● ●

The link to the business partner/contract account to which the dispute case refers is located under the structure node Business Partner.

The links to the disputed documents are located under the structure node Documents. These can be invoices or credits. In this part of the case record, links to objects are added, changed, or deleted exclusively by the process integration. You cannot change this part of the case record manually. However, the case record can contain any number of additional

customer-specific structure nodes, under which you can add links to objects manually. Processing in External Components When you create dispute cases in FI-CA, you can specify that the dispute cases are not processed in SAP Dispute Management, but are processed instead in an external component. You can create dispute cases in the external component and send them to FI-CA. You can also create these dispute cases in Contract Accounts Receivable and Payable or in SAP Biller Direct and then send them to the external component using a report you schedule to run on a periodic basis. To access this report, choose Dispute Management  Periodic Processing in Dispute Case Processing  Transfer of Dispute Cases. The dispute cases are processed in the external component. (This processing includes changes to amounts, addition of further documents, changes of attributes or status.) As an example, SAP provides integration with the CRM dispute of SAP Customer Relationship Management 7.0 as an external component. Processing by an external component requires separate case types in FSCM Dispute Management, since the ID of the external object (the CRM dispute case) must be recorded in the case record. You define these case types in Customizing for Contract Accounts Receivable and Payable under Integration  Financial Supply Chain Management  Dispute Management  Basic Settings for Dispute Management in the Definition of Own Case Types with External Processinggroup box.

Amounts in Dispute Cases Structure Meaning of the amounts in a dispute case Type of Amount

Meaning

Total Amount

The total amount contains the total of all items of all documents of the dispute case for the business partner selected. The total amount does not change automatically as the result of postings.

Disputed Amount

The disputed amount is the amount to be resolved. It does not change as the result of postings, such as clearing and reversal. In the display of a dispute case, you can change the disputed amount manually by switching to change mode.

Amount Credited

Posting invoice-related credits that refer to invoices for which there is an open dispute case increases the value in the field Amount Credited. You can assign the credit to the dispute case either by specifying the case ID when you post a document manually (FPE1), or implicitly by specifying the document number that the credit refers to (also in FPE1). If there are several dispute cases to be considered for the assignment, event 1251 decides on the distribution. When you post credits without an invoice reference, the system automatically determines whether there are dispute cases of the category “Missing Credit” for the business partners being posted to and assigns the credit to these dispute cases in accordance with event 1251. You can recognize credits from the fact that the transactions to be used for payments on account are not named in event 0113 and that the amount is smaller than zero.

Amount Paid

The amount paid contains the total of the payments received for a dispute case of the category “Missing Payment”. As for the amount credit, the distribution logic of event 1251 applies for the assignment of the incoming payment to the possible dispute cases. The payments themselves are not automatically transferred to the dispute case. The update of the amount field Payment Received shows that a potentially missing payment has been received. To include it in the dispute case, assign this payment to the dispute case explicitly in change mode. When you change a dispute case of the category "Missing Payment“, you can search for payments, even if these payments have been posted to other contracts or contract accounts. If the system finds the payment, you can assign it manually, that is, enter it in the dispute case.

Amount Written Off

When you write items off from dispute cases, the system transfers the corresponding amounts to the field Amount Written Off.

Process Integration with Contract Accounts Receivable and Payable Purpose With SAP Dispute Management you can manage and process dispute cases that refer to objects from Contract Accounts Receivable and Payable (FI-CA). Prerequisites To create a link between SAP Dispute Management and Contract Accounts Receivable and Payable, you made the following settings in Customizing for Contract Accounts Receivable and Payable: ●

Choose Integration  Financial Supply Chain Management  Dispute Management  Make Basic Settings for Dispute Management and set the Activeindicator in the Activate SAP Dispute Managementgroup box.

●

Choose Organizational Units  Configure Company Codes for Contract Accounts Receivable and Payable, and set the Dispute indicator for the required company code.

Process Flow 74. ... 268. 1. Create a dispute case and assign the case to a processor Dispute cases can be document-related or independent of documents; they can refer to open receivables and paid invoices. In Contract Accounts Receivable and Payable, dispute cases are usually initiated by customers and therefore are not created automatically (for example, as a result of underpayments). They contain attributes, such as the reason for the complaint, the priority, the disputed amount, the clerk responsible for resolution, and contact data of the business partner. According to their attributes, the dispute cases are differentiated by the following case types: ○

FICA: Incorrect invoice, incorrect credit memo, missing credit memo

○

FCA2: Missing payment

A dispute case of the type Missing Payment describes the situation where a customer complains about a dunning notice he has received despite having made the payment. The clerk’s task is to find this payment in the system, reassign it if necessary, and then close the case. A dispute case of the type Incorrect Invoice describes where a customer complains about an incorrect invoice amount. The clerk’s task here is to check the amount and trigger any adjustments required, such as reversal, write-off, or credit. Since the system behaves differently for different case types and you can create installation-specific case types, you have to categorize the case types further internally. In Contract Accounts Receivable and Payable, the following categories of dispute cases are differentiated using the internal dispute type (attributed to every dispute case): ○

A001

Incorrect Invoice

○

A002

Incorrect Credit

○

A003

Missing Credit

○

B001

Missing Payment

When you create a dispute case, you only have to enter the business partner, internal dispute type, and amount. When you create dispute cases in FI-CA, you can specify that the dispute cases are not processed in SAP Dispute Management, but are processed instead in an external component. 269. 2. Process the dispute case

You access Dispute Case Processing in Contract Accounts Receivable and Payable from the document display or account balance display. When you create a dispute case, the system proposes information from the document, such as the amount disputed, automatically. During the processing of the dispute case, you can trigger functions such as the reversal of an invoice, write-offs, and postings of invoice-related credits. From the dispute case you can display the follow-on postings for the case. To get an overview, you can display a list with all dispute cases for a business partner or document. The dispute system ○

Displays the dispute case

○

Makes the dispute case visible in the FI-CA transactions

○

○

270.

Updates the information in posting transactions such as reversals, write-offs, incoming payments, posting of invoice-related credits, or posting a replacement invoice in the dispute case Logs the individual processing steps in the dispute case and updates the accounting results, such as an incoming payment, posting of a replacement receivable, posting of an invoice-related credit in the dispute case 3. Close the dispute case with a corresponding status change

Dispute Case Processing Features The processing of dispute cases is based on the Case Management Organizer. For more information, see the documentation for Case Management under Initial Screen: Organizer. Activities All activities of Dispute Case Processing have a common initial screen that you can access via the transaction UDM_DISPUTE (Dispute Management Contract Accounts Receivable and Payable) or the role menu. To process dispute cases from Contract Accounts Receivable and Payable, the first time you call the transaction via the button with the quick info Change RMS, select the RMS UDM_FICA_DISPUTE (Dispute Case Contract Accounts Receivable and Payable). When you expand the folder Cases in the standard delivery, you see the following folders:  Dispute Case Here you can search for dispute cases in SAP Dispute Management. The creation of dispute cases from SAP Dispute Management is not supported.



Find Dispute Case In this folder you can display dispute casesapurl_link_0004_0002_0002.  My Dispute Cases By double-clicking on this folder, you can display an overview of those cases where you are entered as the processor, coordinator, or person responsible. Depending on the Customizing settings of your system, the overview tree for dispute case processing may contain other folders that supplement or replace the above-mentioned folders.

Correspondence Use You can create and send any correcspondence necessary in dispute case processing. Integration The technical basis is the Post Processing Framework. With this component, you can have follow-on activities (actions), such as the creation of correspondence, triggered and processed automatically based on conditions. You can define and configure these actions in accordance with your requirements. The actions are grouped in an action profile that is assigned to a case type. The correspondence is actually sent via SAPconnect. Via Tools  Business Communication  Communication  SAPconnect, you can use an administration function to monitor the send transactions. Prerequisites You have made all settings required in Customizing for SAP Dispute Management under Correspondence. If you want to store correspondence that you create and send in an optical archive, you have made all of the settings required in Customizing for SAP NetWeaver Application Server under Basis Services  ArchiveLink. For more information, see the Implementation Guide for SAP Dispute Management under Dispute Case Processing Correspondence  Basic Customizing for ArchiveLink. You have made all of the settings required for the external communication interface SAPconnect. Features You have the following options for your correspondence:  Correspondence Created Automatically  Correspondence Created Manually You can send and print correspondence asynchronously as background processing. For later processing, choose Dispute Management  Periodic

Processing in Dispute Case Processing  Processing of Actions, or schedule the program RSPPFPROCESS as job. Example You create a dispute case in Contract Accounts Receivable and Payable. You can enter the data of a contact person (correspondence recipient); this is then included in the dispute case as an attribute and used for the correspondence. In Customizing you have defined that an automatic notification to the customer is created. The communication channel configured for the contact person is used (e-mail, fax, or letter). The correspondence is sent asynchronously as a background job at night to ease the load on the system.

Dispute Case Processing via Workflow Purpose Dispute case processing via Workflow simplifies the processing of dispute cases for users who do not work with SAP Dispute Management regularly (occasional processors). The use of the workflow means that occasional processors of dispute cases no longer have to regularly check in Dispute Case Processing whether they have dispute cases to process; instead, they receive a notification when this is the case. This simplifies the processing of a dispute case. It also means that occasional users no longer have to call Dispute Case Processing. The workitem for processing a dispute case provides a simplified view of the dispute case. Basic information is displayed in this view. The central function is to read and enter notes and forward the dispute case to other processors. Prerequisites You have made the following settings in Customizing for dispute case processing:  Under Element Types and Case Records Model  Create Element Type, you have created the element types for storing documents via SCMG_SP_DOCUMENT.  Under Element Types and Case Records Model  Create and Process Case Records Model, you have described the structure of the case records model. In order to be able to include documents in the dispute case via a work item, here you have defined a model node with a number of instances that permits the element types for documents and has an anchor with the value #INITIAL#.  Under Attribute Profile  Create Attribute Profile, you have set the indicator Required for the case attribute PROCESSOR. The system checks this setting when you enter a new processor.



You have made the settings under Workflow. You have to exclude users that are not notified and are not to receive work items under Define Regular Processors for Dispute Cases. You have made the settings in the Customizing of SAP Business Workflow. Choose SAP NetWeaver  Application Server  Business Management  SAP Business Workflow  Maintain Standard Settings. If you use the standard delivery of the workflow (workflow sample WS01700044), you have defined an e-mail address for the users that are to be notified and for whom work items are to be created in the user maintenance. From the SAP Easy Access screen, choose Tools  Administration  User Maintenance. In SAPconnect, you have defined the settings for sending e-mails. From the SAP Easy Access screen, choose Tools  Business Communication Communication  SAPconnect. Process Flow 75. ... 271. 1. Create a dispute case. 272. 2. In the field for the processor, enter an occasional processor. 273. 3. The system sends an e-mail to the processor entered. 274. 4. The system creates a workitem. 275. 5. The processor calls up the dispute case via the work item in his workflow inbox in the Business Workplace and changes it. If he does not enter a new processor, the work item is placed in his inbox again. If he does enter a new processor, the system checks whether he has entered a note. 276. 6. The dispute case is forwarded to the new processor. If this processor is also an occasional processor, he also receives an e-mail and a work item. Result The dispute case was changed. A note has been entered for the next processor. The dispute case was assigned to a new processor.

Follow-On Postings for Dispute Cases Use Follow-on postings for dispute cases are reversals, write-off postings, credits, clearing reset, and the posting of replacement receivables. Features In the postings listed, the corresponding amount fields are automatically updated in the related dispute cases. Incoming payments are not follow-on postings logged automatically except for the case type Missing Payment. For example, an underpayment of an invoice does not automatically lead to the creation of a dispute case for the open residual amount. In principle, dispute cases are

independent of the existence of open items and are not tied to the clearing or partial clearing of open items. You can also post invoice-related credits (invoice corrections) or replacement receivables with the transaction Post Document, for example, if you reverse an incorrect invoice and then post the corrected invoice. You can also call up the transactions for reversals and write-offs in the case display in the dispute system. To do this, the dispute system calls up the corresponding transaction in the FI-CA system. You can then complete the data and post the document. You should only call up the transactions in the display of the dispute cases in the dispute system, since, during the update of the amounts (for example, Amount Written Off), the case could be changed again itself. This means that locked dispute cases could therefore not be updated initially, and you would have to subsequently post the corresponding IDoc manually. If you reset clearing for a payment, and a payment from a payment lot has increased the Payments Received amount in a dispute case, when you reset clearing for this payment, the system reduces the amount by this payment amount. When you reverse a document, the system checks whether the document is included in dispute cases. If this is the case, the system reacts as follows:  When you reverse an invoice for which there is an open dispute case, in Dispute Case Processing, the Reversed Amount of the dispute case is updated in accordance with the transaction in Contract Accounts Receivable and Payable.  When you reverse an incoming payment that has increased the amount Payments Received, this amount field is reduced by the amount of the payment.  When you reverse a write-off that has increased the Amount Written Off, this amount field is reduced by the amount of the write-off. In each related dispute case, the system enters the total amount in the field Amount Reversed. Activities To post an invoice-related credit: 76. ... 277. 1. From the SAP menu, choose Document  Post. 278. 2. On the initial screen of the transaction, enter the document number to which the correction/replacement receivable refers. You can also enter such postings with reference to a dispute case. In this case, you have to enter the case ID (the external identification of the case). The possible

entries show the cases for the business partner; you can select a case from this list.

Effects and Processing in the Payment Run Features If you have an open dispute case, you can reduce the amount to be collected from a business partner by the disputed amount. You can make the reduction logic dependent on the status, priority, reason for complaint, and whether it is an invoice-related dispute case or a dispute case with no invoice reference. The deduction is therefore more useful for collecting payment for an invoice for which there is exactly one invoice-related dispute case than for collecting payment for the first (random) item to be collected where the dispute case has no invoice reference. Activities You can define your process logic in event 0610. For a sample form with comments, see the sample module FKK_SAMPLE_0610_DISPUTE. Define your installation-specific function module in the Implementation Guide for Contract Accounts Receivable and Payable under Program Enhancements Define Customer-Specific Function Modules.

Integration with SAP Biller Direct Use If you use SAP Biller Direct (FIN-FSCM-BD), you can give your end users the option of entering inquiries in the Web application; you can then process these inquiries as dispute cases in SAP Dispute Management. For detailed information about the integration of SAP Biller Direct with SAP Dispute Management, see the configuration guide for SAP Biller Direct.

integration of SAP Global Trade Services Purpose After the terrorist attacks of September 11, measures to prevent foreign transactions of terrorist forces were considerably increased (for example, through instructions from the German Federal Ministry of Economics and Labor (BMWA), and regulations of the Council of the European Union and the European Commission). Supervisory authorities no longer accepted manual monitoring of payment transactions as practised by many financial service providers. Insurance companies and banks are now required to prevent payment transactions with persons named in sanctioned party lists (SPL) and embargo countries. SAP provides support for the implementation of these legal measures in payment transactions with the integrated use of the component Global Trade

Services(SAP GTS) in Contract Accounts Receivable and Payable. This integration enables automatic comparison of your master data with the regularly published sanctioned party lists (for example, from the Office of Foreign Asset Control (OFAC) in the USA, lists from the BMWA or EU). The results of this comparison are used in the payment program in Contract Accounts Receivable and Payable. Prerequisites You can obtain sanctioned party lists from data providers and import them to the relevant system via the XML interface. You can also create your own lists and use them for the check. To do this you have to createinternal sanctioned party lists in SAP GTS. You define which lists are used for the check in SAP GTS in Customizing. You create legal regulations in SAP GTS for this. Each legal regulation determines which sanctioned party lists are relevant for you. You make the system settings in the SAP Customizing Implementation Guide under Materials Management  Purchasing  Foreign Trade/Customs  SAP Global Trade Services. For more information about SAP Global Trade Services, see the documentation for SAP GTS under SAP Compliance Management  Sanctioned Party Lists Screening. Process Flow The comparison with the sanctioned party lists takes place by means of the Sanctioned Party List Check (SPL) of the SAP component SAP GTS. This determines the relevant organizations or persons so that you can prevent payment transactions with them. You can run the component SAP GTS as follows:  In the same system as Contract Accounts Receivable and Payable, in the same or different clients  In a separate system If you run SAP GTS and Contract Accounts Receivable and Payable in the same system and client, you do not have to replicate the business partner data to SAP GTS, that is, the data does not have to be retained in duplicate. If you run SAP GTS and Contract Accounts Receivable and Payable in different clients or systems, the business partner data is replicated to SAP GTS by means of an ALE scenario. You also have to configure the ALE standard scenario for master data distribution and check it periodically. The first time you use SAP GTS you have to carry out a legacy data transfer. This means that you have to transmit all business partners to SAP GTS and check them there. You also communicate new business partners or changes to business partners via this scenario. For more information, see SAP Note 831743. The business partners created in SAP GTS receive the status Not Checked. The comparison with the sanctioned party lists takes place through a comparison of

the addresses. Depending on the result of the check, a business partner receives the status Locked or Released. SAP customers and vendors that you always access, for example, from Financial Accounting (FI), are always transferred to SAP GTS and created there separately as an SAP business partner with a GTS role. SAP GTS saves some additional data for each business partner with this role. Contract Accounts Receivable and Payable supports the following checks:  Comparison of business partner master data, including account holder, with sanctioned party lists  Evaluation of the results of the check in the payment program  Check in the payment program as to whether the country of the payee or payer is subject to an embargo  Check of the note to payee by SAP GTS in the payment program For both incoming and outgoing payments, the payment program determines whether a business partner is included in a sanctioned party list and therefore whether payment is to be prevented. Each business partner can have one or more sets of bank details. Each of these sets of bank details can have an account holder. SAP GTS also compares this account holder with the sanctioned party lists and, if necessary, the payment program prevents payment transactions. The banks (in particular, all correspondence banks in the USA) check the text of the note to payee in the payment media and react accordingly depending on the result of the check (for example, by locking a payment). You can also use an event in Contract Accounts Receivable and Payable to compare the text in the text field with the sanctioned party lists. To do this, use the sample module FKK_BLACKLIST_0655 to define an own function module and define it for event 0655 in the Implementation Guide for Contract Accounts Receivable and Payable under Program Enhancements  Define CustomerSpecific Function Modules. In order to enable the payment program to have swift access to current check data, you should run the report Get Locked Partners and Countries (determines the locked data from SAP GTS) at periodic intervals. You can access the report in the menu for Contract Accounts Receivable and Payable under Periodic Processing  Transfer Data. The transaction for transferring data for the critical business partners and embargo countries is under Periodic Processing  Transfer Data  Sanctioned Party Lists. You access the component SAP GTS from the menu using the transaction /SAPSLL/MENU_LEGAL_R3.

Debt Recovery Management (FIN-FSCM-DR) Purpose You can use Debt Recovery Management (FIN-FSCM-DR) to collect overdue receivables using internal collection departments. Debt Recovery Management (FIN-FSCM-DR) offers a completely integrated, seamless processing of collection activities. The master data and open items are portrayed in Contract Accounts Receivable and Payable. The functions that you need for collecting the receivables are integrated in the collection case of the component Debt Recovery Management (FIN-FSCM-DR). Contract Accounts Receivable and Payable and Debt Recovery Management (FIN-FSCM-DR) run either in the same system or in different systems that have to be coupled using Application Link Enabling (BC-MID-ALE) (ALE). Prerequisites You have maintained the activities in the Implementation Guide for Contract Accounts Receivable and Payable under Integration  Financial Supply Chain Management  Debt Recovery Management. With these settings you integrate the open receivables in the collection case of the component Debt Recovery Management (FIN-FSCM-DR). In the system in which the component Debt Recovery Management (FIN-FSCMDR) is installed, you have made the settings in the Implementation Guide forCollection Case Processing. Process Flow You can create collection cases in two ways – with or without the dunning program. Creating Collection Cases Using the Dunning Program 77. ... 279. 1. To create collection cases using the dunning program, start the dunning activity run. For the creation of collection cases using the dunning program, SAP delivers the following dunning activities that are each assigned to one of the following function modules: ○

FKK_0350_COLL_CASE_NEW If this function module is assigned to the dunning activity, for each dunning notice the dunning activity run creates a new collection case in the component Debt Recovery Management (FIN-FSCM-DR). The function module does not create the collection cases itself; it runs through checks and saves the data in a table that the system needs for creating a collection case. To actually create the collection cases, you have to call the transaction FPDM01 Create Collection Cases after Dunning Run (step 2).

○

FKK_0350_COLL_CASE_ADD_OR_NEW This function module checks whether collection cases already to

which the dunning items can be added exist for the business partner and if so, adds them to the cases. If there is no suitable collection case, the dunning activity run calls the function module FKK_0350_COLL_CASE_NEW; this collects the data for the creation of a new collection case. In this case also the collection case is not actually created until you call transaction FPDM01 Create Collection Cases after Dunning Run (step 2). 280. 2. To create new collection cases in the component Debt Recovery Management (FIN-FSCM-DR) call transaction FPDM01 Create Collection Cases after Dunning Run in Contract Accounts Receivable and Payable. At event 9053, when you create a collection case you can add or change attribute values such as the priority of a collection case dependent on the dunning level. To update the relevant data in the collection case when you reverse a dunning notice, define the function module FKK_0395_COLL_CASE_REVERSE for event 0395. If the collection case has not been created yet, the module ensures that the entry is deleted in the dunning activity table. Otherwise the item is removed from the collection case provided the collection cases is not locked against changes in the item list. Creating Collection Cases without the Dunning Progarm 78. ... 79. ... 281. 1. Call transaction FP03EC Submit Items for Internal Collection. 282. 2. Enter the criteria that you want to use to select the items to be submitted. 283. 3. Choose Continue. The program selects all open items that correspond to the selection criteria and issues them in a list. 284. 4. To submit an item, select it and then choose the pushbutton Submit. 285. 5. You can then decide, per dialog, whether you want to create a new collection case or – if a collection case already exists for the business partner – add the items to an existing collection case. 286. 6. To recall an item, selet the item and choose Recall. Provided the collection case was not locked against changes in the component Debt Recovery Management, the program recalls the submission of the item for internal collection. The next time you call transaction FP03EC Submit Items for Internal Collection, the item appears in the list as an item to be submitted. When you recall an item from internal collection, all subitems of a line item are recalled.

Result IN both cases the system either creates new collection cases in the component Debt Recovery Management (FIN-FSCM-DR) or adds the items submitted to internal collection to existing collection cases. If an item has been cleared in Contract Accounts Receivable and Payable, for example, by pazment, reversal, or write-off, the collection case is updated in the component Debt Recovery Management (FINFSCM-DR) and this item is no longer displayed.

Invoicing in Contract Accounts Receivable and Payable Invoicing Processes in Contract Accounts Receivable and Payable (FI-CA) Purpose Based on billing information, Invoicing in Contract Accounts Receivable and Payable creates invoices that you post in Contract Accounts Receivable and Payable (FI-CA). Prerequisites You have activated Invoicing in Contract Accounts Receivable and Payable in Customizing for Contract Accounts Receivable and Payable under Basic FunctionsPostings and Documents  Basic Settings  Maintain Central Posting Settings. You have entered the master data of the business partners and contract accounts to be invoiced. Process Flow The invoicing processes cover the processes of Invoicing in Contract Accounts Receivable and Payable that create invoices and integrate billing documents in FI-CA. They map the business transaction that processes the billing documents, creates the invoice, and posts the invoice synchronously. In detail, they perform the following tasks: ●

Billing documents from different billing systems are selected, grouped, and displayed together on one invoice. (See Transferring Billing Documents andBilling Documents)

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Billing documents are transferred to postings documents in FI-CA synchronously. The invoice display of the tax amounts can influence the tax to be posted.

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Invoicing documents are created. These save the information for the invoice and are the basis for the physical invoice printing.

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Simultaneously, correspondence containers are created for invoice printing, and additional data is updated for providing data to Business

Information Warehouse (BW) (See also Update in SAP Business Information Warehouse (BW).) ● ●

Current information for the customer account, such as open invoice receivables, can be displayed on the invoice.

You can integrate further FI-CA business transactions in the invoicing processes such that the customer can be informed of changes to the customer account with the invoice. For invoice creation and posting, Invoicing in Contract Accounts Receivable and Payable uses FICA functions. For example, in an invoicing run, you can change the contract accounts of the customers processed by the run. The invoicing run can clear open items of an invoice with credit memo items of a contract account. Invoicing orders must exist in order for an invoicing process to be started. Invoicing orders are created when a billing document is created and are used for specific selection of the billing documents not yet processed by an invoicing process. If the invoicing of a billing document is successful, the related invoicing order is deleted. In addition to billing documents that arise in the SAP system from the transfer of billing documents from external systems or from Billing in Contract Accounts Receivable and Payable, SD billing documents from the component Sales and Distribution and collective bills from FI-CA can also be understood as invoiceable billing documents. Special invoicing processes can process these source documents. (See Collective Invoicing.) Using scheduling, you can generate additional source documents. These enable periodic invoicing, independently of the existence of further source documents to be billed. Parallel processing of the dataset is always possible. The invoicing processes use the function of the mass activity in FI-CA to split the dataset and distribute processing to different processes in order to reduce the processing time. Invoicing Processes in Contract Accounts Receivable and Payable (FI-CA)

Purpose Invoicing in Contract Accounts Receivable and Payable makes it possible to create convergent invoices that you send to your customers, and posts the invoice amounts in Contract Accounts Receivable and Payable (FI-CA). Invoicing in Contract Accounts Receivable and Payable is adjusted to meet the requirements of the application that uses FI-CA (for example, industry componentTelecommunications). Together with Billing in Contract Accounts Receivable and Payable, it offers a comprehensive back end solution for the mass processing of invoice creation based on billable items. Integration In conjunction with Billing in Contract Accounts Receivable and Payable, Invoicing in Contract Accounts Receivable and Payable forms SAP Convergent Invoicing. Invoicing in Contract Accounts Receivable and Payable merges billing information from SAP billing systems, such as Billing in Accounts Receivable and Payable, and billing systems from other providers into customer invoices. You can integrate billing from the Sales and Distribution (SD) component directly into Invoicing in Contract Accounts Receivable and Payable. You can connect external billing systems or CRM Billing to FI-CA using a BAPI/IDoc interface. Using the print workbench, you can create invoices (or invoice raw data).

When you post invoices in FI-CA, the system updates General Ledger Accounting (FI-GL) and Profitability Analysis (CO). You can transfer the data from Invoicing in Contract Accounts Receivable and Payable to SAP NetWeaver Business Warehouse (SAP BW). The processes displayed in the following figure can run asynchronously. The document flow is as follows: 80. ... 287. 1. Transfer billing documents from external systems. 288. 2. Save billing documents in the SAP system. 289. 3. Process billing documents in FI-CA using processes in Invoicing in Contract Accounts Receivable and Payable. 290. 4. Create postings in FI-CA and create invoicing documents as the basis for invoice printing and updating to SAP NetWeaver Business Warehouse.

Performing Invoicing With the transaction Invoicing in Contract Accounts Receivable and Payable (Individual Creation), you can create an invoicing document for individual business partners or for a contract account. The function is also available as a parallel mass run for large numbers of business partners or contract accounts to be invoiced. Procedure Analysis of Invoicing Orders You can analyze invoicing orders from the SAP Easy Access screen by choosing Invoicing Monitoring Invoicing Orders . You can process invoicing orders directly in the output list of the program. For more information, see the program documentation. Individual Invoicing: Update Run 1. To perform individual invoicing, on the SAP Easy Access screen, choose Invoicing Dialog Processing Create Invoicing Document . 2. Enter an invoicing process and the required contract partner or contract account. If you specify an invoicing process that also handles collective bills, the system prompts you in a dialog box to enter a due period (Due By). 3. Run the program. 4. On the following screen, select the source documents to be invoiced. To display a document, click on the document number. Individual Invoicing: Simulation 1. On the SAP Easy Access screen, choose Invoicing Dialog Processing Create Invoicing Document . 2. Enter an invoicing process and the contract partner or contract account. 3. Set the Simulation Run indicator. By setting the corresponding indicator, you can determine whether the simulation is with or without an invoicing order, and whether the invoicing document is saved. 4. Run the program. In the simulation run, individual invoicing only creates simulated invoicing documents; it does not post documents in FI-CA. If you select Simulation Run and Without Invoicing Order on the initial screen, instead of the selection screen for source documents, a dialog box appears where you can enter source documents and their category. Expert Mode If you start individual invoicing in expert mode using the pushbutton Expert Mode instead of the pushbutton (Execute), you can use the following processing functions:  After you have selected the source documents to be invoiced, you can also group the documents by invoicing unit.

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For each invoicing unit, you can activate or deactivate specific invoicing functions. In addition, you can also invoice source documents before they have reached their target date for invoicing. Mass Invoicing To create invoicing documents for a large number of business partners or contract accounts in a parallel run, from the SAP Easy Access menu, choose Invoicing Parallel Processing Create Invoicing Document . As for individual invoicing, you can also start the parallel run in simulation mode. By choosing the pushbutton Further Selections in the application toolbar, you can add additional selection criteria. You can also restrict the runtime of the mass run. This has the effect that the run ends if the date and time specified are exceeded. Contract accounts considered up to this point are processed completely. You can process contract accounts that were not processed because the runtime ended by starting the run again.

Reversing Invoicing Documents Use You can reverse invoicing documents. Features The invoicing reversal: ●

Reverses the invoicing document The system marks the invoicing document as reversed in the appropriate fields.

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Reverses the FI-CA documents posted with this invoicing document If these postings have already been cleared (by a payment, for example), this clearing can be automatically reset in the invoicing reversal. You can influence the behavior of the invoicing reversal for items that have already been cleared in Customizing.

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Creates invoicing orders for the source documents processed in the invoicing This means that you can invoice these source documents again. Creates a reversal invoicing document

This is the basis for creating the correspondence for the customers concerned. Invoicing Reversal

Reversing Billing Documents You can reverse billing documents. Prerequisites You made the necessary settings in the activities in Customizing for Contract Accounts Receivable and Payable under Integration Invoicing in Contract Accounts Receivable and Payable Reversal of Billing Documents . Features The billing document reversal:  Reverses the billing document The system designates the billing document as reversed in the appropriate fields (number of the reversal document REVERSALDOC).  Creates a reversal billing document The header of the reversal billing document contains the number of the reversed document (REVERSEDDOC). For a billing reversal, the system considers whether the billing document to be reversed was already invoiced. If the billing document was not yet invoiced, and no postings were made in FICA, then the billing reversal creates the reversal billing document and designates the original billing document as reversed. The reversal also deletes the original invoicing order so that the reversed document can no longer be invoiced. In the

header of the billing document, the system sets the Invoicing Order Deleted indicator. If the billing document was already invoiced and postings were already made in FI-CA, the billing reversal reverses the billing document. The original invoicing order no longer exists, since the billing document was already invoiced. The system also creates a reversal billing document. For clearing the postings in FI-CA, the reversal billing document contains offsetting items for clearing the items to be reversed. At the same time, the system creates a new invoicing order, so that the reversal billing document and the related offsetting items can be posted. NOTE The reversal billing document and the reversed billing document are linked to each other. You cannot reverse simulated billing documents. For more information on reversal of billing documents, see Special Features for Reversal of Billing Documents. Activities 1. To reverse a billing document, on the SAP Easy Access screen, choose Invoicing Dialog Processing Reverse Billing Document . 2. To select the document to be reversed, either enter the document number directly, or enter the business partner and contract account. 3. Specify a reversal reason. 4. Run the program. To do so, choose the (Execute (F8)) pushbutton. 5. In the dialog box that appears, select the documents you want and choose Continue. In the dialog box that appears, the system displays the status of the reversal. Choose the Log pushbutton to see more information about the reversal transaction.

Invoice Printing Purpose Based on correspondence containers, the print workbench creates invoices or invoice raw data according to the application form defined for the invoicing process in Customizing. Prerequisites You use the correspondence tool and the print workbench and have made the system settings described under Making System Settings for Invoice Printing. Process Flow Invoicing in Contract Accounts Receivable and Payable uses the correspondence type 0042.

The invoicing documents are printed – as for other print processes in Contract Accounts Receivable and Payable – with the Print Workbench using Correspondence Printing (transaction FPCOPARA). The correspondence printing is triggered by the correspondence containers. These contain the information required for printing (such as application form, recipient, address numbers, print language) and control the printout. When you create invoicing documents, Invoicing in Contract Accounts Receivable and Payable creates a correspondence container for event 2685: ●

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For every posted invoicing document, provided that it does not have a print lock If an invoicing document is not to be printed, you can put a print lock on it in event 2645 (field PRINTLOCK in the invoicing document header).

For each reversal invoicing document, provided the reversed document has already been printed If the document has not been printed yet, in the reversal, the system deletes the correspondence container of the reversed document. Generally, there is one container for each invoicing document. If an additional recipient has been defined for the business partner, the system creates a further container. The system does not create correspondence containers for simulated invoicing documents, since these are not supported for mass printing. For the creation of correspondence containers, SAP delivers the sample function module FKK_SAMPLE_2685. You can use this as a template for your own implementations, and there should be no differences. In addition to the standardized data, the correspondence container contains the document number of the invoicing document in the second correspondence data field for the entity identification DOCN, and it contains the invoicing process in the first correspondence data field for the entity identification IPRC. For each correspondence container, correspondence printing calls up one application form and creates one print document with this form. If the actual printout was successful, correspondence printing sets the print date in the correspondence container and in the header of the invoicing document. Invoice Printing

Displaying Invoices With the invoicing document, you can also display the simulation of the invoice printing and the invoice preview. However, the print date and customer-defined fields are not updated. Clarification in Invoicing Purpose When creating bills and processing billing documents situations can occur that demand the termination of automatic processing and that postprocessing be performed manually in dialog by the agent. The clarification in invoicing in the contract account receivable and payable helps you to recognize these exception situations and to process them successfully. The invoicing clarification covers the following processes and functions: ● ● ● ●

Recognize defined situations in invoicing processes in contract account receivable and payable. Create clarification cases automatically or manually Specify a clarification process that supports the asynchronous, manual postprocessing of the clarification case using an agent Clarify clarification cases automatically

The Clarification Processing in invoicing is an application of the Clarification Framework Controller (CFC) and can be called with transaction FKKINV_CFC.

The Customizing for the processing of clarification worklist is delivered by SAP (Customizing Contract Account Receivable and Payable  Technical Settings Prepare Processing of Clarification Worklist). Process Flow Validation Validation covers the system-side analysis and recognition of a clarification situation when processing source documents or invoice documents and decides whether a clarification is needed or not in an automated mass process. The validation can refer to various different objects. The following elements can be checked: ●

Source Documents

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Invoice Documents

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Contract Account

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Error Messages

These checks can be processed in the Invoicing Process You can also perform Plausibility Checks for Source Documents in Analyze Invoicing Orders. Billing documents can already be recognized as implausible in Transfer of Billing Documents and can be checked again in Display Billing Document. Creating the Clarification Case If there is a situation to be clarified then a Clarification Case is created. Clarification cases can be created either automatically in the Invoicing Processor Transfer of Billing Documents or manually in the Analyze Invoicing Orders. Clarification Processing In Clarification Processing the clarification cases can be either automatically or manually clarified by the agent: ●

Clarification Processing in Dialog enables the agent to process and complete the clarification case. It delivers the clarification worklist, supports the individual choice of clarification cases by the agent and displays the clarification case data in the detail screen.

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Clarification cases can also be automatically clarified when billing documents are transferred and in the invoicing process.

Displaying the Invoicing Document The invoicing document display gives you an overview of all data contained in the invoicing document. Features If the system determines one invoicing document based on the the selection criteria that you enter, all document information is displayed immediately. The upper part of the screen shows the header data of the invoicing document. All document data is displayed in list form below this. If the system determines more than one invoicing document for the selection criteria you enter on the initial screen, initially only the header data appears. The system can display the header data for up to ten invoicing documents in the list on the upper part of the screen. If more than ten invoicing documents satisfy the selection criteria, all further document headers are displayed on a separate screen. By double-clicking on an invoicing document, you can navigate to the detailed display of the document. The items, posting documents, and source documents for this document are each displayed on a separate tab page. By means of icons on the tab pages, you can immediately recognize which data is available. Actions and Navigation In the list of the document headers you can:  Simulate an invoice  Call up the invoice preview  Display an existing invoice from the optical archive To perform one of these actions, in the list of document headers, select an invoicing document and choose the appropriate pushbutton in the application toolbar. If the selected invoicing document is an individual document of a collective bill, you can navigate within the collective invoicing document. To do this, select the header line of the individual document and choose the Collective Bill pushbutton. If the invoicing document selected is a collective invoicing document, you can display the list of all the individual documents. To do this, select the header line of the collective invoicing document and choose the Individual Documents pushbutton. On the Posting Documents tab, you can navigate to the posting document display. On the Source Documents tab, you can see the source documents of the invoicing document. Depending on the source document category, you can navigate to the following views:  Source document category in the billing document display  Source document category of the collective bill  Source document category in SD document

You can also get an overview of the reversal history of the invoicing document. The tab page shows which invoicing document has reversed the invoicing document displayed, or which invoicing document was reversed by the invoicing document displayed. You can navigate to the reversal document or reversed document. Activities 1. On the SAP Easy Access screen, choose Invoicing Document Display Invoicing Document . 2. Enter your selection criteria on the initial screen and choose Execute. In addition to the fields defined in the database, you can also display additional data. To display additional data, define a function module for event 2676 in Customizing for Contract Accounts Receivable and Payable under Program Enhancements Define Customer-Specific Function Modules . In event 2673, you can change the field catalog of the fields that are to be displayed, and in event 2674, you can program the navigation for the fields accessed by double-clicking.

Enhancement Options in Invoicing Invoicing in Contract Accounts Receivable and Payable provides the following enhancement options for customers and industry business solutions:  Events based on the event concept of Contract Accounts Receivable and Payable You can find the available events in Customizing for Contract Accounts Receivable and Payable under Program Enhancements Define Customer-Specific Function Modules using the search term Billing in FI-CA.  Invoicing functions (see Program Enhancements and Customer-Defined Invoicing Functions)  SI includes and CI includes in runtime structures  SI includes and CI includes in document structures

If you use billing within the framework of SAP Convergent Invoicing, there are additional enhancement options available in the billing document and the invoicing document. For more information, see Enhancement Options in Billing.

Program Enhancements Using the event concept, you can integrate industry-specific and customerspecific processes and data not specified explicitly in the previous sections in the existing system architecture for Invoicing in Contract Accounts Receivable and Payable – for new implementations and for implementations already running. For the documentation and implementations for the individual events for Invoicing, see the Implementation Guide for Contract Accounts Receivable and Payableunder Program Enhancements  Define Customer-Specific Function Modules, using the search term Invoicing.

Archiving in Invoicing in Contract Accounts Receivable and Payable Invoicing in Contract Accounts Receivable and Payable supports the archiving of billing documents and invoicing documents. For more information, see the documentation for archiving in the sections Archiving Billing Documents (FKKINVBILL) and Archiving Invoicing Documents (FKKINVDOC). Activities To archive billing documents and invoicing documents, on the SAP Easy Access screen, choose Periodic Processing Archive Data . Integration of Invoicing in Other Applications You can integrate invoicing with Sales and Distribution (SD), with SAP Customer Relationship Management (SAP CRM), and with billing systems.

SAP Convergent Invoicing Together the Billing in Contract Accounts Receivable and Payable and Invoicing in Contract Accounts Receivable and Payable components form SAP Convergent Invoicing.

Integration SAP Convergent Invoicing offers you the possibility of integrating the following applications:  SAP Convergent Charging  SAP Customer Relationship Management  Contract Accounts Receivable and Payable This comprehensive integration enables you to implement the business process from the consumption of a service through pricing and billing right up to dispatch of the invoice to the customer.

Consume to Cash Scenario

Billing in Contract Accounts Receivable and Payable Billing in Contract Accounts Receivable and Payable (FI-CA) manages billable items and groups them together into billing documents, which you process further in Invoicing in Contract Accounts Receivable and Payable through to the creation of the invoice to the customer. Integration Billing in Contract Accounts Receivable and Payable processes one-off charges that you make in SAP Customer Relationship Management (CRM). You can integrate one-off charges from SAP CRM directly with Billing in Contract Accounts Receivable and Payable. In addition, Billing in Contract Accounts Receivable and Payable is integrated with SAP Convergent Charging.

SAP Convergent Charging offers service industries the following functions for billing services (such as, telephone calls for telecommunications providers):  Price modeling for services (transactions)  Rating  Charging Based on this integration, you can adopt billable items directly from SAP Convergent Charging to Billing in Contract Accounts Receivable and Payable. SAP Convergent Invoicing subsequently groups the priced services into invoices that you send to customers, and posts the invoice amounts in Contract Accounts Receivable and Payable. EXAMPLE The following illustrates the integration of SAP Convergent Charging and SAP Convergent Invoicing using an example from the telecommunications industry. A customer has a cellular network contract with a telephone company; the telephone company bills the customer monthly for services (phone calls and SMS). 1. Consumption The customer sends an SMS with his cellular phone. He thereby consumes a service of the telephone provider. The telephone network transfers the SMS usage data, that means that the content of the SMS is sent to the recipient. The telephone provider records information about the SMS consumption, such as the date, the time and the telephone number, and passes on this data. 2. Mediation The telephone provider converts the payment-relevant information for the SMS consumption into a uniform format. 3. Rating SAP Convergent Charging determines a price for the SMS based on the rate in the cellular network contract; the rating process converts the service data into a monetary amount. 4. Charging SAP Convergent Charging, using the technical information for the SMS consumption (such as the telephone number), determines the invoice recipient and the customer account to be debited. 5. Billing Billing in Contract Accounts Receivable and Payable takes over the billingrelevant data for the SMS consumption and processes this data. Billing groups the data together with other existing SMS consumption of the customer and summarizes the data in a billing document. This means the system performs a preliminary aggregation of structured data records (billable items) according to technical and business criteria. NOTE

Billing in Contract Accounts Receivable and Payable works without time zones. That means that Billing in Contract Accounts Receivable and Payable adopts the unconverted date and time from the external rating and charging system. 6. Invoicing Based on the billing document and possibly additional source documents from other systems, Invoicing in Contract Accounts Payable and Receivable creates an invoice for the customer for the total monthly amount and posts this total amount to the contract account of the business partner as a receivable. 7. Contract Accounts Receivable and Payable You manage the receivable using the standard processes of Contract Accounts Receivable and Payable and collect the receivable from the customer (incoming payment, dunning). Features Billing in Contract Accounts Receivable and Payable groups the billable items into billing documents. The document flow is as follows: 1. Transfer and storage of billable items from external systems (for example, SAP Convergent Charging) 2. Management of billable items and creation of billing documents using the processes of Billing in Contract Accounts Receivable and Payable. 3. Further processing of billing documents using the processes of Invoicing in Contract Accounts Receivable and Payable 4. Archiving of Billing Documents The processes shown in the figure can run asynchronously.

Document Flow of Billing

Invoicing in Contract Accounts Receivable and Payable Purpose Invoicing in Contract Accounts Receivable and Payable makes it possible to create convergent invoices that you send to your customers, and posts the invoice amounts in Contract Accounts Receivable and Payable (FI-CA).

Invoicing in Contract Accounts Receivable and Payable is adjusted to meet the requirements of the application that uses FI-CA (for example, industry componentTelecommunications). Together with Billing in Contract Accounts Receivable and Payable, it offers a comprehensive back end solution for the mass processing of invoice creation based on billable items. Integration In conjunction with Billing in Contract Accounts Receivable and Payable, Invoicing in Contract Accounts Receivable and Payable forms SAP Convergent Invoicing. Invoicing in Contract Accounts Receivable and Payable merges billing information from SAP billing systems, such as Billing in Accounts Receivable and Payable, and billing systems from other providers into customer invoices. You can integrate billing from the Sales and Distribution (SD) component directly into Invoicing in Contract Accounts Receivable and Payable. You can connect external billing systems or CRM Billing to FI-CA using a BAPI/IDoc interface. Using the print workbench, you can create invoices (or invoice raw data). When you post invoices in FI-CA, the system updates General Ledger Accounting (FI-GL) and Profitability Analysis (CO). You can transfer the data from Invoicing in Contract Accounts Receivable and Payable to SAP NetWeaver Business Warehouse (SAP BW). The processes displayed in the following figure can run asynchronously. The document flow is as follows: 81. ... 291. 1. Transfer billing documents from external systems. 292. 2. Save billing documents in the SAP system. 293. 3. Process billing documents in FI-CA using processes in Invoicing in Contract Accounts Receivable and Payable. 294. 4. Create postings in FI-CA and create invoicing documents as the basis for invoice printing and updating to SAP NetWeaver Business Warehouse.

Master Data in SAP Convergent Invoicing In an integrated scenario with SAP Customer Relationship Management (SAP CRM) and SAP Convergent Charging (SAP CC), you use the following master data objects in SAP Convergent Invoicing: business partner, contract account, prepaid account, provider contract, and product. In the individual components, these master data objects are used as follows:  SAP Customer Relationship Management In the CRM system, you configure and manage your products, and you enter and manage customer data and contract data. You transfer the parts of this data that are needed in SAP Convergent Invoicing to the ERP system.  SAP Convergent Charging (SAP CC) SAP Convergent Charging creates billable items for services that are used and transfers these items for further processing to Billing in Contract Accounts Receivable and Payable in the ERP system. The basis for the creation of billable items are sets of rules stored in SAP CC that specify pricing and account assignment, in combination with customer data and product data that SAP CC replicates from the CRM system. The billable items contain the price to be paid for the usage of a service, along with information on the account to which receivables or payables are to be posted.  SAP Convergent Invoicing

SAP Convergent Invoicing receives billable items from SAP Convergent Charging, creates invoices and credit memos from them, posts the receivables or payables in Contract Accounts Receivable and Payable, and manages these receivables and payables until they are cleared. Billable items contain information on the business partner and the account – contract account in postpaid scenarios or prepaid account in prepaid scenarios – to which Contract Accounts Receivable and Payable posts the receivables or payables, and with which you can track the prepaid usages of your customers.

Master Data in SAP Convergent Invoicing Process The following describes the process flows in SAP Convergent Invoicing and in particular in Billing in Contract Accounts Receivable and Payable. References are made to SAP CRM and SAP CC only where this is required for a better understanding of the process flows.

In the case of integrated use of SAP Convergent Invoicing, SAP CC and SAP CRM, the SAP CRM system is the leading system with regard to master data. That means that you create and change business partners, account information, provider contracts and products in SAP CRM and then replicate these to SAP Convergent Invoicing in the ERP system and to SAP CC. With regard to the provider contract and product, SAP Convergent Invoicing stores only the information directly needed for business transactions that take place in SAP Convergent Invoicing. In the ERP system, you normally just display the provider contracts and products. However, for exceptional cases, there are transactions available for changing products and contracts. These changes are local only, and are not distributed to the connected systems. When there is a new replication of master data from SAP CRM, the system overwrites any manual changes.

Information Containers Purpose In a business process, information containers save information that you can send to external systems at a later point in time. Features SAP provides connections from the information containers to various business processes. You can define your own information container categories in addition to those delivered by SAP. You can use the following send types for each process: ●

XI Interface The prerequisite is that there is an XI interface for the corresponding information container category.

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Remote Function Call (RFC) The data is sent by the call of event 3703. To use the send type RFC, you have to call an RFC-capable function module in the external system at event 3703.

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Save in File If you select this send type, event 3704 is called. In order to save the data in a file, the implementation of the event function module must return file content. This content is created from the send data.

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Web Services Reliable Messaging (WSRM)

For data in information container categories that you transfer using XI messages, you can also send this data using Web Services Reliable Messaging (WSRM) for asynchronous enterprise services. The WSRM send type is available for the following information container categories: ○

0001 (returns) with service operation PaymentReturnERPOccuredBulkNotification_Out

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0002 (clearing and clearing resets) with service operation ContractAccountReceivablesPayablesRegisterERPSubscribedItemB ulkNotification_Out To make it possible to send using WSRM, you have to configure the send type in Customizing. In addition, you have to configure the following service groups in SOAMANAGER: ○

FKK_PAYRETBULKOCCNO for information container category 0001

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FKK_CARPRSUBSCRITEMBULKNO for information container category 0002 The logical determination of the recipient in SOAMANAGER uses the recipient field of the information container. You can determine the values for the recipients of an information container entry in a function module entered for event 3701. If you have defined your own information container category and want to send data by WSRM, you must implement the method SEND_VIA_WSRM of the interface IF_FKK_INFCO_TYPE. With each entry in the information container, the system saves the related business partner and, depending on the information container category, the contract account and contract. You can add your own data to the data of the individual information container categories. To add data to the data saved for an information container entry, you can use event 3701. To add your own data to the send data, you can use event 3702. Using event 3701, you can also: ●

Change the number days up to which data is no longer sent In the standard system the value is set to 100 days.

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Define the recipients to which the data of the information container entries are sent If you specify several recipients, the same data is sent to the different recipients.

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For specific situations, define that no new information container entry should be created

See the documentation for the sample function modules FKK_SAMPLE_3701, FKK_SAMPLE_3702, FKK_SAMPLE_3703, and FKK_SAMPLE_3704.

Integration with Customer Relationship Management (CRM) Purpose You can integrate Contract Accounts Receivable and Payable in Customer Relationship Management (CRM). Features The business processes and functions of FI-CA are integrated with the CRM Interaction Center Web Client by means of Financial Customer Care (FCC) as part of the following scenarios: ●

Financial Customer Care This scenario offers basic functions, such as an account overview, the display of the dunning history, and the search for payments of a customer.

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Collections Management This scenario covers important processes, such as the initiation of customer calls, processing of payments, and the granting of deferrals and installment plans.

Closing Operations This component consists of the following detailed components:  Foreign Currency Valuations  Doubtful Receivables  Reclassifications

Reconciliation with General Ledger and Profitability Analysis Purpose Postings in Contract Accounts Receivable and Payable(FI-CA) do not update the transaction figures in the General Ledger (FI-GL) synchronously. To improve

performance, and to reduce the document volume in the general ledger, at periodic intervals you should transfer a summary of the postings from FI-CA to the general ledger. FI-CA groups the (FI-CA) documents posted automatically, and for each group, records postings totals that you can transfer to the general ledger later. There are posting programs and reconciliation programs that you can use for the transfer to the general ledger. The prerequisite for the transfer is that you run General Ledger Accounting in the same system as FI-CA. If you run General Ledger Accounting separately in a different system, you should configure General Ledger Accounting in the Contract Accounts Receivable and Payable system such that it is possible to transfer data from Contract Accounts Receivable and Payable. You then transfer data to the central general ledger using ALE methods that are part of the General Ledger Accounting (FI-GL) component. The transfer to Profitability Analysis (CO-PA) is independent of the transfer to the General Ledger (FI-GL). In the General Ledger (FI-GL) and Profitability Analysis(CO-PA), you can access archived data in FI-CA. This means that you can also display archived FI-CA documents in these components. The following sections provide you with an overview of the reconciliation measures between Contract Accounts Receivable and Payable(FI-CA) and the General Ledger (FI-GL).

Cumulation Definition Summarization of FI-CA documents into totals records during posting For posting of FI-CA documents, totals records summarize line items that have the same value for the following criteria: Criterion

Use in General Ledger Document

Company code

Header data

Posting date Document date Currency G/L account Debit/credit indicator Value date

Posting item data

Tax code Business area Cost center Profit center Order number

Additional account assignments for posting item data

Project Segment General ledger document type Application-specific fields for subsequent applications (for example, account assignments for Funds Management) Structure FKKSUMKEY contains a list of all relevant characteristics. Use Totals records are the basis for a cumulated transfer of FI-CA documents to the general ledger. Totals records are recorded in FI-CA under reconciliation keys. The figure below shows how two FI-CA documents are summarized in one reconciliation key and how this is transferred to the general ledger.

To transfer the totals records posted for a reconciliation key to the general ledger, you have to close the reconciliation key. You cannot enter any further postings under a closed reconciliation key. You can then transfer the posting totals recorded to the general ledger for each closed reconciliation key. During the transfer to the general ledger, the system creates transfer documents from the reconciliation keys. Since a reconciliation key is specified for each posting in FI-CA, you can use the reconciliation keys (also noted in the general ledger documents created) to compare FI-CA documents with the general ledger document. If necessary, you can suppress the cumulation despite the line items having identical account assignment as follows: ●

FI-CA items lead to individual line items in the general ledger if you select the indicator Line Item when posting.

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FI-CA documents lead to individual documents in the general ledger if you select the indicator Individual Document when posting. You can also use event 0061 to create individual documents. For the migration, do not set both of these indicators for all documents, only for specific documents. You want the check number for check payments to be visible in the general ledger. In this case, suppress the cumulation by setting the indicator Line Item.

Posting Periods and Alternative Posting Date When you transfer totals records to the general ledger, the system creates the documents in the general ledger with the posting date of the totals record. This is only possible if the posting period is open in the general ledger. For a posting from Contract Accounts Receivable and Payable (FI-CA), a posting period is open if the Customizing is maintained as follows (see System Settings for Transfer to General Ledger). ●

The period is generally open, that is, for the account type + (valid for all accounts).

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The period is open for account type V (contract accounts).

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The period is open for all G/L accounts posted to.

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The period must not be blocked for the posting from the general ledger in Controlling (CO). If you want to transfer totals records for which the relevant posting period is already closed in the general ledger, you have to maintain the alternative posting date as described in the section System Settings for the Transfer to the General

ledger. The system then posts the general ledger documents with the alternative posting date. The alternative posting date also controls that the system also posts to the special posting periods still open after the end of the fiscal year. The system determines the first open special posting period as soon as the alternative posting date is in the last period of the previous fiscal year. The alternative posting date or the special posting period is noted in the totals record to document the special situation and to enable a reconciliation with the general ledger despite the different posting date. The alternative posting date is always used only for the totals records for which the posting date of the totals record cannot be used because the posting period is closed in the general ledger. The settings for the posting periods in the general ledger refer only to the general ledger that you run in the same system as FI-CA. When you transfer postings from the general ledger that runs in the same system as FI-CA, make sure that the posting periods are configured the same in the external general ledger. See also Posting Date and Posting Period.

Closing Purpose Contract Accounts Receivable and Payable supports you in day-end closing, month-end closing, period-end closing, and year-end closing. The following sections provide an overview of the activities to be completed. Process Flow Day-End Closing 82. ... 295. 1. Create new reconciliation keys for payment and returns lots for which clarification processing is still to be completed. 296. 2. Close the cash journal. 297. 3. Close all reconciliation keys. 298. 4. Transfer the totals records to the General Ledger. 299. 5. Transfer the data to Profitability Analysis. 300. 6. Reconcile the cash clearing accounts. 301. 7. Reconcile the open items. Month-End Closing/Period-End Closing

If you run General Ledger Accounting in a separate system, run the month-end closing in Contract Accounts Receivable and Payable (FI-CA) one day before the month-end closing in the general ledger. In the FI-CA system, close the posting periods one day before you close the posting periods in the general ledger. 83. ... 302. 1. Run the following receivables and revenue adjustments: 14. a. Transfer deferred revenues 15. b. Adjust receivables according to age 16. c. Transfer adjusted receivables (doubtful entries/individual value adjustments) 17. d. Adjustment postings for percentages of ownership 303. 2. Run all steps that you run for day-end closing (see above). 304. 3. Reconcile the clarification accounts. 305. 4. Close the posting periods. 306. 5. Create a key date-specific open item list. Year-End Closing 84. ... 307. 1. Run a foreign currency valuation. 308. 2. Run all steps required for month-end/period-end closing (see above). 309. 3. Post the reclassifications. 310. 4. Create the tax returns required. For countries where the balance carryforward must be posted, you have to complete closing and opening postings in FI-CA. In the SAP menu, choose Periodic Processing  Closing Preparation  Opening and Closing Postings.

Creating Tax Returns Purpose During year-end closing, you have to create the following tax returns in Contract Accounts Receivable and Payable (FI-CA): ●

Country-Specific Tax Returns

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Foreign Trade Reporting

Note that the tax category +B Output Tax for Gross Down Payments must be entered in the G/L account master record for all down payment accounts.

Itemization for Auditing Purpose For the purposes of providing evidence for audits, in Contract Accounts Receivable and Payable (FI-CA), you can use the functions described below. Process Flow Itemization for General Ledger Documents To check whether postings were transferred to the general ledger, you can create a list of the general ledger documents created during the transfer. Using additional selection criteria (such as company code and G/L account), you can restrict the display even further. In the SAP menu, choose Periodic Processing Forward Postings Reconciliation  Itemization for General Ledger Transfer (Report RFKKABS6). You can also display the FI-CA documents transferred to the general ledger as totals records. In the SAP menu for FI-CA, choose Periodic Processing Forward Postings  Reconciliation  Itemization for General Ledger Documents (Report RFKKGL30). The report ensures that audits can be carried out in FI-CA, that is, for each general ledger document, you can determine and display the related items and documents in FI-CA at any time. A general ledger document can therefore be explained by the items in the subledger at any time. The itemization of the postings in alternative periods takes place as part of the reconciliation with the general ledger using the transaction Itemization for General Ledger Transfer (Report RFKKABS6) in the SAP menu for FI-CA under Periodic Processing  Forward Postings Reconciliation  Itemization for General Ledger Transfer. You can restrict the selection to totals records transferred with alternative posting date. Itemization for Posting Totals To determine which totals records were posted for a reconciliation key, from the SAP menu for FI-CA, choose Periodic Processing  Forward Postings Reconciliation  Itemization for Posting Totals (Report RFKKABS10). Using report RFKKABS30 in the SAP menu for FI-CA under Periodic Processing  Forward Postings  Reconciliation  Itemization for Posting Totals, you can display the individual FI-CA documents summarized in a reconciliation key. Document Journal

To create a document journal, in the SAP menu for FI-CA, choose Periodic Processing  Closing Preparation  Document Journal. See the report documentation. Key-Date-Related Open Items List In the SAP menu for FI-CA, choose Periodic Processing  Closing Preparation  Open Items on Key Date. Itemization of Clarification Accounts In the SAP menu for FI-CA, choose Periodic Processing  Closing Preparation  Itemization of Clarification Accounts. Itemization of Clearing Account for Repayment Requests In the SAP menu for FI-CA, choose Periodic Processing  Closing Preparation  Itemization of Clearing Account for Repayment Requests. See the report documentation. Determination of Gaps in Document Number Ranges In the SAP menu for FI-CA, choosePeriodic Processing  Forward Postings  Reconciliation  Checks/Adjustments  Determine Gaps in Document Number Ranges.

Analyzing Differences Purpose If you discover differences during the reconciliation of the open items, you can analyze these as described below. Process Flow 85. ... 311. 1. If you do not reconcile regularly, you first have to restrict the period of the difference. To do this, run the transaction Open Items for Key Date (SAP menu for Contract Accounts Receivable and Payable: Periodic Processing  Closing Preparation) for different key dates. Generally, if you can determine a difference quickly, the analysis is easier. You should therefore reconcile regularly. If a difference arises, proceed as follows: 18. a. The accounting interface is used for the transfer to the General Ledger. This is an SAP standard function. Therefore, check whether this interface has been modified. 19. b. You should also check the G/L accounts to see if additional postings exist which are not part of the FI-CA transfer. You can recognize these because the document header of such postings does not contain the reference transaction FKKSU (Contract Accounts Receivable and Payable).

20.

c. Check whether the carryforward in the General Ledger has been run after the fiscal year change. If there are still differences, the following reasons could apply: ○

There is a difference between general ledger documents and FI-CA totals records.

○

312.

6. 21.

22.

23.

There is a difference between FI-CA totals records and FI-CA documents. 2. First check whether the general ledger documents and the totals records agree. In the SAP menu, choose Periodic Processing  Forward Postings Reconciliation  Checks/Adjustments  Check General Ledger Documents (Mass Run)/Check General Ledger Documents (report RFKKGL20). If the evaluations of these programs show differences, proceed as follows: ... a. Check the status of the transfer of the reconciliation keys. In the SAP menu, choose Periodic Processing  Forward Postings  Reconciliation Checks/Adjustments  Check Transfer Status of Reconciliation Keys (Report RFKKABS5). All reconciliation keys with a posting date before or on the key date must have been completely transferred to the general ledger. b. Then check whether there are differences between the totals records and the FI-CA documents. In the SAP menu for Contract Accounts Receivable and Payable, choose Periodic Processing  Forward Postings  Reconciliation  Checks/Adjustments  Check Totals Records (Mass Run)/Check Totals Records (Report RFKKABS1). If the evaluations of the programs show differences, you have to correct the totals records. c. After you have adjusted the totals records, check again whether there are differences between general ledger documetns and totals records. If this is the case, you have to make a further adjustment. Determine the cause of the differences and complete adjustments in cooperation with SAP. To do this, enter a customer message. For the programs necessary for the adjustments, see the following section.

Adjustments Purpose You should only make adjustments using the programs named below after consultation with SAP. Process Flow Generally you can use the following transactions for adjustment: ●

To correct differences between general ledger documents and totals records, in the SAP menu for FI-CA choose Periodic Processing  Forward Postings Reconciliation  Checks/Adjustments  Check General Ledger Documents. Select the required reconciliation key and then, in the application toolbar of the evaluation, choose Adjust General Ledger. The system then creates further general ledger documents.

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To correct differences between totals records and and FI-CA documents, in the SAP menu for FI-CA choose Periodic Processing  Forward Postings Reconciliation  Checks/Adjustments  Check Totals Records. Select the required reconciliation key and then, in the application toolbar of the evaluation, choose Adjust Totals. The system differentiates as follows: ○

If the reconciliation key has not yet been transferred, the system adjusts the incorrect amounts in the totals records.

○

If the reconciliation key has already been transferred, adjustment totals records are created for this reconciliation key. You then have to transfer the adjustment totals records to the general ledger. In the SAP menu for FI-CA, choose Periodic Processing  Forward Postings  Execution  General Ledger Transfer.

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Under certain circumstances, you may have to recreate the totals records completely before the general ledger transfer. In the SAP menu, choose Periodic Processing  Forward Postings  Reconciliation  Checks/Adjustments  Recreate Totals Records (Report RFKKABS8).

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To reconcile Profitability Analysis, in the SAP menu for FI-CA, choose Periodic Processing  Forward Postings  Reconciliation  Checks/Adjustments Check CO-PA Documents (Mass Run)/Check CO-PA Documents (Report RFKKCO20).

Cash Management Purpose This component enables you to update data in Cash Management (TR-CM).

Features This update is madedirectly when you post a document in Contract Accounts Receivable and Payable. This means that the Cash Management liquidity forecast and cash position are always up-to-date. 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. The system proposes the planning group when you enter a 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 (if cash discount was agreed) is used as the baseline date for this. Line items that are locked for payment can be assigned to an alternative planning group automatically. In the G/L account master record, you define a planning level for G/L accounts that 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. For mass postings that run in parallel processes, waiting time may occur due to competing accesses during the update of data for Cash Management. For these postings, Contract Accounts Receivable and Payable offers a parallel update mode that you can activate for specific categories of mass runs in the Implementation Guide for Contract Accounts Receivable and Payable under Technical Settings  Activate Parallel Update of Cash Management. Cash Management is then updated at the end of each process. If the process is terminated before the Cash Management update, the update takes place when you close the relevant reconciliation key. If the update also fails here, you can transfer the data recorded separately individually. To do this, in the SAP menu choose Periodic Processing Cash Management Transfer. Utilities Industry (IS-U) Component The system automatically determines the planning group in the contract account when you transfer billing documents and then saves it in the corresponding line items. Insurance (FS-CD) Industry Component The system automatically determines the planning group in the contract account for the debit entry and then saves it in the corresponding line items.

Reporting for Segments Use Contract Accounts Receivable and Payable supports you if you have to perform segment reporting due to accounting requirements.

Integration Contract Accounts Receivable and Payable considers system settings that you have made for the segment for Financial Accounting. See the documentation on segments in Financial Accounting. Prerequisites In addition to the general settings for the segment in the SAP Customizing Implementation Guide under Enterprise Structure  Definition Financial AccountingDefine Segment, you have also made the following settings in the Implementation Guide for Contract Accounts Receivable and Payable. ●

Define the segments for money accounts and tax accounts (and optionally, for additionally selected accounts) under Basic Functions  Postings and Documents  Document  Maintain Document Account Assignments Segments Define Segments for General Ledger Items.

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If you want to derive the segments from the data for the business partner items, define your settings under Basic Functions  Postings and Documents Document  Maintain Document Account Assignments  Segments  Segment for Business Partner Items.

Features Segment in Line Items Contract Accounts Receivable and Payable assigns a segment to all business partner and general ledger items. The system assigns a segment to receivables and payables directly. There is no calculated split over segments using offsetting items. Segments for Tax and Money Accounts For all balance sheet accounts that are not managed on an open item basis, the problem arises that there are no fixed dependencies between postings on the debit side and the credit side. Therefore, where different segments are used, a balance sheet account may no longer show a balance, but, in the ledgers, there are positive and negative balances for different segments that then provide no useful information. Money (bank, cash desk) and tax accounts are particularly affected by this problem. For these account categories, Contract Accounts Receivable and Payable uses unique neutral segments that you assign in Customizing. These neutral segments for tax and money accounts have no immediate reference to the segment or segments that are affected by the underlying business transaction. The system considers a general ledger item a tax item if a tax base amount is specified in the line item. The systems considers a general ledger item a money item if either the value date is set or the attribute Financial Transaction Relevant is set in the master record of the general ledger account.

Segment in Statistical Items Certain statistical items, such as statistical charges receivables, down payment receivables, and budget billing receivables also require the specification of a segment. This segment is inherited to the non-statistical follow-on postings on later payment. If the segment is not directly specified externally on creation of the item, it is derived from the Customizing for the business partner item. Segment in Payments on Account For payments on account, the segment cannot be derived from offsetting postings. As far as payments on account take place in combination with the clearing of other items, you can select the segment that has the highest amount proportion in the clearing. However, since payments on account also take place with no clearing of further open items, this rule cannot be applied generally. You should therefore define a segment account assignment in Customizing for at least the combination of main transaction/subtransaction used for a payment on account. Account Assignment or Derivation of Segment For line items that are not created automatically, such as cash discount, exchange rate differences, taxes, and down payments on request, you can specify the account assignment Segment on manual entry or transfer using one of the interfaces available. This specification has priority over the derivation options described below. Often, only the business partner items are entered or forwarded by means of posting interfaces. In this case, the system completes the document (for example, revenue and tax items are added). If a segment is already specified in the business partner items entered/transferred, this is transferred to the revenue items assigned. If no segment is assigned, one is derived as follows: 86. ... 313. 1. The system tries to derive the segment from the following details of the business partner item(s):

314.

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Company code

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Business area

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Division

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Receivables account

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Account determination ID

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Main transaction

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Subtransaction

2. The system inherits a segment inherited in this way to the offsetting items (revenue items).

315.

3. If the system cannot derive a segment from the business partner items, it derives the segment from the revenue items and inherits it to the business partner items. In this case, the derivation is performed using the profit center. Therefore, a profit center to which a segment is assigned in the master record must be assigned in the revenue item. Derivation via Customizing without a profit center is only possible if the segment can be determined from the combination company code/general ledger account. 316. 4. For line items that arise as follow-on posting to other line items (for example, clearing, reversal, returns, interest calculation, write-off), if possible, the segment of the triggering item is inherited to the follow-on items. This means that the segment of an open item is not only inherited to the clearing posting on clearing, it is also inherited to cash discount, payment surcharges, exchange rate differences, and interest on arrears that arise from the clearing of this item. If no unique inheritance is possible, as for dunning or returns charges, if possible, the system uses the segment that has the highest proportion of relevant items (for example, dunned items, paid items for returns). Once you have activated segment account assignment, the system checks whether all line items have a valid segment account assignment, except for follow-on postings. If there are follow-on postings (for example, for clearing or clearing reset), all line items created must also have a valid segment account assignment provided the items that are cleared or where clearing is being reset all have a valid segment account assignment. If these items include older postings with no segment, the system also permits certain follow-on postings, such as clearing, cash discount, and exchange rate differences with no segment. Activities Individual Derivation of Segment The segment can be derived on an installation-specific basis for event 0081. Here you can use individual logic to determine a segment for every item for which the person creating the document has not assigned a segment. However, the system ignores segments in bank items and tax items and replaces them subsequently with the value defined in Customizing. You can mix the procedure; that is, you can assign some of the segments explicitly, add some using event 0081, and determine the rest using the Customizing settings. Introduction in Productive Operations If you use segment account assignment in productive operations when documents already exist in the system, the system does not add the segment to documents that have already been posted. Therefore, for an interim period, you will find transaction figures where the field Segment is not filled in many accounts. This generally applies as long as follow-on postings arise for documents posted without a segment (all forms of clearing and clearing reset).

The amount proportion of balances with an initial segment value will reduce over time. You have to decide individually whether, if there are sufficient small remaining amounts and sufficiently few remaining documents without a segment, the amounts are to be split for segmental reporting (for example, proportionately to the remaining split by segment) or whether transfers should be made to eliminate the effect of these documents with no segment account assignment.

System Settings for the General Ledger Transfer Use For the integration with the general ledger (FI-GL), in the Implementation Guide for Contract Accounts Receivable and Payable (FI-CA), you have to make the settings described below. Procedure ●

Maintain the settings under Integration  General Ledger Accounting  Define Posting Specifications for General Ledger Transfer. To assign the reconciliation keys, make the following settings: ●

Basic Functions  Postings and Documents  Document  Define Default Values Maintain Rules for Default Values for Reconciliation Keys Origin Key with User-Specific Default Values

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Basic Functions  Postings and Documents  Document  Define Default Values Maintain Rules for Default Values for Reconciliation Keys  Maintain Reconciliation Groups for Default Values, or in the menu for FI-CA under Settings  Current Settings  Maintain User Group for Proposal of Reconciliation Key

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You maintain the posting periods in the Implementation Guide for Financial Accounting under Document  Posting Periods  Open and Close Posting Periods.

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You make the settings for the alternative posting date in the menu for FICA under Periodic Processing  Forward Postings  Preparation  Maintain Alternative Posting Date, or, alternatively, in the menu for FI-CA under Settings  Current Settings  Maintain Alternative Posting Date.

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G/L account items are determined automatically by defining account assignment data relevant to main transactions as well as account assignment data relevant to transactions. To do this, in the Implementation Guide for Contract Accounts Receivable and Payable, choose Basic Functions Postings and Documents Document  Define Account Assignments for Automatic Postings  Automatic G/L Account Determination.

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You control the automatic assignment of reconciliation keys for mass activities in the Implementation Guide for Contract Accounts Receivable and Payableunder Technical Settings  Prepare Mass Activities. You do this for each mass activity on the tab page Reconciliation Keys under General Control.

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In addition to the general settings for the segment that you make in the SAP Customizing Implementation Guide under Enterprise Structure  Definition Financal Accounting  Define Segment, you also have to make settings in the Implementation Guide for Contract Accounts Receivable and Payable: ○

Define the segments for money accounts and tax accounts (and optionally, for additionally selected accounts) under Basic Functions  Postings and Documents  Document  Maintain Document Account Assignments Segments Define Segments for General Ledger Items.

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If you want to derive the segments from the data for the business partner items, define your settings under Basic Functions  Postings and Documents  Document  Maintain Document Account Assignments  Segments  Segment for Business Partner Items.

Foreign Currency Valuation Purpose You use this component to valuate foreign currencies in contract accounts with the aim of adjusting the receivable and payable accounts as part of balance sheet preparations. Implementation considerations This component is optional. You need it if you make foreign currency postings. Features Valuation is according to the single valuation principle. This means that the individual items which are open at the balance sheet key date are taken into account during valuation. Foreign currency valuation can be in local currency as well as in the currencies managed in parallel (such as group currency or hard currency). The G/L accounts to which the exchange rate differences from the valuation are to be posted are determined and posted to automatically.

Valuation can be based on the usual valuation procedures (such as general valuation or the lowest value principle).

Doubtful Receivables Purpose You can use this component to mark receivables as doubtful and make value adjustments where appropriate in order to adjust existing receivables to their actual estimated values.

Reclassifications Purpose This component is used to reclassify customers with a credit balance, vendors with a debit balance and receivables according to the remaining term. Features The system outputs the amounts to be reclassified in a list for each receivables and payables account. You transfer the amounts in the general ledger either manually or automatically in the transaction Post Reclassifications.

Posting Data Adjustments for Changes to Equity Holdings Use Accounting principles in various countries require that receivables and payables from affiliated, participating, and external companies have to be displayed separately in the financial statements. The German Federal Financial Supervisory Authority (Bafin), for example, requires that revenues for bonuses, commissions, reserves (that is, payables where use is defined but not the amount and due date), and losses are to be displayed separately for affiliated and participating companies. If a company purchases shares in another company, the company whose shares are purchased becomes an affiliated or participating company. All open receivables and payables at the key date must be corrected in the correct receivables account and all revenue and expense postings in the given period must be determined. The relevant period is determined from the purchase or sales contracts and can, for example, start with the purchase date or the start of the current fiscal year. Prerequisites You specified the document types that the system is to use for adjustment postings in Customizing for Contract Accounts Receivable and Payable

under Closing Operations  Adjustment Postings for Equity Holdings Define Document Type for Adjustment Postings. You defined a document type for each of the following: ●

Receivables and payables

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Expense and revenue

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Reserve postings (for the industry component Insurance)

You entered the changes to the equity holdings on the SAP Easy Access screen under Master Data  Business Partners  Define Equity Holdings. For each business partner, you entered the date from which each value is valid, and the date from which the entry is included in revenue consolidation. Features The following cases can all occur if the value in the Company ID (VBUND) field changes in the contract account of the business partner: ●

The Company ID field contains no value and is now filled (for example, with 000001), or the Company ID field was filled and is now empty. A company was purchased or sold. You have to create a new entry (such as 000001) for a company that was purchased. In Customizing, chooseEnterprise Structure  Definition  Financial Accounting  Define Company. If a company was sold, then you have to delete the entry here. If you use the component SAP FS-RI (industry component Insurance), you can enter or delete this entry directly in the business partner. The system then automatically makes the adjustment in the contract account. You have to make a new entry (such as 000001 or * in the Company ID field) in the account assignment, and enter the necessary account. On the SAP Easy Access screen under Master Data  Business Partners Define Equity Holdings, make the appropriate entries. If there is no specification for the start of revenue consolidation there, the system sets the start to the general valid-from date.

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The value in the Company ID field changes (for example, from 000001 to 000002). The status of a company changes, for example, from participating to affiliated. In this case you have to create a new company and assign it in the contract account or business partner. If you assign it in the business partner, the system adjusts the Contract Account field automatically. In the account determination, you create a new entry, and enter 000002 in the Company ID field with the corresponding account. On the SAP Easy Access screen underMaster Data  Business Partners  Define Equity

Holdings, enter the valid-from date for 000002 and the period for the revenue consolidation. For the selection of receivables and payables, you can use different reconciliation accounts for the affiliated companies, the non-affiliated companies, and the participating companies. The company ID (VBUND) is defined in the contract accounts of a business partner and is transferred to the documents during posting. The G/L accounts can be determined in a customer-specific account determination using the Company ID field. If you want to control the assignment using accounts, then also use the Company ID (VBUND) field to separate revenues between affiliated and participating companies in G/L account determination for revenue and expense accounts. You make the postings required due to the change of equity holdings as part of closing preparations. You use the programs for foreign currency valuation, reclassifications, evaluation of open items for a key date, and the new report Adjustment Postings for Equity Holdings (on the SAP Easy Access screen underPeriodic Processing  Closing Preparation). We recommend that you run the report for the adjustment of equity holdings before the foreign currency valuation and the reclassification. If an equity holding is changed retroactively, then it can be assumed that postings, which were made after the date the change takes effect, but before the change was entered in the system, are not posted with the correct company ID (VBUND). The Adjustment Postings for Equity Holdings report analyzes the postings of the affected business partners for this time period, and determines the amounts and the account assignments for the required adjustment postings. The report determines the adjustments needed after the change in the equity holding shares of the partner (for example, the status of a customer changes from external company to an affiliated company). These adjustments are determined separately for: ●

Receivables and payables

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Expense and revenue

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Reserve postings

The report considers the reserves, receivables, and payables on a key date; revenues and expenses are considered for the period. The report can also post the adjustments needed; if necessary by business partner and/or company code. For test purposes, you can select by segment and business area. For receivables and payables, the adjustment is made using separate adjustment accounts that the report determines for each reconciliation account using posting area 1350. (See Customizing for Contract Accounts Receivable and Payable under Closing Operations  Reclassifications  Define Correction Accounts).

The posting takes place for a key date. The inverse posting is for the key date plus 1. For revenues, expenses, and reserve postings, the adjustment is made, for the key date, to the general ledger accounts with no inverse posting. In the industry component Insurance, you can determine the accounts at event V040 if you use customer-specific account determination for the revenue accounts. For reserve postings you can use the Summarization of Reserve Postings (FPRES_CON) report to summarize the table of reserve postings (DFKKRES). Here you can also compare the amounts of the table with the original line items after a currency changeover, for example. You cannot reverse adjustment documents for receivables and payables and reserve postings. However, you can run the key-date-related adjustments for different key dates. You cannot adjust revenues that have already been adjusted. To make an adjustment, you first have to reverse the adjustment documents of the revenues.

Reporting for Segments Use Contract Accounts Receivable and Payable supports you if you have to perform segment reporting due to accounting requirements. Integration Contract Accounts Receivable and Payable considers system settings that you have made for the segment for Financial Accounting. See the documentation on segments in Financial Accounting. Prerequisites In addition to the general settings for the segment in the SAP Customizing Implementation Guide under Enterprise Structure  Definition Financial AccountingDefine Segment, you have also made the following settings in the Implementation Guide for Contract Accounts Receivable and Payable. ●

Define the segments for money accounts and tax accounts (and optionally, for additionally selected accounts) under Basic Functions  Postings and Documents  Document  Maintain Document Account Assignments Segments Define Segments for General Ledger Items.

●

If you want to derive the segments from the data for the business partner items, define your settings under Basic Functions  Postings and Documents Document  Maintain Document Account Assignments  Segments  Segment for Business Partner Items.

Features Segment in Line Items Contract Accounts Receivable and Payable assigns a segment to all business partner and general ledger items. The system assigns a segment to receivables and payables directly. There is no calculated split over segments using offsetting items. Segments for Tax and Money Accounts For all balance sheet accounts that are not managed on an open item basis, the problem arises that there are no fixed dependencies between postings on the debit side and the credit side. Therefore, where different segments are used, a balance sheet account may no longer show a balance, but, in the ledgers, there are positive and negative balances for different segments that then provide no useful information. Money (bank, cash desk) and tax accounts are particularly affected by this problem. For these account categories, Contract Accounts Receivable and Payable uses unique neutral segments that you assign in Customizing. These neutral segments for tax and money accounts have no immediate reference to the segment or segments that are affected by the underlying business transaction. The system considers a general ledger item a tax item if a tax base amount is specified in the line item. The systems considers a general ledger item a money item if either the value date is set or the attribute Financial Transaction Relevant is set in the master record of the general ledger account. Segment in Statistical Items Certain statistical items, such as statistical charges receivables, down payment receivables, and budget billing receivables also require the specification of a segment. This segment is inherited to the non-statistical follow-on postings on later payment. If the segment is not directly specified externally on creation of the item, it is derived from the Customizing for the business partner item. Segment in Payments on Account For payments on account, the segment cannot be derived from offsetting postings. As far as payments on account take place in combination with the clearing of other items, you can select the segment that has the highest amount proportion in the clearing. However, since payments on account also take place with no clearing of further open items, this rule cannot be applied generally. You should therefore define a segment account assignment in Customizing for at least the combination of main transaction/subtransaction used for a payment on account. Account Assignment or Derivation of Segment For line items that are not created automatically, such as cash discount, exchange rate differences, taxes, and down payments on request, you can specify the account assignment Segment on manual entry or transfer using one

of the interfaces available. This specification has priority over the derivation options described below. Often, only the business partner items are entered or forwarded by means of posting interfaces. In this case, the system completes the document (for example, revenue and tax items are added). If a segment is already specified in the business partner items entered/transferred, this is transferred to the revenue items assigned. If no segment is assigned, one is derived as follows: 87. ... 317. 1. The system tries to derive the segment from the following details of the business partner item(s):

318.

○

Company code

○

Business area

○

Division

○

Receivables account

○

Account determination ID

○

Main transaction

○

Subtransaction

2. The system inherits a segment inherited in this way to the offsetting items (revenue items). 319. 3. If the system cannot derive a segment from the business partner items, it derives the segment from the revenue items and inherits it to the business partner items. In this case, the derivation is performed using the profit center. Therefore, a profit center to which a segment is assigned in the master record must be assigned in the revenue item. Derivation via Customizing without a profit center is only possible if the segment can be determined from the combination company code/general ledger account. 320. 4. For line items that arise as follow-on posting to other line items (for example, clearing, reversal, returns, interest calculation, write-off), if possible, the segment of the triggering item is inherited to the follow-on items. This means that the segment of an open item is not only inherited to the clearing posting on clearing, it is also inherited to cash discount, payment surcharges, exchange rate differences, and interest on arrears that arise from the clearing of this item. If no unique inheritance is possible, as for dunning or returns charges, if possible, the system uses the segment that has the highest proportion of relevant items (for example, dunned items, paid items for returns). Once you have activated segment account assignment, the system checks whether all line items have a valid segment account assignment, except for follow-on postings.

If there are follow-on postings (for example, for clearing or clearing reset), all line items created must also have a valid segment account assignment provided the items that are cleared or where clearing is being reset all have a valid segment account assignment. If these items include older postings with no segment, the system also permits certain follow-on postings, such as clearing, cash discount, and exchange rate differences with no segment. Activities Individual Derivation of Segment The segment can be derived on an installation-specific basis for event 0081. Here you can use individual logic to determine a segment for every item for which the person creating the document has not assigned a segment. However, the system ignores segments in bank items and tax items and replaces them subsequently with the value defined in Customizing. You can mix the procedure; that is, you can assign some of the segments explicitly, add some using event 0081, and determine the rest using the Customizing settings. Introduction in Productive Operations If you use segment account assignment in productive operations when documents already exist in the system, the system does not add the segment to documents that have already been posted. Therefore, for an interim period, you will find transaction figures where the field Segment is not filled in many accounts. This generally applies as long as follow-on postings arise for documents posted without a segment (all forms of clearing and clearing reset). The amount proportion of balances with an initial segment value will reduce over time. You have to decide individually whether, if there are sufficient small remaining amounts and sufficiently few remaining documents without a segment, the amounts are to be split for segmental reporting (for example, proportionately to the remaining split by segment) or whether transfers should be made to eliminate the effect of these documents with no segment account assignment.

Installment Plan Analysis for Key Date You can use installment plans to distribute original receivables over a series of installments that have due dates in the future. Receivables with a due date more than one year in the future need to be displayed separately in the balance sheet. Using an installment plan analysis for a key date, you create a snapshot of the installment plan due dates on this key date, as well as of the assignment of these due dates to the original items. Integration If there are installment plan analyses in the system from an update run, you can use this data in the following reports:





Key-Date-Related Open Items List (On the SAP Easy Access screen, choose Periodic Processing Closing Preparation Open Items at Key Date .) To consider installment plan analyses for key dates here, set the Consider Installment Due Dates indicator on the Output Control tab page. List Items (On the SAP Easy Access screen, choose Periodic Processing Evaluation of Open Items Evaluate .) To consider installment plan analyses for key dates in the items list, on the Selections tab page, in the Item Categories group box, set the Inst.plan has prio. (installment plan has priority) and Consider Inst.Plan for KeyDate indicators.

Features In a mass run, the installment plan analysis for a key date creates a snapshot of the installment plans for a certain date, assigns the due dates of the individual installments to the the original items, and stores this snapshot. NOTE The system stores the installment due dates starting only from the selection date you entered. The system does not store installments that are older than that. The system assigns the original items to installment plan items in one of two ways. For items that are cleared at the time the analysis is run, the assignment is based on the cleared items. For installments that are still open, the assignment is based on the due dates. This means that the program assumes that when an installment is cleared, it is always the original items with the oldest due dates that are cleared. If you want to make your own assignment of due dates to the original items, you can use event 1882. Displaying the Analysis In the menu, choose Environment Display Evaluation to display evaluations, either for an entire run, or limited by key date, company code, and business partner. If you do not enter any run data, you can also display data from other evaluations. You can enter a layout for the display. If the installment plan analysis for a key date was already archived, the system displays the archived data. Deleting the Analysis You can delete simulated evaluations. In the menu, choose Environment Delete Key Date . The system adopts the data of the current run; but you can also enter the data of other runs. The deletion of a key date always applies for the entire company code. It is not possible to delete data for individual business partners. If you try to delete data for an update run, the system issues a warning. You are not allowed to delete data that you already used in the balance sheet. It is not possible to delete analyses that were already archived.

Activities 1. On the SAP Easy Access screen, choose Periodic Processing Closing Preparation Record Status of Installment Plans for Key Date . 2. Enter a date and an ID that you can use to identify the run later. 3. Choose Continue. 4. On the General Selections tab page, enter the key date for the analysis and the installment plan due date starting from which you want the data to be stored. Entering the installment plan due date does not affect the data volume that is processed; instead, this date only allows you to limit the dataset that is stored. You can also restrict the analysis to selected company codes. NOTE The entries you make for the company code relate to the company code of the installment plan, which can differ from the company code of the original items. To be able to restrict the selection by company code, you need to have display authorization for the company codes you enter. In simulation mode, you can restrict the selection to business partners. However, in update runs this restriction is not useful. In simulation mode, the system stores the analysis with a simulation indicator. You can delete the data later (see above). Before an update run with the same selections, the system automatically deletes the simulated data. 5. On the Technical Settings tab page, you can set up parallel processing of the data based on business partners. 6. Schedule the program run. For more information, see the section entitled Functions for Scheduling Program Runs. Information System Purpose Using the information system you can evaluate document data in the system under different views. Features In addition to the Evaluation of Open Items, Extraction for Business Intelligence, and the creation of Foreign Trade Reports, you can use the following reports: ● ● ●

RFKKCF_DELETE allows you to delete entries that have been resolved. RFKKCF_STATISTICS allows you to display items that have been resolved and items that still need to be processed.

RFKKBELJ00 creates a list of all the documents in the system and an index for optical archiving (SAP menu: Periodic Processing  Closing Preparations Document Journal). Make sure you read the report documentation.

Evaluating Open Items Use By evaluating the open items in your system you can get an overview of the receivables outstanding from your business partners. Features You can use the following functions to evaluate open items in FI-CA dependent on why you want to run the evaluation:  Key Date-Based Open Item List as Total List for Closing Preparation  Key Date-Based Open Item List as List with Individual Selections

Extractions for the Business Information Warehouse Use For evaluations in the Business Information Warehouse (BW) FI-CA provides extracts for open and cleared items as well as collection and installment plan items. The extraction programs fill the extract structure of the corresponding DataSources with data from Contract Accounts Receivable and Payable. For detailed information about the DataSources provided see the documentation of the Business Information Warehouse.

Foreign trade reporting Use Companies that are obliged to report their foreign trade can create a report for the responsible tax authorities that complies with the national legal requirements in Contract Accounts Receivable and Payable. Prerequisites In the Implementation Guide for Contract Accounts Receivable and Payable, you have set the indicator Foreign Trade Reporting under Organizational Units Configure Company Codes for Contract Accounts Receivable and Payable, thereby activating the recording of the data required. You have made the settings under Basic Functions  Foreign Trade Reporting  Define Specifications for Foreign Trade Reporting. You have entered the customer modules for the events listed below under Program Enhancements  Define Customer-Specific Function Modules.

Features The report file is the basis for the foreign trade report. This is updated automatically when you post the documents in Contract Accounts Receivable and Payable. You create the report based on the report file. Activities Whether and which report data is to be recorded for a document is determined by a function module processed at event 1980. You create this function module installation-specific and enter it in the Implementation Guide for Contract Accounts Receivable and Payable (see the documentation for the sample function module FKK_SAMPLE_1980). If you want to update new entries in the report file when you reset clearing for a document for which there are one or more entries in the report file, create an installation-specific function module for event 1981 and define it in Customizing. You can edit the report file in the transaction Foreign Trade Reporting: Edit Report File (SAP Menu: Periodic Processing  Data for Externals  Tax Authorities Process Transactions for Foreign Trade Reporting). To ensure that all relevant documents are entered, you can activate and deactivate the entries or add new entries. Write a report that creates the report in the format agreed with the responsible authorities, based on the data recorded in the report file.

Interfaces in Contract Accounts Receivable and Payable Purpose The following tools are available in Contract Accounts Receivable and Payable to transfer data from external systems: ●

Programs for Automatic Data Transfer

●

BAPIs

●

IDoc Interfaces

●

Outbound Interface for Postings to Business Partner

Notes for Users of Previous IS-T IDoc Interface The IS-T variant of the Idoc interface is no longer supported in version 4,71 because the IS-T IDoc interface has been migrated to the FI-CA standard. As a result, the following changes have occurred in 4.71 for users of the previous RM-CA IDoc interface:

Namespace changes for IDoc types, IDoc segments, data elements, function module names and so on. The prefixes of the IDoc types and data have been changed from IST to FKK; for example, IDoc segment IST_EBS_TOI_COPA toFKK_EBS_TOI_COPA. Interface categories IST_EBS_TOI and IST_EBS_TOI_COPA have been combined The Idoc type FKK_EBS_TOI_COPA replaces (compatible) the IDoc type IST_EBS_TOI in Release 4.71. In most cases, the IDoc types and segments have been kept compatible. Downwards compatibility has been enhanced. If you do not use the CO-PA interface enhancement, you can set the processing logic of interface IST_EBS_TOI in Customizing. Changes to events The IDoc interface events now start with event 2400 (previously T400), The sequence remains the same. Functional Enhancements The following functions have been added to the IDoc interface: The VAT code has been entered in the IDoc segment E1FKK_EBS_TOI_ITEMS via the field TAX_CODE. If the code is set, the value added tax code is used to determine tax. If not, the external code is used. You can define a customer enhancement segment for the IDoc segment E1FKK_EBS_TOI_ITEMS. In event 2413, you can transfer external data and its industry and customer enhancements to the table DFKKOP. The mass processing transaction has a new, improved application log processing. Changes in Customizing Resulting from the Migration of the IDoc Interface to the FI-CA Standard The most important Customizing settings are automatically transferred by the report (XPRA) IST_XPRA_IST20_FKKIDOC during the update. The following Customizing entries are copied by the report:  

 Basic settings for document transfer: Table IST_EBS_TOI_SYST in FKK_EBS_TOI_SYST  Define characteristic derivations for the CO-PA update: Table IST_EBS_TOI_COPA in FKK_EBS_TOI_COPA



 Define translation of external item identification: Posting area T200 in 1400   Define translation of external tax identification: Posting area T205 in 1405   Settings for reversing documents: Posting area T210 in 1410

Event Concept Purpose The event concept enables the integration of industry-specific and customerspecific processes and data in the existing system architecture of Contract Accounts Receivable and Payable for a new implementation and in production operation. Features Using installation-specific and industry-specific function modules that you define in Customizing, you can enhance the standard business processes of Contract Accounts Receivable and Payable in predefined program events seamlessly and without modifications. Depending on the event, you can either realize an alternative program logic or additional functions.

Customer-Specific Enhancements Purpose The event concept enables you to integrate your own source text passages encapsulated and therefore exchangeable in function modules at specific points in the program logic, the events, using defined interfaces. Procedure With Contract Accounts Receivable and Payable, SAP delivers a sample function module for each event. This module defines the interface of this event, where there is usually no process logic implemented. In addition to this sample module, each industry component (application) can define standard function modules in each event for conversion of industry-specific process logic. To adjust the processed defined by SAP to internal requirements, each customer can also implement an additional customer module in each event in his installation. The figure below makes this three layer architecture in the program logic clearer. Program Logic on Reaching an Event (no Additional Function)

You manage these events and their function modules in the Implementation Guide for Contract Accounts Receivable and Payable under Program Enhancements Define Customer-Specific Function Modules. The function module FKK_FUNC_MODULE_DETERMINE is processed for each event. From the following tables, it sequentially determines the event modules defined in Customizing that are to be processed:  TFKFBM (sample function modules of Contract Accounts Receivable and Payable)  TFKFBS (Standard function modules for applications)  TFKFBC (Installation-specific function modules) The technical name of the sample function module is made up of the technical ID FKK_SAMPLE_ and the name of the event. In the case of a sample module defined for event 0010, the name would be FKK_SAMPLE_0010. In addition to the events available to all industry components, there are additional industry-specific events that you can recognize from the encryption of the application area in the technical name. Overview of the Naming of Events 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 Development

Z0

Z999

Customer development

S0

S999

SAP Contract Accounts Receivable and Payable

In the Function Builder (transaction SE37), you can call up the function modules and their documentation. For a deeper, technical analysis, use the Object Navigator (transaction SE80).

Data Processing in Mass Runs Purpose Business processes where large volumes of data are processed, such as the payment run or dunning run, are realized in Contract Accounts Receivable and Payable by mass activities. Mass activities automatically split the dataset to be processed, such as a quantity of business partners or contract accounts, into several technical jobs and process them in parallel. In addition to the mass activities delivered by SAP, you can also create your own installation-specific mass activities. For instructions about how to proceed, see the Implementation Guide for Contract Accounts Receivable and Payable under Technical Settings  Prepare Mass Activities.

Parallelization of Data Processing Purpose With the mass activities of Contract Accounts Receivable and Payable you can split the data for processing over several jobs that the system then processes in parallel. See also SAP Note 607797 (Job Control for Mass Activities: FAQ). Process Flow All mass activities have a uniform layout. You enter data on the following tab pages: ●

General Selections

●

Activity-Specific Selections

●

Technical Settings

●

Logs

On the tab page Technical Settings, you can decide whether you want automatic load distribution by the system, where you only define the number of jobs, or explicit load distribution where you explicitly specify how many jobs are to run on which hosts. For more information about the entries on the individual tab pages, see Functions for Scheduling Program Runs. Once you have made all of the entries required to execute the business process, you can schedule the program run. You can choose between immediate processing in the background or processing on a specific date. If you use the job container, you can also select the containers available. During the processing of the data, the system distributes the dataset to be processed to several parallel jobs automatically. The details for distributing the keys for the parallel objects are stored in variants that you have to 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. You can schedule the parallel interval jobs of the mass activities, execute them in a specific order, and monitor them using the following tools: ● ●

●

Job Commander of Contract Accounts Receivable and Payable External job control system For detailed information about integration, see Integrating External Job Control Systems in the job control documentation.

Own programs For instructions on how to proceed, see SAP Note 402886. With the module FKJO_SCHEDULE, you can also schedule mass activity runs by RFC (see SAP Note 402886). If an interval cannot be processed in a payment run, interest run, or interest calculation run for cash security deposits because the data is locked by another processing function, the system can restart the processing of this interval automatically and as frequently as required. You have to enter the maximum number of repetitions in the field Maximum Int. Repetitions in the specifications for General Control on the tab page Job Control under Technical Settings  Prepare Mass Activities in the Implementation Guide for Contract Accounts Receivable and Payable.

In all mass activities, the system checks the authorizations for authorization object F_KKMA that checks the authorization for the mass activity via the mass activity type. The processing of the variants is protected by the authorization object F_KKVARI (see the documentation for the authorization objects). You can improve the performance of mass activities through settings in Customizing, such as activating the business partner shadow table. To do this, in the Implementation Guide for Contract Accounts Receivable and Payable choose Technical Settings  Activate Performance Improvement for Mass Runs. Read the documentation for the activity and the individual fields. In the Implementation Guide for Contract Accounts Receivable and Payable under Technical Settings  Create Interval Variants for Parallel Processes, you can maintain interval variants for parallelization (see activity documentation).

Creating Counters for Mass Runs Use In addition to the existing standard counters, such as the number of errors and the number of hits, you also want to add your own counters in the interval. Procedure 321. 1. In the Implementation Guide for Contract Accounts Receivable and Payable, choose Technical Settings  Prepare Mass Activitiesand select the mass activity for which you want to make the settings. If you do not want to display the standard counters in the logs, you can hide these. To do this, in the tree structure choose General Control, and then the tab page Other. If the indicator Display Standard Counters in the area Standard Counters is not set, the standard counters are not displayed. 322. 2. In the tree structure, choose Counter Definition. 323. 3. In the field Counter, specify the counter number. The number corresponds to the field COUNTID of the structure FKK_MASS_ACT_COUNT implemented in the interval module. 324. 4. In the field Counter Type, enter a description of the counter. The description is required for displaying the counter in the application log. 325. 5. In the field Element, specify a data element. The field name of the data element specified is required in the counter display in the job log. 326. 6. In the field Application Log, specify whether the counter is to be listed in the application log. 327. 7. In the field Job Log, specify whether the counter is to be displayed in the display of the job logs. 328. 8. You implement the counter in the interval module defined for a mass activity. To do this, on the interface of the interval module, define a table T_COUNTER with the structure FKK_MASS_ACT_COUNT. The structure FKK_MASS_ACT_COUNT consists of two elements that are filled

in table T_COUNTER. COUNTID contains the counter number, VALUE the value of the counter. An example implementation in the interval module is: DATA: wa_t_counter LIKE LINE OF t_counter. wa_t_counter-countid = . wa_t_counter-value = . APPEND wa_t_counter TO t_counter.

Assignment of Reconciliation Keys in Mass Runs Use For mass activities that post, such as dunning, payments, and interest calculations, you can define a reservation key for reconciliation keys in Customizing. This ensures that not all mass activities access the same origin key. Activities In the Implementation Guide for Contract Accounts Receivable and Payable, under Technical Settings  Prepare Mass Activities, in the General Control on the tab page Reconciliation Key, an origin key is defined for every mass activity. If no value is defined here, the origin 18 Other Activities is used. If you set the indicator No Reconciliation, no reconciliation key is reserved, opened, closed, and released for the mass activity type concerned. You can also define a reservation object for the reconciliation key. If you do not make an entry in the field Object, the system automatically uses the reservation object of 007 Mass Activities.

Functions for Scheduling Program Runs Use You want to schedule a mass run. Activities 88. ... 89. Assign a date ID and run ID that you can use later to identify the program run. all data you enter in the following steps is stored under the date ID and identification. 90. Then you can use the following parameters to schedule and monitor the program run: Tab page Functions What needs to be done? General Selections

Function for entering, changing, or displaying the parameters of a program run.

Enter the parameters that you want to use to restrict, for example, the items to be processed (for

You can only make changes to program runs that have not been scheduled yet.

example, company code, contract account, business partner). Enter no selection criteria if you want the program run to process the whole data set.

Tab page(s) for activity-specific selections, for example, Custom Selections

Enter additional activityspecific parameters, such as additional selection parameters.

Enter parameters as required.

Technical Settings

If required the programs are run in parallel. To execute several jobs at the same time (to synchronize them), enter the number of jobs required and interval allocation. Several jobs are then started simultaneously in one program run, each processing one of the intervals in parallel. You can divide the intervals according to different criteria. The split is controlled by variants in which you can specify the number and size of the intervals, and which key area each interval covers. The block size controls how many selected items are held in the main memory. If you want to run the program in parallel, either specify a target host and the number of jobs assigned, or specify several target hosts with the number of jobs assigned to each one. For parallel runs, you can also use automatic load distribution. This means that you specify a number of jobs that the system automatically distributes to

329.

1. Select either Automatic Load Distribution or Explici t Load Distribution and specify the number of jobs and the target host. 330. 2. Select a variant. The system proposes the block size. If the program run is to be executed by a single run (that is, not in parallel), you do not have to make any technical settings.

the application servers available. Logs

The job log records status Choose the log you information and any errors require. that occur during the program run. The application log contains businessrelevant information. You can make the following additional settings for the application log:  Via a specification in the fieldProblem Class, you determine the importance that a message must have to be output in the application log. For production, SAP recommends class 2, for testing, class 4:  Very important (1)  Important (2)  Average (3)  Additional information (4) If you specify class 3, logs with lower classes are also output, that is, also 1 and 2.  The expiry date specifies the earliest date on which the log expires. It can also influence the event in which the log is deleted. This is particularly relevant because from the application log, you can schedule jobs, and delete logs where the expiry date has been

reached from the database.  The Hold until Expiry Dateindicator prevents the log from being deleted before the expiry date specified.  The application logs are displayed in Enhanced Message Management(transactio n EMMA). There you can create and monitor clarification cases for error messages. Other Functions Function

Meaning

What needs to be done?

Display/Change

Switch between display and change mode.

Choose whether you want to display or change the program run.

Copy

Copy the parameters of a program run

Specify a name for the program run that you created using the copy function.

Adjust

Copy the run parameters of a program run and move the run date and other date fields by n days. This function is not supported in all applications.

Variants

On the tab page Technical Settings, you can create variants dependent on the parallelization object for the split into intervals. If dynamic interval creation is not supported for a mass activity, you can change the variants manually. If the underlying data changes frequently, you should regenerate the variants regularly to achieve an even

To create a variant: 91. ... 331. 1. Choose the button Variant Maintenance. 332. 2. Choose New. You can specify either the interval size or the number of intervals. 333. 3. Choose Execute. To display the intervals created or to edit the variant, double-

interval distribution.

click on a variant name on the initial screen of variant maintenance.

Simulation Runs In most mass activities, you Set the indicator Simulation Runand schedule the run. can repeat a run as a simulation run as many times as required; however, you can only execute it as an update run once. After you have executed a simulation run, the parameters remain ready for input. When you schedule a run that has already been executed as a simulation run, three actions are carried out: 92. ... 334. 1. Deletion of temporary interval distributions 335. 2. Deletion of jobs 336. 3. Deletion of the application log Schedule

Defines when the run is to be started

End Early

Terminates a run This means that if the program is running, once the current interval has been processed, all jobs are terminated from this command.

Restart Run

Restarts runs that have been

Choose the button Schedule Program Run. In the dialog box that appears, you can choose between an immediate start in the background, a start in the background with specification of start date and time, or a start in the background via a job container of the job commander.

stopped. Deletion

Deletion of a program run All parameters of the program run are deleted. If the program run has already been scheduled or started, it cannot be deleted.

Deactivate Old Runs

To remove the data from the database permanently, in the menu of the mass activity, choose Program Run Delete, or in the SAP menu, Periodic Processing  Administration of Mass Processing  Delete Parameter Records.

Environment

Enables navigation to other transactions dependent on the application area. (Not available in all mass activities)

Categorizing Messages You can influence the level of detail in the application log by categorizing messages. Prerequisites You made settings for the problem classes of messages in Customizing under Contract Accounts Receivable and Payable Technical Settings Specifications for the Problem Classes of Messages Assign Messages to Problem Classes .

Features You can configure the problem class of messages in the application log of mass activities in Customizing. This means, for example, that you can classify messages that the standard system issues for problem class "medium", so that they are only issued for problem class "additional log". In this way, you can influence the level of detail of the application log. NOTE Messages that the standard system sends as "very important" are always sent as "very important". Activities Enter the problem class you want for each mass activity and message in the Assign Messages to Problem Classes IMG activity. In the Activate Recording of Messages IMG activity, you can specify that the system writes a trace of the messages that appear for a given mass activity up to a certain date. The system lists the messages that are recorded in this way in the input help of the Assign Messages to Problem Classes IMG activity. However, if you know the message number, you can also make entries directly, without having activated the trace beforehand. Additional Characteristics An additional characteristic is used to categorize a run of a mass activity. You can enter additional characteristics for each mass activity in Customizing for Contract Accounts Receivable and Payable under Technical Settings Define Additional Characteristics for Mass Activities . The additional characteristics you enter then appear in the input help of the Additional Characteristic field of the mass activity. There you can assign them to a run. Additional characteristics can be interpreted in all customer-specific event modules of the given mass activity. This makes it possible to have your own specific procedures for runs to which you have assigned certain attributes. NOTE The mass activity itself does not interpret the additional characteristic. The additional characteristic is evaluated exclusively in customer-specific events. Therefore, the additional characteristic influences all functions that are possible in the given event, such as, item selection or the control of processing. EXAMPLE You want to define more selection options, in addition to those offered for items and master data in the mass activity for automatic clearing. For instance, you might want to process only items with certain transaction data, or only business partners of the Organization category.

To achieve this, you enter the following additional characteristics in the Define Additional Characteristics for Mass Activities IMG activity:  Category A for selecting items with certain transactions  Category B for selecting business partners of the organization category The system calls event 0590 in the mass activity for automatic clearing for deselecting items. At this event, you enter values as appropriate for the additional characteristics category A and category B. You can access the additional characteristic as follows: DATA: g_basics TYPE fkk_mad_basics. IMPORT basics TO g_basics FROM MEMORY ID 'FKKMADBASICS' The value of the additional characteristic is contained in the MACAT component of the g_basics structure. If the event module contains an import parameter of the type fkk_mad_basics, then you can use it directly. You use function module FKK_MACAT_CHECK to check for the existence of an additional characteristic, and to determine the short text for it. On the SAP Easy Access screen, you now choose Periodic Processing For Contract Accounts Automatic Clearing . If you enter an appropriate value in the Additional Characteristic field, then the mass activity processes the data, not only based on the entries you made on theGeneral Selections tab page, but also based on the definition of the additional characteristic you entered. If you entered Category B as the additional characteristic, then the automatic clearing only processes business partners with the the organization category.

Handling Parameter Records Use You can hide or delete parameter records that you no longer need if necessary, or display records that you have deleted. Activities To hide parameter records, in the SAP menu choose Periodic Processing Administration of Mass Processing  Hide Parameter Records. This enables you to display only the runs important to you in the possible entries help. To physically remove parameter records no longer required from the database, in the SAP menu choose Periodic Processing  Administration of Mass Processing Delete Parameter Records. To delete data from payment runs, in the SAP menu choose Periodic Processing  Delete Data. If you deactivate parameters records of a mass activity, you can reactivate them – provided they have not been finally deleted under Administration of Mass

Processing  Delete Parameter Records. In the SAP menu choose Mass Processing  Display Parameter Records Again.

Sales and Use Tax Reporting Use In cases where tax information has to be reported either at the time of payment or at the due date, rather than when the receivables document is posted, the SAPsystem records separate tax reporting data. In such cases, the tax reports are not based on the posted items, but on the additional tax reporting data. SAPprovides report RFKKTX00 as a sample of such a report. For more detailed information, see the documentation of report RFKKTX00. In Contract Accounts Receivable and Payable (FI-CA), tax reporting is supported for Argentina, Italy, Mexico, South Korea, and Russia. In addition, you can implement Business Add-In FKK_TAX_REP_00 for report RFKKTX00 to cover further country-specific layouts, in the Implementation Guide for Contract Accounts Receivable and Payable, under Basic Functions  Tax Reports  Business Add-Ins  Add-In: Country-Specific Layout for Tax Reporting (RFKKTX00). For country-specific details, refer to the respective country documentation. Prerequisites In the Implementation Guide for Contract Accounts Receivable and Payable, select the tax reports that you need, under Basic Functions  Tax Reports  Define Programs for Creating Tax on Sales and Purchases Returns. Choose New Entries, enter FPTX1 in the Transaction Code field, and then select the programs you need from the Program field. You can also assign a program variant here. The reports that you enter in Customizing will then appear on a selection screen when you follow the menu path listed below under Activities. Activities To create a tax return, from the SAP menu, choose Periodic Processing  Data for Externals  Tax Authorities  Create Country-Specific Tax Returns.

Withholding Tax Reporting Use You can prepare withholding tax data as required in your country. Financial Accounting (FI) Generic Withholding Tax Reporting (report RFIDYYWT) enables you to select withholding tax data from FI, FI-CA, or both. Features The report is supported in Contract Accounts Receivable and Payable for the United States. You can implement Business Add-In FKK_WT_REP00 to

cover additional country-specific requirements in the output, following the path in the Implementation Guide for Contract Accounts Receivable and Payable, under Basic Functions  Tax Reports  Business Add-Ins and choosing activity Add-In: Country-Specific Enhancements to WT Report (RFIDYYWT). For country-specific details, refer to the respective country documentation.

Country-Specific Functions The following section describes which country-specific functions are supported in SAP Utilities (SAP IS-U). The documentation provides an overview of the business processes, and the associated Customizing activities and transactions or reports available in the system. Features The functions documented here are functions that are not otherwise covered by the generic SAP Utilities functions. SAP Utilities provides these additional functions to enable you to meet country-specific requirements.

India The SAP Utilities (SAP IS-U) component covers the most important laws and business practices specific to India. The following documentation covers these aspects of the component. For generic information about SAP Utilities, see SAP Utilities. Features The country-specific functions for India relate to sales and information system, particularly, support of management and billing of residential, commercial and industrial customers. The main functions that are specific to India include the following:  Print Documents for Reversal  Distribution Franchisee Management  New Service Connection  Energy Audit  Print Local Language

Print Documents for Reversal

Utility bills may be reversed for various reasons. Entry of an incorrect meter reading contributes to annulment of the bill substantially. Incorrect meter reading can comprise bills pertaining to several months in the past. For such situations, the current meter reading is registered from the date of the last correct meter reading. All bills relating to this period are revised and a corrected net bill is given to the customer. Prerequisites Ensure that the print documents to be reversed are available in the system. Features Mistakes in the tariff can generate bills with wrong values. These bills are then reversed and new bills created. Bills are reversed using the adjustment reversal functionality. At any given point of time, only one bill is selected for reversal. For invoice reversal, enter the document number with the relevant reversal reason. For country-version India, the selection of the print documents to be reversed is based on the following specifications:  Posting Date  Portion  Billing Transaction  Rate Category Output Print documents are selected based on the specifications mentioned above and are submitted to the Print/Billing Document Reversal (lEA14) transaction for reversal. Activities To print the documents for reversal, from the SAP Easy Access screen, access the report by choosing SAP Utilities Invoicing Execute Invoicing Mass Processing Country-Specific Settings India Selecting Print Documents .

Distribution Franchisee Management Utilities outsource certain business functions to their franchisees. These include:  Meter Reading  Bill Distribution  Payment Collection  Aggregate Technical & Commercial Loss (AT&C) Calculation Prerequisites You have made the following settings:  Completed the Energy Data Management system setup to determine the performance of the AT&C loss reduction

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Assigned the franchisee to the business partner

Features Meter Reading The franchisee executes meter reading in their area(s) and sends meter reading results to the utility company. Incentives can be paid for meter readings that are delivered. Bill Distribution Bills are generated after uploading the meter reading data collected by the franchisees. These bills are distributed by franchisees. The proof of delivery is recorded after the customer signs the delivery. Details concerning the delivery including the date of delivery and name of the person who took the bill are then entered in the system. The timely delivery of bill distribution then becomes the criterion of a part of incentive or disincentive for the franchisee. The bill delivery schedule is agreed with the franchisee. The incentive is paid based on the number of bills delivered on time. Payment Collection The franchisee collects money on behalf of the utility company. Customers may decide if they want to pay the franchisee or pay the utility company directly. The franchisee issues a receipt for the cash payment, which is then given to the utility company and entered into the system. The collection ratio in the area is a criterion of a part of incentive for the franchisee, irrespective of whether the customer paid directly to the utility company for services rendered or via the franchisee. AT&C Loss Calculation The franchisees are responsible for reduction of non-technical losses in their grid. The franchisee has to inspect installations and networks before informing the utility company about potential fraud. The percentage of non-technical losses in the grid is a criterion of a part of incentive for the franchisee. Franchisees are responsible for geographical areas. The smallest area is a lowvoltage grid connected to one distribution transformer. One franchisee may govern several areas. Within a given area, there is a possibility that there exist different franchisees for each of the functions mentioned above. Each franchisee is remunerated for the services provided to the utility company. The franchisees’ performance for each of the assigned function is evaluated and accordingly awarded an incentive or penalized. Activities  Create Franchisee Master Data. To create Franchisee Master Data, from the SAP Easy Access screen, choose Utilities Industry Business Master DataCountry Specific Settings Franchisee Management for India Master Data for Franchisee Create Franchisee .  Change Franchisee Master Data. To Change Franchisee Master Data, from the SAP Easy Access screen, choose Utilities Industry Business

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Master Data Country Specific Settings Franchisee Management for India Master Data for Franchisee Change Franchisee . Display Franchisee Master Data. To Display Franchisee Master Data, from the SAP Easy Access screen, choose Utilities Industry Business Master Data Business Master Data Country Specific Settings Franchisee Management for India Master Data for Franchisee Display Franchisee . Grid overview to display history of installations and franchisees attached to the grid. From the SAP Easy Access screen, choose Utilities IndustryBusiness Master Data Country Specific Settings Franchisee Management for India Master Data for Franchisee Grid Overview Grid Overview. Maintain proof of delivery for Bill distribution service. To do so, from the Sap Easy Access screen, choose Utilities Industry Invoicing Execute invoicingCountry-Specific settings India Proof of Delivery for Bill Distribution Proof of Delivery for Bill Distribution . Execute Performance Evaluation for Franchisee report. To do so, from the SAP Easy Access screen, choose Utilities Industry Business Master DataCountry Specific Settings Franchisee Management for India Master Data for Franchisee Performance Evaluation for Franchisee .

New Service Connection The new service connection solution enables utility customers to support the varied requirements for different states in India. Different states in India have different procedures for a new service connection. There are some mandatory documents that a utility customer will need to provide while applying for a new service connection. The procedure varies from one region or state to another based on the regulations governed by the regional authorities. To obtain a new connection from a utility company, a prospective customer needs to submit an application form along with required documents. After the necessary verification, the customer pays a security deposit, following which a new connection is provided to the customer. Utility companies cater to diverse customers that include residential customers and commercial customers. Industries and buildings are also accommodated as customers. Prerequisites You have made the following settings:  Maintained document category for a new service connection. You do so in Customizing for SAP Utilities, by choosing Customer Service CountrySpecific Functions India New Service Connections Maintain Document category for New Service Connection .  Maintained document IDs. You do so in Customizing for SAP Utilities, by choosing Customer Service Country-Specific Functions India New Service Connections Maintain Document ID .

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Maintained documents for the customer type. You do so in Customizing for SAP Utilities, by choosing Customer Service Country-Specific Functions India New Service Connections Maintain Documents for the Customer Type . Maintained documents assigned to document category. You do so in Customizing for SAP Utilities, by choosing Customer Service CountrySpecific Functions India New Service Connections Maintain Documents Assigned to Document Category .

Procedure 1. Enter the customer type under the New Service Connection tab in the Create Service Notification (IW51) transaction. 2. Create the document type in the Create Service Notification (IW51) transaction. 3. Upload the document. The documents submitted by the customer are uploaded to the system. 4. Create the new document in the Create Service Notification (IW51) transaction. 5. Assign the document to the document type. Based on the mandatory document type submitted, the status can change to (required documents submitted), (additional documents required) or (no documents submitted). 6. Save your entries.

Energy Audit The technical and commercial energy losses in India are very high according to national statistics. Various measures are required to plug in these energy losses and increase the efficiency of energy generation. The Accelerated Power Development and Reforms Program (APDRP) enable utility companies to reduce Aggregated Technical and Commercial (AT&C) Losses. Prerequisites You have made the following settings:  Completed the system setup for Utilities including the Business Master Data and Technical Master Data  Set up the grid hierarchy  Assigned the installations to the respective grids  Completed the system set up for Energy Data management: Maintained Settlement master data, mapping of grid to settlement units and hierarchy of settlement units

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Created the settlement parameters for the settlement units using the Check and Create Settlement Parameters (EEDMSETTLPARA_WZ) transaction

Procedure 1. Maintain the settlement parameters for the grid. To do this, from the SAP Easy Access screen, choose Utilities Industry Energy Data Management ToolsSystem Modifications User-Defined Enhancements for Energy Data Management Settlement Country-Specific Settings India Parameters for Settlement Units. 2. Create settlement document for the required period using the Create Settlement Document (eedmsettlcreate) transaction. Use the settlement procedureEnergy Audit for India. 3. Perform the settlement run using the Create Settlement Document (eedmsettlcreate) transaction. The results for the selected period are now available as profiles. 4. Execute the ALV report for energy audit to see the consolidated results for various settlement units. 5. Save the energy audit report.

Print Local Language Being a land of diversity in terms of regions and culture, India has multiple regional languages. However, languages spoken also vary beyond the regional level. These are the local languages and it has been observed that a particular region can have multiple local languages. The consumers of electric energy are spread across the country right up to the smallest unit of a region. It has been observed that a majority of these consumers prefer communication in their local language. The Print Local Language functionality enables customers to avail their choice of language for generation of electricity bills, thus translating the total amount payable into the local language. Prerequisites You have made the following settings:  Completed the system setup to support the required local language  Programmed the print workbench to support the printing of amounts in words Features Once the print workbench is ready, the invoices can be printed using the standard print options available in the Individual Bill (EASIBI) and Print out Print Document (EA60) transactions.

Output The system prints the invoices with amounts (in words) in the local regional language.