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IPS510 Public Sector Collection & Disbursement SAP for Industries - SAP for Public Sector
Date Training Center
Instructors
Education Website
Participant Handbook Course Version: 94 Course Duration: 5 Day(s) Material Number: 50101077
An SAP course
'7 - use it to learn, reference it for work
Copyright Copyright © 2011 SAP AG. All rights reserved.
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g201102894352
About This Handbook This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.
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© 2011 SAP AG. All rights reserved.
About This Handbook
IPS510
Icons in Body Text The following icons are used in this handbook.
Icon
Meaning
P
For more information, tips, or background
Note or further explanation of previous point
A
Exception or caution
1
Procedures
3
Indicates that the item is displayed in the instructor's presentation.
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© 2011 SAP AG. All rights reserved.
2011
Contents Course Overview Course Goals Course Objectives
Unit 1 : Basics
ix ix ix
1
Introduction to the Public Sector Solution Event Technology Parallel Mass Processes in PSCD Master Data Objects in Contract Accounts Receivable and Payable Master Data Public Sector
Unit 2: Documents Lifecycle of Documents Document Structures Posting Documents Exercise on document posting Integration with General Ledger Accounting Account Balance Display Exercise on accounting integration Public Sector Requests Exercise on General Requests
Unit 3: Transactions and Account Determination
2 8 12 17 37
75 77 84 93 105 109 121 131 134 155
159
160 Structure of Transactions General Ledger Account Determination 166 173 Tax Determination USA - Tax Jurisdiction Code (Only relevant for US training) ... 177
Unit 4: Incoming Payments
183
Processing Incoming and Outgoing Payments 185 Payment Lots and Check Lots 188 Exercise on Check Lot and Payment Lot (Entering Payments in 202 Payment Lots) 205 Clarification Processing Exercise on Account Maintenance (Clarification Processing). .217 Cash Desk/Cash Journal 222 235 Exercise on the Cash Journal
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© 2011 SAP AG. All rights reserved.
IPS510
Contents
Unit 5: Payment Run
239
240 Prerequisites for Making Payments Payment Program 246 Exercise on Payment Program - Scheduling and Executing ..258 261 Payment Cards Check Management 266 270 FSCM Biller Direct Revenue Distribution 274 Exercise on Revenue Distribution 280
Unit 6: Returns Processing Configuration of Returns Processing Returns Exercise on the Returns Process (Editing Returns)
Unit 7: Clearing Control Terminology and Definitions Configuration of the Clearing Strategy Special Cases:
Unit 8: Dunning and Collections Dunning - Terminology Exercise on carrying out dunning activities Configuration and Execution of the Dunning Program Collection Processing Inbound Correspondence Public Sector
Unit 9: Interest Calculation Calculation of Interest on Items Interest Keys and Calculation Rules Processing of Interest Calculation ...
Unit 10: Deferral/lnstallment Plan Deferral: Definition and Processing Installment Plan: Definition and Processing
Unit 11: Other Business Transactions General account Reversing Documents and Resetting Clearing Document Transfer Doubtful Entry/Individual Value Adjustment ... Write-Off Exercise on writing off (installment plan)
vi
© 2011 SAP AG. All rights reserved.
287 288 300 307
313 314 319 334
343 344 348 351 367 376
391 392 395 406
417 418 422
433 434 442 451 454 458 463
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IPS510
Contents
Unit 12: Security Deposits
467
Cash and Non-Cash Security Deposits .468 Request, Payment and Settlement of Cash Security Deposits 471
Unit 13: Correspondence Definition and Types Handling and Customizing The Print Workbench Exercise on Correspondence Handling
481 .482 .489 .497 502
Unit 14: Further Integration of Contract Accounts Receivable 509 and Payable in SAP Modules Overview of the Integration of Contract Accounts Receivable and 511 Payable Funds Management 514 524 Cash Management Contract Accounts Receivable and Payable and SD Integration 528 CustomerA/endor Integration (Master Data, SD and Vendor 536 Interface) Integration with the New General Ledger (Segment 540 Reporting) 545 Credit Management 552 Financial Customer Care Business Intelligence 558 Outbound Interface 561
Unit 15: Invoicing in Contract Accounts Receivable and Payable Overview of Billing and Invoicing Business Rule Framework Public Sector Billing Transferring Billing Documents Overview of the Invoicing Processes Basic Terms in Invoicing Invoicing Process Flow Posting Documents and Invoicing Documents Invoicing Functions Invoice Reversal Invoice Printout Invoicing Execution Document Display and Monitoring BW Integration CRM Integration
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569 571 574 584 589 599 602 614 619 626 651 655 664 667 670 675
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Contents
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IPS510
© 2011 SAP AG. All rights reserved.
2011
Course Overview This is an overview of the prerequisites and contents of the Public Sector Collection and Disbursement (PSCD) solution.
Target Audience This course is intended for the following audiences: • •
Project manager and project team Consultants
Course Prerequisites Required Knowledge •
AC010 Business Processes in External Accounting
or
Experience in subledger accounting in the public sector
Course Goals This course will prepare you to: • •
• •
Understand the scope of the public sector-specific transactions in Public Sector Collection and Disbursement (PSCD) Become familiar with the interface between PSCD and SAP Tax and Revenue Management (TRM), SAP Biller Direct and other e-govemment components with reference to integrated TRM. Describe and configure key activities within the PSCD product Identify the integration points between PSCD and other R/3 Accounting modules Note: This course does not go into detail about the interface design of public sector assessment systems.
Course Objectives After completing this course, you will be able to: •
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Create, display and maintain business partners, contract accounts and contract objects
© 2011 SAP AG. All rights reserved.
Course Overview
• • • • • • •
IPS510
Understand how to use the standard PSCD functions and other public sector accounting activities (Manually) post and clear open items Configure Customizing parameters for the key processes Enter installment plans (deferrals), payment lots and returns lots and to update the general ledger Carry out periodic processing and closing operations Create invoices Explain the integration with other SAP applications
SAP Software Component Information The information in this course pertains to the following SAP Software Components and releases:
SAP ERP Central Component 6.0
x
© 2011 SAP AG. All rights reserved.
2011
Unit 1 Basics Unit Overview This unit is an overview of the latest solutions in PSCD, the mass activity functions and the event concept. It also provides an insight into the master data structure of PSCD.
Unit Objectives After completing this unit, you will be able to: • • • • •
Explain the most recent solutions in the public sector Use event management to integrate customer-specific requirements into the SAP System without modifying SAP programs. Dramatically reduce the runtime for mass runs (such as payment runs or dunning processing) by using parallel processes. Explain the most important master data objects in Contract Accounts Receivable and Payable and their controlling elements. Create and link the different master data objects in PS-CD.
Unit Contents Lesson: Introduction to the Public Sector Solution Lesson: Event Technology Lesson: Parallel Mass Processes in PSCD Lesson: Master Data Objects in Contract Accounts Receivable and Payable Lesson: Master Data Public Sector Exercise 1: Master Data Public Sector
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© 2011 SAP AG. All rights reserved.
2 8 12 17 37 49
1 EET
Unit 1: Basics
IPS510
Lesson: Introduction to the Public Sector Solution Lesson Overview This lesson will teach you about the most important solutions integrated with PSCD within the public sector.
mn
Lesson Objectives After completing this lesson, you will be able to: •
Explain the most recent solutions in the public sector
Business Example
PD
v Registration
*
r-
*
Registration
Registration
n ■■■ Tax
Tax
Calculation
Calculation
1
2
Tax
n ■
Citizen Account
1
Citizen
2
■ ■
Cash Desk 1
Cash 2
■ ■
Higher maintenance costs \ V Less information displayed More inconsistent data More complicated for the citizen, Adheres less to the / legal requirements /
Figure 1: Frequent Application Environment
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© 2011 SAP AG. All rights reserved.
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Lesson: Introduction to the Public Sector Solution
IPS510
ID
A
A
_
Registration (ONE for ALL)
i
l
I
Calculation
Calculation
Calculation
1
2
n
I
1
1
■
■
Citizen Account
■ ■
■
Payment and Dunning Processes
■ ■
Generic IT framework Consistent view of the citizen Automated mass processes Efficient manual processes Central information about payments E-Services: Simple for the citizen Less administrative costs
Figure 2: Advantages of an Integrated Solution
ID
Tax and Revenue Management
Grants Management
Solution Scenarios
Social Services
Customs Administration
Product Components
-*
Public Sector Collection and Disbursement (PSCD)
Technical Components
-»
Industry Solution - Public Sector Contract Accts Receivable and Payable (IS-PS-CA)
Figure 3: Public Sector - Collection and Disbursement (PSCD)
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© 2011 SAP AG. All rights reserved.
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Unit 1 : Basics
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ID
mySAPCRM
mySAP ERP
Registration Online Payment
Tax Formula
n
5
Call Center/Rec.
Objection Exceptions
o
■
FSCM Biller Direct
Tax Calculation
Monitoring
CL
Oj
\u*
A
' •c
Tax Payer
L
— a>
Tax Notice
Budgeting
Payment Mgmt
Accounting
Test Cases Liquidation
>5
Cost
General Ledger
Collections PSCD
Case/Records Management
EA-PS
Rule Mgmt
Documents
Business Intelligence
Workflow
Tax Estimate Tax Analysis
SAP NetWeaver
Figure 4: What is Tax and Revenue Management?
The management and implementation of monetary grant programs Publish grant programs, process grant requests, award grants Monitor grant programs
mn
Program L budget (BCS’
j-
Funded program
h _|'t J
’
I,
Funds
.
NJ
preeommit-
|
SE
I
-document
Funds commitment*
Fl-FM
l
document
ERP FM
I"
•
t
|
CRM Grantor program
Requester
Chan’11«
I
FM interface
4
Request
requiest
grant ort
I
Rule processor Calculation Engine
Grantor request*
CRM
ERP PS-CD PSCD document*
II
Invoicing
fc
S--1 document
Grantor approval*
CRM grantor/
lest*
PSCD
ft i|u
interface
_ document* I Billing
(BRFI
Call*
Call
Business
Business
partner
partner
Business agreement
'Linked to CRM claim processing
Contract
"
account
'
FM o Funds Management PS -CD = Collection and Disbursement
Figure 5: What is Grants Management?
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© 2011 SAP AG. All rights reserved.
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Lesson: Introduction to the Public Sector Solution
IPS510
Business Processes
o
o
O Request
Estimate
o
o
Service Definition
Permissibility
SAP CRM
o Service Delivery
Reporting
SAP ERP (PSCD)
SAP Bl
Q SAP NetWeaver
Services and Process Components
Figure 6: What is SAP Social Services and Social Security?
• SAP Customer Relationship Management (SAP CRM) • Flexible relationship management for citizens and external providers • Real-time planning, control and monitoring of case-related actions and tasks
• Support of multichannel communication, for example, telephone, e-mall (social services toolkit * CRM + ERP + Bl + PSCD)
■
■
cn c
SAP CRM
0)
c
o Q. E O o CL
< (f)
Public sector certified records management
• Rules-based check and service determination Role-based user interface, authorization
SAP Public Sector Collection and Disbursement • (SAP PSCD)
• One subledger account SAP
PSCD/ERP
■
Open item management including interest calculation and dunning
■
E-payment
■
Established solution for processing mass payments
SAP Bl
• SAP Business Intelligence (SAP Bl) • SAP Bl offers an extensive
flexible and open platform for merging, evaluating and analyzing data
• Integration of all types of data souices Figure 7: SAP-Integrated Case Management
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© 2011 SAP AG. All rights reserved.
IPS510
Unit 1 : Basics
ID
Financial Processes
Customs Processes
Customs Security
■ Registration
■
Manifest
■
■ ■ ■ ■
■ ■ ■
Customs explanation License monitoring Customs warehouse Calculation of charges
■
Exception processing
Invoice creation Accounting Collections/dunning
■
Freight security Auto ID infrastructure ■ Inspection ■ Sanctioned party lists ■ Biometric system
Records Management Figure 8: What is SAP Customs Administration?
A partner solution with © TATIS S.A. is provided for customs administration and customs-specific processes.
6
©2011 SAP AG. All rights reserved.
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Lesson: Introduction to the Public Sector Solution
IPS510
mn
Lesson Summary You should now be able to: • Explain the most recent solutions in the public sector
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© 2011 SAP AG. All rights reserved.
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Unit 1: Basics
IPS510
Lesson: Event Technology Lesson Overview At the end of this lesson you will recognize the definition and concept of the events in contract accounts receivable and payable, and know how you can use installation-specific enhancements in your system.
PD
Lesson Objectives After completing this lesson, you will be able to: •
Use event management to integrate customer-specific requirements into the SAP System without modifying SAP programs.
Business Example
mn
FI-CA program (Event)
Customer.
Allows flexibility without modifying SAP programs Yes
specific
No Yes
No Standard program
IS-
Customer
program
program
i FI-CA program (Continuation)
Figure 9: Technology: Event Concept (1)
The event concept allows you, at defined points in a program, to include specific source text passages in the events. These passages are capsulated in function modules, and are therefore exchangeable. You use defined interfaces to include these source text passages in the events.
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© 2011 SAP AG. All rights reserved.
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Lesson: Event Technology
IPS510
You maintain events and their function modules in the implementation guide for Contract Accounts Receivable and Payable, under Program Enhancements * Define Customer-Specific Function Modules.
—
The FKK_FUNC_MODULE_DETERMINE function module runs for each event. It determines the event modules stored for processing in Customizing from the following tables: • • •
TFKFBM (sample function module from Contract Accounts Receivable and Payable) TFKFBS (applications from standard function module) TFKFBC (installation-specific function modules)
The technical name of the function module is formed from the technical code FKK_SAMPLE_ and the name of the event. In the case of a sample function module defined at event 0010, the name would be FKK SAMPLE 0010.
As well as the events that are available to all industry components, additional industry-specific events also exist. You can recognize these from the encryption of the application area in the technical name. Overview of event nomenclature
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From event
To event
Application
0
9999
Application-independent
R0
R999
Utilities Industry
VO
V999
Insurance
TO
T999
Telecommunications
P0
P999
Public Sector
X0
X999
Partner Developments
Z0
Z999
Customer Developments
SO
S999
SAP Contract Accounts Receivable and Payable
© 2011 SAP AG. All rights reserved.
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mu
TFKFBMI Standard functionality
SAPxxxxx
Event
Program
TFKFBsl
Event 0350
ABAP/4 module
Interest key determ. FKK_SAMPLE_2000
.,2000
Event 2000
Text
Industry functionality
Event
Text
ABAP/4 module
0350
Dunning activities
ISU_0350
TFKFBCbustomer functionality Event 0260
Event
Text
ABAP/4 module
0260
Return charges
FCSJWBD
\
Figure 10: Technology: Event Concept (2)
Events can be managed using transaction FQEVENTS. To use the event concept you must have knowledge of the program and the data structure. If you require a different function to those intended by SAP, we recommend you proceed as follows: • • • • •
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10
Analyze the standard function modules from the application (TFKBS). These function modules define the required interfaces. Copy the function group that groups customer-specific function modules according to business transactions. Program and activate the individual enhancements/changes in the installation-specific function module. Enter the installation-specific function module in the TFKFBC table (Customizing: Program enhancements). Start the program that calls the enhanced event.
© 2011 SAP AG. All rights reserved.
2011
Lesson: Event Technology
IPS510
M
Lesson Summary You should now be able to: • Use event management to integrate customer-specific requirements into the SAP System without modifying SAP programs.
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© 2011 SAP AG. All rights reserved.
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Unit 1: Basics
IPS510
Lesson: Parallel Mass Processes in PSCD Lesson Overview At the end of this lesson you will know what options you have for optimizing your mass processes in FI-CA.
mu
Lesson Objectives After completing this lesson, you will be able to: •
Dramatically reduce the runtime for mass runs (such as payment runs or dunning processing) by using parallel processes.
Business Example
mu
Indicators of large data volumes: ■
Payment run
■
Mass calculation of interest
■
Dunning notices
■
Correspondence print
■
Generation of bills
■4
Target: Processing time can only be reduced if processes are split up
Parallel processing of dataset Figure 11: Technology: Mass Processes in PSCD
Business processes such as payment or dunning runs, in which large volumes of data are processed, are realized in FI-CA by using mass activities. Mass activities automatically divide the dataset, such as a quantity of business partners or contract accounts, into multiple technical jobs, and processes these at the same time.
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© 2011 SAP AG. All rights reserved.
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Lesson: Parallel Mass Processes in PSCD
IPS510
ID
End of runtime Not in parallel
Job 1 Business partner: From 100,000 to 699.9ÿ9
♦ Job 1
♦
Parallel runs
Business partner F om 100.000 to 349,9i 9
\
\
Job 2
♦
►
\
Business partner: F om 350,000 to 401,0(i0
•*.
Job 3
A. Interval separation is
Business partner: F om 400,001 to 699,9< 9
♦ ♦
supported by the system
*
Runtime
*
Figure 12: Technology: Splitting-Up Processes
You can use the FI-CA mass activities to divide data to be processed into several jobs. The system then processes these jobs parallel. For more information, see SAP Note 607797 (Job control for mass runs: FAQ).
ID IntervaM
lnterval_3
Interval no. = 4
Interval 4
lnterval_2
BP_1
\
Interval size = 4
Interval size = 3
BP-3
BP-4,
BP_9
BP_5
(ÿJntervaM
I.
BP20 I
BP_19
BP40
BP_30
BP_21
BP_35
BP_31
lnterval_2 lnterval_3
Figure 13: Technology: Parallel Processing - Interval Creation
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© 2011 SAP AG. AN rights reserved.
Interval no. = 3
Unit 1: Basics
IPS510
When processing data, the system automatically splits the dataset to be processed into multiple parallel jobs. The specifications for distributing the key for the parallel objects are saved in variants, which you must update periodically. For example, you can create a variant for the business partners that splits the business partner set to be processed into 1,000 equal intervals. During parallel processing, the system makes sure that the processes do not block each other because of changing accesses to the same database resources, which could be the case, for example, in the assignment of document numbers or the update of transaction figures. A payment run for all business partners starts several processes (for example, 10) that process the intervals created automatically one after the other. When the processing is completed for an interval, the system processes the next free interval. If all intervals have been processed, and therefore all technical jobs completed, the business task also receives the status Completed.
PD
*
Problems ■
Haw is the dataset to be portioned? The da Id set is not distributed evenly: ♦
Contract account numbers or business partner numbers are generally more concentrated in number intervals than in others.
some
* Contract accounts have varying numbers cf Items
m How many portions are to be assigned to each process? Each processing run does rot contain the same processes or number of processes: +
Processes on different servers have varying degrees of "performance"
* Furthermore, performance Is dependent on other processes that are being carried cut at the same time
Figure 14: Technology: Parallel Processing - Portioning
14
© 2011 SAP AG. All rights reserved.
2011
Lesson: Parallel Mass Processes in PSCD
IPS510
M
Dispatcher for mass data program
f Server A Job 1
_L Interval
1
Server A Job 2
1_, Interval 4
I
Interval 9
B_
r
i
Interval 3
Interval 6
,
1 Server X
Job n
L_
Interval 2
_
1
Interval 10
IZJ—
m
m
m
Ols
Ols
Ols m = Block value
Figure 15: Technology: Parallel Processing - Realization
You can find documentation about planning batch processes in PSCD and working with the FI-CA job container on SAP Support Portal under the keyword FO-JOB.
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© 2011 SAP AG. All rights reserved.
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IPS510
Unit 1 : Basics
Lesson Summary You should now be able to: • Dramatically reduce the runtime for mass runs (such as payment runs or dunning processing) by using parallel processes.
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©2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Objects in Contract Accounts Receivable and Payable
IPS510
Lesson: Master Data Objects in Contract Accounts Receivable and Payable Lesson Overview This lesson describes the main functions of the master data in PSCD.
mn
Lesson Objectives After completing this lesson, you will be able to:
Explain the most important master data objects in Contract Accounts Receivable and Payable and their controlling elements.
•
Business Example
mn
9 ‘'•C
■ Business partner
■ Contains central data, such as names, addresses, communication links and bank details
■ Represents a natural or legal person with whom business relationships can be conducted
■
Used in the roles Contract Partner and BP Credit Management
| Account [_ ■ Contract account
■ Contains control data, such as payment methods, payment conditions and dunning procedures
■
Object for open-item accounting in contract accounts receivable and payable
■ Is usually a group of Electricity'
PSCD
BP
contracts (division)
■ Contract (industry-specific)
J
■ Document (items)
Figure 16: Central Objects
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© 2011 SAP AG. All rights reserved.
:ontr
;ontr
lontr
Unit 1: Basics
IPS510
Employee
H2
»«|i
B
Claimant
/ Citizen services
_ _m /
Creditor
ft
vend°r
EE
ffÿl
Plant
■
f
Business partner
Figure 17: Business Partner and Roles: Examples
Application-neutral data, such as name, address, bank details and payment cards, is contained on the business partner master record. Special requirements involved in setting up business partners that are organizations, groups, and individuals are also fulfilled. The SAP Business Partner also provides an open infrastructure for linking the application-specific attributes of the business partner. From a business point of view, this link is made by way of the role concept.
On the technical side, SAP Business Partner offers predefined interfaces via which business partner attributes from different applications can be linked. This means that existing business partner mapping (from resident to tax payer) within SAP can gradually be integrated into SAP Business Partner.
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© 2011 SAP AG. All rights reserved.
2011
IPS510
M
Lesson: Master Data Objects in Contract Accounts Receivable and Payable
Role
Contract partner
*
‘
Figure 18: Business Partner: Role Definition
A business partner role corresponds to a business context in which a business partner can appear. A business partner can have several business partner roles. Possible roles include a contract partner (PSCD), contact person, interested party (potential customer) or business partner (general). The above example shows that a business partner can assume several roles (contact person, prospect, contract partner) depending on the business process
in which he/shc is involved.
BP roles consist of blocks (attributes) known as data sets. These are shown as little black boxes in the graphic above. SAP’s Business Partner offers an open infrastructure. This means that other components (ERP core, industry components, components of development partners, and a customer’s-own components) can easily include their own application-specific business partner data. As of release ERP2005, business partners must exist in the business role MKK for role category MKK. If you use time-dependent business partner roles, note that the MKK business role for role category MKK cannot have a time limit. It must always have a validity period from today's date to 12.3 1 .9999. You may not, and cannot, restrict the validity of this role.
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© 2011 SAP AG. All rights reserved.
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Unit 1: Basics
IPS510
mu
BP category Business partner
Person
Group
Organization
For example: Private customer
Small business
CG
Industry
customer Figure 19: Business Partner: Business Partner Category
A business partner in PSCD is usually an person, organization or group that makes payments or that receives payments. It is primarily the constituent or taxpayer from the collections point of view and the beneficiary from the disbursements point of view. Business partner category is the term used to classify a business partner as a natural person (e.g. private individual), group or organization (legal entity or part of a legal entity, such as department).
The business partner category determines which fields are available for data entry. For example, when you want to create a business partner as an organization, one of the fields requires you to enter the legal form. With a person, you have to enter first name, name components and gender, etc. When a business partner is created, the business partner category must be selected (required entry). Assignment of the business partner category is static and cannot be changed once the business partner has been created.
It is not possible to create any other business partner categories.
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© 2011 SAP AG. All rights reserved.
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Lesson: Master Data Objects in Contract Accounts Receivable and Payable
IPS510
w
BP category
Business
Person Organization Groui
partner
For example:
Q.
Domestic
>> Foreign
+*
Grouping for internal/external number assignment
Q-
CQ Other
Figure 20: Business Partner: Business Partner Group
A business partner group is a classification of business partners according to criteria that the user can freely define. The procedure in customizing is as follows: • •
Definition of number ranges for the business partners Definition of groupings for the business partner and assignment of number ranges
Number range intervals and a type of number assignment are defined for each number range: • •
Type of number assignment: External or internal number assignment Number range intervals determine which numbers are permitted.
Business partner number ranges apply to all clients. The standard R/3 system contains number ranges for the groups provided, and these can be changed if necessary.
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© 2011 SAP AG. All rights reserved.
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Unit 1: Basics
IPS510
mu
BP category
Business
Person
partner
Group
Organization
For example: w
Q.
Private customer
Small >> business
Industry customer
Figure 21: Business partner: Business Partner Type
When you create a business partner in PSCD, the business partner type controls the field status definition (which fields on the business partner master record are mandatory, hidden, displayed or optional).
You can use business partner types to group business partners according to your own criteria. You can find the business partner type in the control data of the business partner.
mu
Address
I 1n I
Valid from...to
Postal addr.
Telephone
ED E-mail, fax. other
]
P
Standard address
Figure 22: Business Partner: Address Management
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Objects in Contract Accounts Receivable and Payable
IPS510
Central address management allows different addresses to be assigned to a business partner for different functions (see the business partner address types in Customizing). These addresses can be classified according to address types (e.g. delivery address, correspondence address, etc.).
You can maintain any number of addresses for each business partner. One address per business partner is flagged as being the standard address.
Postal data and information on different communication types is assigned to the address. You can maintain different communication types for each address (telephone, fax, Internet mail address, pager services, printers, remote mail, Secure Store & Forward, telex, teletex, URI/URL/FTP, X.400). The address can be used independently of the business partner. The address is an object in itself and offers interfaces. The business partner is based on these, and offers corresponding business partner interfaces. The standard address is always maintained on the “Address” screen.
As of release ERP2005, the standard address of a business partner is no longer portrayed using the indicator XDFADR in table BUT020. This indicator is obsolete and you can no longer specify it on manual entry. With effect from Release 6.40, the standard address is portrayed with the address use XXDEFAULT. If you want to use addresses on a time basis, you can create different standard addresses for different periods. For each time, you can specify one address as standard address for the business partner. Standard address Street/House No.
Postal code/city Country
138
Main Street
(J9l7s) CjNew York Region
DT
Valid combination?
Postal check (postal code, city, street) • Tested against regional structure in ERP • Use of external software by way of BADIs (Business Add Ins) Check for duplicates (error-tolerant) • Use of external software by way of BADIs (Business Add Ins) Search (error-tolerant) • Use of external software by way of BADIs (Business Add Ins)
Figure 23: Address Management: Additional Functions
To date, SAP uses software provided by the company UNISERV to carry out the above checks. Interfaces provided by the company Paricon make the link to Central Address Management. Integration with other software providers is also
planned.
2011
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Unit 1: Basics
IPS510
Integration is guaranteed by BADIs (Business Add Ins). BADIs are open interfaces that can be created at every level of a multi-level system landscape (R/3, country versions, IS solutions, partner, customer and so on).
Examples of checks: •
• •
Postal check: Postal codes, cities and streets, and combinations of these, are checked for consistency. To activate the central address management please review the SAP notes 098050 and 132948. During the check, missing elements are added. For example, if only the city has been entered, the postal code will then be added. When you create and change a business partner, you are offered a number of phonetically similar, existing partners for comparison purposes. In this way you avoid creating the same partner more than once.
Error tolerant search means, that you can search for duplicate business partner entries using the PF4 search function.
mn
Contract acct cat.
1
Contract account
= Grouping for:
1. General data ■ Cnnlracl account name ■ Account management data (interest. clearing)
2. Payments ■ Payer ■ I ncomingHoutgoing: Bank. card. payer , loch
3. OunningJCorrespondcnce ■ Invoicing ■
■ ■
Punning Correspondence controli'd jrtmngi'l rjc k recipients: Addttiona
Figure 24: Contract Account: Structure and Function
For posting a document, a contract account must be assigned to a business partner. A contract account can represent a grant type. This is required for open item accounting in PSCD. It is also a unit to group postings for the business partner (such as the tax type).
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Objects in Contract Accounts Receivable and Payable
IPS510
The contract account category determines the following attributes: Whether you are allowed to assign only one business partner or more than one to a contract account. Whether you are allowed to assign only one contract or more than one. Whether you are allowed to maintain a contract account online. The number range that is allowed for external or internal number assignment. Whether it is a one-time account. The editing screens or data fields that you can use to edit the contract account.
• • • • • •
You can use the method “BAPI CTRACCOUNT EASYCREATE” to create a contract account with sample values. Contract account I
General (fatal
P.iymo'U/NnwsI
Ou-nning/corresp,
Payment data (general) Company tud* group; Standard company code: Payer; Paid by:
MOI OOOa
Mandatory
QwiD bunk dtcliails:.
HOI: Company code group T 2
-
N:l
■
■
OMd: Paying company code
* OH1: Company code
0H2: Company code
* 0H3: Company code
Figure 25: Contract Account: Company Code Group
The company code group includes all company codes that are permitted for posting to a contract account. One company code group is assigned to each contract account. Company code groups can overlap. This means, for example, you can have a group G1 that consists of company codes 0001, 0002, and 0003, and group G2 that consists of 0001 and 0003.
Using the new event 1010, you can check whether a company code group is permitted in a contract account. This enables you to prevent, for example, that cross-country groups (in certain contract accounts) are used.
2011
© 2011 SAP AG. All rights reserved.
25
Unit 1: Basics
mu
IPS510
■Company code group: Defines all company codes that are permitted for posting to a contract account ■
Paying company code:
Is responsible for payment transactions. You have to define house banks and payment methods for paying company codes ■
Standard company code: Is used for all postings for which no company code can be determined by other means
Figure 26: Company Codes in Contract Accounts Receivable and Payable
Exactly one paying company code is always assigned to each company code group in Customizing. A paying company code is responsible for payment transactions. You have to define house banks and payment methods for paying company codes. Several company code groups can have the same paying company code. The paying company code does not have to be in the company code group itself.
You can also specify the paying company code in a business partner item. In this case, this specification overrides the paying company code determined via the company code group of the contract account. If a paying company code specified in the line item is in a different country to the paying company code determined via the contract account, you also have to specify a payment method in the line item. In this case you cannot use the payment methods from the contract accounts since they refer to a different country. A standard company code is allocated to each contract account You use the standard company code for all postings for which no company code can be determined by other means (for example, for payments on account).
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© 2011 SAP AG. All rights reserved.
2011
IPS510
M
Lesson: Master Data Objects in Contract Accounts Receivable and Payable
Transition (from Releases < 4.72)
Responsible company code
Company code group
1§
Report
RFKKSTDBKJ
Paying company code
Standard company code Figure 27: Transfer of Responsible Company Code
The first check (contract account or document), which checks the validity of the company code group or has it as a prerequisite, automatically transfers the relevant company code to the company code groups and paying company codes. The system creates a company code group with the same key for each responsible company code. The company codes that were previously allocated to the responsible company code are allocated to this company code group. The responsible company code is allocated as the paying company code for the group. This guarantees the continuity for the existing organization model. The description of the responsible company code is copied as the description of the company code group. As the new description is language-dependent, it is automatically created in all languages used in the installation. The languages are determined by analyzing the document type texts.
Change to contract accounts A company code group and standard company code are necessary specifications for new contract accounts. You can use conversion report RFKKSTDBK to add the missing standard company code for contract accounts that already exist. The standard company code is then given the value of the previous responsible company code. The conversion of contract accounts can take place in sections subsequently. Accounts that have not yet been converted are handled by the system as though the conversion had already taken place.
2011
© 2011 SAP AG. All rights reserved.
27
Unit 1: Basics
IPS510
mu
\S*£
C
& ..$ÿ
w Creditworthinessÿ
to j yjautoin
;j
%& &
—
V
category
tic/ma mja I) /
CD
-
--
J
\o \C*
(ÿInterest keyÿ) tunning proceduri
S’
I
Account determination ID
Account class
(Tolerance groupÿi
Figure 28: Elements of the Customer Profile
The dunning procedure that should be used is defined at contract account level. The clearing category controls payment allocation and the clearing of credit notes and receivables. The interest key is used to determine individual conditions for interest calculation. The account determination ID is used for determining general ledger accounts. The tolerance group defines limits for payment differences in the incoming payment.
The business partner's payment patterns are reflected in his/her creditworthiness. You can override automatic determination of creditworthiness by entering a percentage-based weighting and creditworthiness data manually.
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Objects in Contract Accounts Receivable and Payable
IPS510
m
p
i:/ Dunning notices
\
Write-offs
m
/
[ £ (Dunning * Weighting) + £ (Returns * Weighting) + £ (Write-offs * Weighting) + £ (Manual entry * Weighting)
Dunning activities
Automatic creditworthiness
* Creditworthiness factor/Business partner
/ Returns
/ \ Returns
activities
I Manual entries
ount
determination
keys; Effects Figure 29: Creditworthiness 1
Creditworthiness is stored in the business partner's master data record. Creditworthiness can be updated manually or in the dunning run.
You can also enter creditworthiness data manually. This means that business transactions such as a customer complaint over unjustified returns (creditworthiness improvement) or “black lists” from external credit evaluators (worsening creditworthiness) can also influence a business partner's creditworthiness. Manual creditworthiness entries influence a business partner's creditworthiness the same as the entries created by the system. They can contain positive (worsening creditworthiness) and negative (improved credit worthiness) values. They can also be reversed.
2011
© 2011 SAP AG. All rights reserved.
29 ET
IPS510
Unit 1 : Basics
mn
Cc ril ami hn R- Vk
E‘1*
Qct-P
WT
Eift-f B-pdci
J »I . I
Ifrfri
I u, ntiffll t-j rj rj& [ ?ÿÿ L
SAP Cr*di1 Man >g« merrt • Creditworthiness In ismil ■: redltwo rth
f
nes-i
InLvmii!
credHwor1»ilnes!9
fl-usi nasu p.mn» creditworthy neÿ-x
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In
r
Rtle.i-te d.i't
[*CEa«*
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Cf6i3riwonnIriSfc« record*.
I
Yea r [ JAM FEBI. MAR I APR IWAYl JU H 1J JL Ifl JO 1 ;ooe 0 .0, IS £ JL 0 JL 0 0 & 2005 0 0 0 JL JL 0
S Ep[ OCT JL JL
JL
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MOVll DEC I JL JL
JL
JL
CHKtttworlhlnefta history
I Year i Number 2006
2C0S
I JL
Origin
Date
JBBGUUllflAJL
JL-3JZ.2QQ&
Reminder
03.03.2060
Returns
02.17.2006
Creditw.
m
Comr. Acer JDG0D45
RevcrwL
100Q04&
£.
1000044
Figure 30: Creditworthiness 2
Dynamic calculation of current creditworthiness:
Table of creditworthiness weighting TFK046A: 1 month - factor 4 2 months - factor 3 The following formula is used for the runtime 04.01.2003:
5 creditworthiness points (February) *3 + 15 creditworthiness points (March) * 4 = 75 creditworthiness number When SAP Credit Management from Financial Supply Chain Management is activated, the creditworthiness recorded in Contract Accounts Receivable and Payable is transferred to SAP Credit Management and is used to evaluate the internal creditworthiness that is stored here. Internal processes such a dunning and returns processing shall be influenced by the internal score of SAP Credit Management and thus it has to be transferred back to Contract Accounts Receivable and Payable. It is visible here in the creditworthiness display in FI-CA with the date of the last replication.
30
©2011 SAP AG. All rights reserved.
2011
IPS510
Lesson: Master Data Objects in Contract Accounts Receivable and Payable
M Account
iTT.rÿi
J'-: Posting lock
..
I : I Acct_l
E33
ES3 : I l *cct_| C33 r \Acct_\ : Ifffllpl I QB i\'
w
Figure 31: Lock Concept
Postings to a contract account can be prevented by a central posting block. This prevents postings, clearing, reversal, and the cancellation of clearing for the involved account.
In addition, the open items in this account are not dunned. During online clearing processing, open items of blocked contract accounts are flagged with an appropriate icon. It is not possible to activate these items. Individual business processes can also be prevented by locks. You can set these locks for all items at contract account level, or at the level of an individual item.
Lock reasons can be defined in Customizing. All locks can be given a time limit. Once this limit has expired, the locks are deactivated. You can generate a list of business locks in the SAP application menu under Utilities Industry * Contract Accounts Receivable and Payable —> For Contract Accounts — > Evaluation of Business Blocks. When you do this, you can select lock entries according to business partner, contract account, lock category, process and lock reason. The entries are output as a report list or ALV list and can be sorted according to business partner or contract account.
—
You can create processing locks with transaction FKLOCK2 (menu: Periodic Processing > For Contract Accounts). Using the selection criteria Business Partner, Contract Account, Contract, and Company Code, you can set mass locks for a combination of Lock Category, Process and Lock Reason. To delete mass locks, use transaction FPLKDEL.
—
2011
© 2011 SAP AG. All rights reserved.
31
Unit 1: Basics
mu
IPS510
Business locks can be entered at the level of ■ Contract accounts ■ Contract objects ■ Line items Business locks can be set for an unlimited or for a limited period
Mess locks can be... - Set (Transaction FKLOCK2) - Deleted (Transaction FPLKDEL)
0
Figure 32: Locks
Locks for contract account: Dunning, posting, invoicing, correspondence dunning, interest calculation, incoming payments and outgoing payments.
You can set the lock for a limited period, or multiple locks for the individual business transactions.
P
Hint: If you only define one reason for the lock, then it is valid for an unlimited amount of time. If you only enter one lock reason, then you can change or delete it. If you have set several time-dependent locks, use the arrow key to make changes. You can then enter the changes in a dialog box. If you have set multiple time-dependent locks, then only a ~ is displayed. In this case you can use the arrow key to display the other locks.
To evaluate locks that have been set, use transaction FPLKA , 'Periodic Processing — > For Contract Accounts — > Evaluation of Processing Locks'.
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Objects in Contract Accounts Receivable and Payable
IPS510
Bank Data and Payment Card Maintenance •
You can use transaction FPP4 to: -
Create new bank details (determine a new bank ID for event 1053)
-
Change/delete existing bank details Create new payment cards
(determine a new payment ID for event 1054) -
-
-
Change/delete existing payment card details and create customer contacts Print confirmation letters Control follow-up actions (such as dunning reversal and reversal of locks)
Make further changes to a contract account (event 1083)
Transaction FPP4 makes it considerably easier to change business partner-related bank data. This allows you, for example, to change the bank details for a customer changing from cash payer to direct debit payer in the business partner master record and in dependent objects at the same time in the Maintain Payment Data transaction. You can use a flexible set of rules to control follow-up actions such as the reversal of dunning notices.
If you set the 'Create Bank ID' indicator in the client-specific settings in Customizing, you can determine a new bank details ID for the relevant business partner at event 1053. If you set the 'Create Credit Card ID' indicator in the client-specific settings in Customizing, you can determine a new payment card ID for the relevant business partner at event 1054.
With a function module processed in event 1083 you can make further changes to the contract account when you save the data. In this event, you can, for example, change the field Planning Group in the contract account if a customer changes from being a cash payer to a direct debit payer.
2011
© 2011 SAP AG. All rights reserved.
33
Unit 1: Basics
IPS510
mu
Requirement: Creation of new bank details that should be used for outgoing payments only Business partner 400000131 Bank details:
0001 Deutsche Bank - 0002 UBS - 0003 Credit Suisse -
All steps in one: Maintain bank
details
Credit card details: 0001 Visa
Contract account I
Contract account II
Bank details for incoming payments: 0001 Bank details for outgoing payments: 0003 Credit card details for incoming payments: 0001 Credit card details for outgoing payments: 0001
Bank details for incoming payments: 0002 Sank details for outgoing payments: 0003 Credit card details for incoming payments: 0001 Credit card details for outgoing payments: 0001
Figure 33: Bank Data and Payment Card Maintenance
Transaction FPP4 Maintain Bank Data makes it much easier to change a business partner's bank details. This allows you, for example, to change the bank details for a customer changing from cash payer to direct debit payer in the business partner master record and in dependent objects at the same time in the Maintain Payment Data transaction.
The following is possible: • • • • • • • •
Create new bank details Change/delete existing bank details Create new payment cards Change/delete existing payment card data Create customer contacts Print confirmation letters Control follow-up activities (such as dunning reversal and reversal of locks) Make further changes to a contract account (event 1083)
If you set the 'Create Bank ID' indicator in the client-specific settings in Customizing, you can determine a new bank details ID for the relevant business partner at event 1053.
If you set the 'Create Credit Card ID' indicator in the client-specific settings in Customizing, you can determine a new payment card ID for the relevant business partner at event 1054.
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© 2011 SAP AG. All rights reserved.
2011
IPS510
Lesson: Master Data Objects in Contract Accounts Receivable and Payable
With a function module processed in event 1083 you can make further changes to the contract account when you save the data. In this event, you can, for example, change the field Planning Group in the contract account if a customer changes from being a cash payer to a direct debit payer.
mn
IMG
r\ I Financial Accounting-ÿ Contract Accounts Receivable and Payable
—Q — -
Organizational Units Set Up Company Codes for Contract Accounts Receivable and Payable Define Company Code Groups
Assign Company Codes to Company Code Groups
|
—
Basic Functions Application Area
-5 B -B
Contract Partner
Changes to Payment Transactions Contract Accounts Define Account Determination Characteristics
-B -B
Postings and Documents Open [tern Management
MaintaiiTTolerance Groups
Figure 34: Basic Customizing
The overviews of the Customizing activities in this unit only represent an extract of the IMG.
Customizing of the (central) business partner is stored in the “cross-application components” area.
2011
© 2011 SAP AG. All rights reserved.
35 ET
Unit 1: Basics
mu
IPS510
Lesson Summary You should now be able to: • Explain the most important master data objects in Contract Accounts Receivable and Payable and their controlling elements.
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
Lesson: Master Data Public Sector Lesson Overview This lesson will teach you about the special features of the master data objects within the PSCD solution
M
Lesson Objectives After completing this lesson, you will be able to: •
Create and link the different master data objects in PS-CD.
Business Example
m
Business Partner
Natural Person(s) or Legal Entity
4
Contract Account
Contains Posting Information
Contract Object
Person/Object/Right Referenced by the Business Transaction
Figure 35: Master Data Structure: Structure Element
SAP business partner: Is a natural or legal person. Contract account: Does not physically exist, contains accounting information.
Contract object Exists (or does not exist), is either a natural person/legal entity, a moveable or non-moveable object or a right. • •
Physical contract objects can be properties or cars, for example. Intangible, business partner-related contract objects can be a trade license or another tax object (contract, notice), for example.
You can use the component SAP Business Partner to create and manage business partners centrally.
2011
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Unit 1: Basics
IPS510
If you use this component, you can merge partner data that may be distributed over several systems within one company.
Seamless integration of customer-specific data is possible without modification, that is, release-independent, because defined interfaces exist for this purpose. The SAP Business Partner component is part of SAP Business Framework. This has considerable advantages because the link to the Business Framework ensures that the business partner can be integrated into an existing system landscape and that you can work with other external applications. Minimal Master Data Structure for Postings in PSCD
PQ
Person A
Butlnest Partner
Contract Account
Wifta Chary?*
Childcare Contribution
Rent
Contract Object
Figure 36: Master Data: Minimum Structure
You can post documents directly at contract account level without a contract object. At least one business partner must be assigned to a contract account. You can assign additional business partners to the relevant contract account if this is allowed for the corresponding contract account category in Customizing.
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
Contract Object as REFERENCE for Revenue/Expenditure
M
Contract Account
Owner
Person A
Business Partner
Waste
Childcare
Charges
Contribution
Company B
Trade Tax
Rent Alternative Payer
Contract Object
Waste Ch rgs for Prope»rty
Contribution
for Child A
Rent for Building A
Branch A
Branch
B
Waste Chrrgs for Buildinig A
Figure 37: Master Data: Contract Object (Scenario 1)
If you use the contract account object as a posting level when the document is posted, this enables you to use the following functions:
You can assign a contract object to one or more business partners (for example, mapping of condominium owners' association). The selection option is defined in Customizing.
You can define the following control elements at contract object level: • • •
2011
Control of payment methods for incoming and outgoing payments Conrol data for expected inbound correspondence Cash reference number (if necessary, with check digit procedure)
© 2011 SAP AG. All rights reserved.
39
IPS510
Unit 1 : Basics
Contract Object as OBJECT for R eve nuefE x pen di tune
ID
Owner
Person A
Contract Account
Waste Charges
Company B
+
Biistnenn Partner
Childcare Contribution
Trade Tax
Rent
Child A
r
i
Branch A
Branch B
Contract Object
funding
A
Property A
Figure 38: Master Data: Contract Object (Scenario 2)
You can also assign several contract accounts or tax types to the contract object as an object for a property, a branch and so on. Summarizing Contract Accounts
ID
Owner
Person A
Business Partner
Contract Account
Claims under Public Law
Contract Object
Claims under
Claims under Private Law
r
i
Waste Charges
Childcara
for
Contribution
Property X
for Child A
[
Company B
Public Law
1 Trade Tax
Rent
Branch A
for Building A Trade Tax
Waste Charges (or Building A
Branch B
Figure 39: Master Data: Summarized Contract Accounts (Scenario 3)
It only makes sense to use different contract accounts for different revenues for each business partner if you have a manageable number of revenue types.
40
©2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
Using different contract account categories depends on whether different dunning procedures and clearing controls for payments are relevant for different receivable types.
You can distinguish between the different receivable types by using different contract object types and/or main and subtransactions in the document. ()
mn
= if indicator is activated
Which address? c i
Bank details Payment card
CL
OJ
a
I a
(Bank details ID)
Bank details ID Payment card ID Payment method
(Payment card ID)
(Payment method)
Alt. payer/receiver
(Alt. payer/receiver)
Payment block
(Payment block)
Correspondence control
(Correspondence control)
Correspondence variants
(Correspondence variants)
Bc
Alt./add. receiver
8.
Posting rules/blocks Dunning control/blocks Invoice type
Interest calculation/block Clearing control
■£ Separate bill creation block O
c in
ul C
3
c
(Alt./add. receiver)
H
O
Inbound corresp. dunning proc./block
jg
Dunning block
o
QJ
in O
cs c
o
o
Control Parameters Figure 40: Control Parameter in the Master Data
You can use the data contained in the posting documents to override or extend the some of the above-mentioned control parameters. For example, you can define the payment methods and dunning procedures in line items. Apart from the exceptions 'dunning procedure' and 'alternative clearing control' (contract account level), you can use the control parameters for contract objects AND contract accounts at master data level.
P
2011
Hint: You can control whether the the payment parameters defined in the contract object or the payment parameters defined in the contract account are used by setting the corresponding indicator in the contract object.
© 2011 SAP AG. All rights reserved.
41 ET
Unit 1: Basics
mu
IPS510
Duplicate Check: Smith
First Name/Last Name
Peter
Street/House Number
Main Street
Postal Code/City
69115
138
New York
Similar Business Partners
David O'Hara/138/Main Street/69115 Washington Marcus Lopez/138/Main Street/69115 Washington
Figure 41: Duplicate Search for Creating Business Partners
As of release ERP 2005, you can use transaction FMCABP to search for duplicates that already exist when you create a business partner. In Customizing, you can define which rule you want to use (name, address, bank details) to select business partners that have already been created. If the system finds duplicates, the user can decide to copy these proposals.
mu
Contract Object Category
I
Contract Object Type Contract Object -
Grouping for:
Number range ■ Inter no I/ external number assignment ■ Field modifications ■ Specific rules for payment data and commitment data (correspondence)
■
Figure 42: Contract Object: Configurations
In the basic data, you enter the names of the contract object and the contract object type assigned to it. The contract object type defines the grouping characteristic of the contract object. You can define a contract object type in Customizing for the contract object.
gzr 42
© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
You can use contract object types to differentiate between the contract objects. Contract object category: See the next slide. Business Partner/Contract Account
£
Contract Acct Data
1. Relationship data 2. Payment data 3. Correspondence 4. Inbound correspondence Admin, data Object number Object type Short text
General data Cross-Business-Partner Figure 43: Contract Object: Master Data Structure
In BDT (Business Data Toolset), you define the data structure of a contract object type. This is called the contract object category. In the context of the BDT application object “contract object”, the term “category” is used as a synonym for “business partner role” (BP role). SAP provides three contract object categories (“PAAC with a link to the business partner and contract accounts", “PSOB without a link to the business partner and the contract account”, “PSDD for a campus with a link to the business partner, the contract account and the due date”). The contract account data is not mandatory.
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2011
Hint: As soon as postings are made, this data can no longer be changed.
© 2011 SAP AG. All rights reserved.
43
Unit 1: Basics
mu
IPS510
Basic Data
Contract Object Type
|ÿ&|D with Sample l
Contract Object
■*
□ AfR and ATP Data | □ A
Sample for A/R and A/P Data
0
Business Partner 1 Business Partner 2 Contract,
Account
10
Contract
Account
20 Figure 44: Contract Object: Configuration
You can create a contract object directly, you can use a template (an existing contract object) or you can use template values from Customizing. You can only assign a contract object to a business partner, a contract account (contract account data) using a contract object type with the contract category “PAAC or PSDD” defined in Customizing. You can create the contract account data with or without the default values defined in Customizing for the contract object. On the Basic Data tab page, you enter a partner relationship by assigning a business partner and a contract account type. If necessary, you can create new business partners and contract accounts directly.
If you want to have a different control logic for the contract object from the one assigned in the contract account, proceed as follows: To define an alternative correspondence control, set the “Correspondence Parameters Active for Contract Object” indicator on the Correspondence tab page and enter the required correspondence data.
To define an alternative invoicing, you must set the “Correspondence Parameters Active for Contract Object” indicator and the “Separate Invoice” indicator on the Correspondence tab page and enter an invoice type. To define an alternative payer or payment recipient set the “Correspondence Parameters Active for Contract Object” indicator on the Payment Data tab page and enter the relevant business partner.
44
© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
You can flag individual records of contract account data that are assigned to a a contract object as obsolete and thereby exclude them from the further contract object processing (for example, in transaction PSOBWORK). The prerequisite for setting this indicator is that there are no open items or open inbound correspondence for the specified contract account data record (that is, for the specified business partner, contract account type and contract account). You can set the Obsolete indicator on the Basic Data tab page in the administration data screen area. The contract account data records are hidden in all the F4 helps and overview lists for contract objects. Only administrators with the special authorization F KK SOND for activity '24' can display and edit these entries in transaction PSOBWORK. Administrators can edit obsolete account data by following the menu path Extras — > Administration — > Display Obsolete Data or Hide Obsolete Data.
For each contract object type, you can define in Customizing whether several business partners are allowed to be assigned to a contract object or whether this should be a unique assignment. Since each assigned business partner corresponds to a record of tax data for the PSCD, the number of assigned contract accounts is also reduced if this option is active.
Check digits •
Check digits allow you to validate: -
Business partner numbers Conract account numbers Contract object numbers
Prerequisite: Internal number assignment Check digits allow you to validate contract account and/or business partner numbers and you can use them with incoming payments. To be able to use check digits, contract accounts and business partners must have internal numbers.
Example: A customer has deposited a payment and has entered his contract account number in the Payer field by mistake. In this case, the check digit algorithm can automatically correct the error (if the error does not involve several numbers). SAP does not provide the algorithm, however it does deliver the required events. Business partner: You add the check digit procedure with event 1051. SAP provides sample function module FKK_SAMPLE_1051_2_CFIECKDIGITS for two check digits.
2011
© 2011 SAP AG. All rights reserved.
45
Unit 1: Basics
IPS510
Contract account: You can use leading check digits when you create contract accounts. You can have one or more characters. Event 1019 and function module FKK SAMPLE_1019 2 CHECKDIGITS (the delivered sample function module that uses two check digits) are used for the contract account check digit procedure. Contract objects: You can use a customer enhancement to implement a check digit procedure for the contract object numbers. You can find further information about this in sample function module FMCASAMPLEP500. SAP provides a check digit procedure for contract objects based on the modulo 11 procedure (FMCA_MODULOll_DIGIT_P500). This procedure is supported during the interpretation of note to payee of the electronic account statement.
PD
Business Partner Overview "t?Of Dlroiay Business Pamwi
O'
PwlwW/rounliCantract
~ Aept
"
1000301 ■V
Si
8000031
Q 2000401
3 90000)1 ° Ciaoooeot B $000041 $000041 /000031
Atcount Maintenance
(Name
‘ Fm* Narrowfleld nt waste water fa* 9999 Propel* A 03 Proper* Ta* 9090 Propel* A 04 Semies
...
c
Dunning Mwwtv
Master Data Business Partner
>
'
Initaiimenl PUn History
j| Find Payment
S 2,™ 00400321
555556
004906Z21
0001 Child tare 600? P abom fee HO-Y 0003 Oamaoe fee
Balances
Attfialante
Ifl
PawnenlLnt
[
Cleared Wms
—
« aw » L lilS? AiSK • « account Balance tor 0Pt -
9X
LD6
\k
MOMDT WOOOlCiOMMU* looowi .
I
300.00
•
‘
—lew. nmi.nr— IwpwBajm-Ba ;40IQ |00M ,01 m ;m JMI j 1 *nio I woo jar dT 3QOB iooc
1
Figure 45: Business Partner Overview
The business partner overview is configurable. You can assign a configuration to individual users in user maintenance or you can define it as the standard. The contract accounts and contract objects of the business partners are displayed hierarchically in a tree structure. The contract objects are subordinate to the contract accounts. The user can navigate in this tree by double-clicking or by using the environment menus. The system displays some data for the master data object that is currently selected in the top screen area. You can use a customer-specific program and subscreen to define the master data information. The system displays the additional data for a business partner on a tab page. You can customize the sequence of the tab pages and how they are displayed.
Data retrieval is carried out in events. You can replace the standard modules for data retrieval by customer-specific modules.
EZT
46
© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
You can navigate from the user interface to a number of other transactions. Additional functions that you can set in Customizing are provided as pushbuttons or menu entries for calling editing functions. You can define the business partner overview settings in Customizing under: • •
2011
Configure Business Partner Overview Maintain Additional Functions for Business Partner Overview
© 2011 SAP AG. All rights reserved.
47 ET
IPS510
Unit 1 : Basics
48
©2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
Exercise 1: Master Data Public Sector Exercise Objectives After completing this exercise, you will be able to: Create master data Maintain the relationships between the business partner, the contract account and the contract object Change bank data
Business Example Your administration is responsible for collecting different taxes and charges. The business partner requires three contract accounts for property tax, waste water fees and other charges. The business partner requires two addresses. Your business partner aggrees on subsequent automatic debit for property taxes and fees with your administration.
Task:
mn
Business Partner
I
I
Contr. Acc. Waste Wtr Fee
Contr. Acc. Property Tax
Contr. Acc. Services
~Z_ Cont. Obj.: ChildcareBcont. Obj: Park. Fees I Cont. Obj.: Waste Charges
Document 4010/0000
DD/MM-1/YY
I
Document 4010/0000 DD-5/MM/YY
Dunning
Partial Write-Off
Installment Plan
I Automatic Debit I
I
I
I
Acceptance Rq.
Acceptance Rq.
4010/0200 01/MM/YY
4010/0400 OO/MMYY
4010/0400
DD/MMM/YY
Document 4010/0300 DO/MM/YY
Payment Lot Check Lot
Cash Desk
Invoice
Cash Desk
Returns
[ Inbound Corn
L
Standing Req.
Bank Statement
I
Revenue Distribution
Figure 46: Master Data: Overview
1.
Master data overview
Continued on next page
2011
© 2011 SAP AG. All rights reserved.
49 ET
IPS510
Unit 1 : Basics
mn
Business
Person A
Partner
Contract Account
Waste Water Fees
Property Tax
Contract
Childcare
Property A
Object
Services
Parking Permit
Contribution
Waste Charges
Figure 47: Master Data: Overview
2.
Create business partners
Choose your user menu (or choose Ctrl+FlO). (
—
Hint: Check your user parameters under System * User Profile > Own Data Parameters’ tab page Parameter ID ADDRESSSCREEN’ and assign parameter value ‘001’.
]
—
—*ÿ
—*ÿ
—
Menu path: Master Data »• Business Partner (FPP1)
P
—
>
Create Contract Partner
User Profile Own Hint: Check your user parameters (System Data) for the parameter “ADDRESS SCREEN” with fixed value ‘004’ for the US address format and ‘001’ for the European address format.
SAP field names
Data
Select 'Person' and choose 'Enter' Initial screen Business partner
BPXX (XX is your group number)
Grouping
PSCD alphanumeric (9999)
Business partner role
Contract partner (MKK)
Tab page: Address Name Continued on next page
50
©2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
First name
Your first name
Last name
Your last name
Search terms Search term 1
Your initials or your last name
Standard address Enter your standard address and the address for the dunning notices
Street
Standard Street
House number
Your house number
Postal code
77777
City
Standard Town
Country
US
Region
Use the F4 help to make your selection
Communication Telephone
Your telephone number
E-mail
Your e-mail address
Tab page: Address Overview Enter the second address for the dunning notice. To enter the additional address, go to the Address Overview tab page. In the address overview, choose Create Q (paper icon) and enter the relevant additional address.
Street
Dunning Street
House number
Your house number
Postal code
88888
City
Dunning Town
Country
US
Choose 'Continue' to return to the address overview.
Assign your standard address to the address usage 'correspondence address'. Double-click the address usage 'standard address' and assign the relevant address.
Continued on next page
2011
© 2011 SAP AG. All rights reserved.
51 ET
Unit 1: Basics
IPS510
Tab page: Identification Personal data Choose H (Additional fields) Enter the gender or other personal data. Choose 'Relationships'. Here, you can define relationships to other business partners. No entry.
Choose 0(Save) Make a note of the number of your business partner: Business partner number 3.
3. Create contract accounts: Create two different contract accounts with internal number assignment.
PD
Business
Person A
Partner
t Contract Account
a:
X
Property Tax
/ \ \
Waste
\
Water Fees
1 /
\ X
*
Contract
Property A
Object
s
Services
/
Childcare Contribution
Parking Permit
1
Waste Charges
Figure 48: Master Data: Overview (Contract Accounts)
Menu path: Master Data CAA1)
—
>
Contract Accounts
—
>
Create (transaction
Contract account 1: Waste water fee:
Continued on next page
gzr 52
© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
SAP field names
Data Contract account 'Waste water fee'
Enter business partner number
BPXX (your business partner)
Enter contract account type
0 1 (Waste water fee for property)
Choose 'Create with Sample' or 'ENTER'.
Tab page: General data
Enter the contract account name
Waste water fee group XX
Account relationship
Account holder
Tolerance group
Standard 0% (EUR)
Clearing Category
Public law
Interest key
Interest calculation per month started 1%
Tab page: Payments/Taxes Company Code Group
0001
Standard Company Code
0001
Tab page: Dunning/Correspon¬ dence Dunning Procedure
02 - Dunning w/o interest calc. coll.agenc.
Corresp. Variants
Variant 01
Choose EO(Save) Contract account number
Contract account 2: Property taxes and fees SAP field names
Data
Contract account Property taxes and fees
Enter business partner number
BPXX (your business partner)
Enter contract account type
03 (Property tax)
Choose “Create with Sample”. Check whether the following specifications were transferred automatically
Tab page: General data Change the contract account name from
Grundbesitzabgaben taxes and fees
—
>ÿ
Property
Continued on next page
2011
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53
Unit 1: Basics
IPS510
Account relationship
Account holder
Change the tolerance group
Standard 0% (EUR)
Interest key
Interest calculation per month started 1%
Tab page: Payments/Taxes Company Code Group
0001
Standard Company Code
0001
Tab page: Dunning/Correspon¬ dence Dunning procedure
Dunning w. interest on monthly basis
Corresp. Variants
Variant 01
Choose 0(Save) Contract account number
4.
Create a contract object: Create a contract object for your business partner. Start by entering the contract object type and then choose Create. The number assignment is internal.
Menu path: Master Data
—
>
Contract Object
(transaction PSOBWORK)
—
>
Edit Contract Object
Continued on next page
gzr 54
© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
mn
Business Partner
Person A
/
Contract Account
/
A
Waste''
Property Tax
/
/
Water Fees
Services
V
I I
I I
t t
/ \
Contract Object
\
Property A
\
/ /
Childcare
Parking
Contribution
Permit
Waste Charges
s V
Figure 49: Master Data: (Create a contract object “Property” and its assignment to the contract accounts “Waste Water” and “Property Taxes and Fees”)
Create contract object 1: Property
SAP field names
Data Contract object #1
Contract Object
No entry (internal number assignment)
Contract Object Type
9999 (property)
Choose ‘D Create' Name of object
Property from group XX
Choose ‘D Sample for A/R and A/P Data’ Business partner number
BPXX (your business partner)
Choose the contract account category
01 (waste water fee)
Choose Enter to check the correct entries. Choose O(Save) Contract object number
Continued on next page
2011
© 2011 SAP AG. All rights reserved.
55 EF
Unit 1: Basics
IPS510
Note: Now enter the assignment to the second contract account
Select the contract object that you have created and choose $ (Change). Choose “Sample for A/R and A/P Data” Business partner number
BPXX (your business partner)
Choose the contract account category
03 (property tax)
Go to the Inbound Correspondence tab page.
Status
Automatic request
Periodic
Annually
First period (year)
YYYY-1
Correspondence dunning procedure
Correspondence Dunning Standard
Choose C9(Save) Create contract object 2: Child care contributions
PD
Business Partner
Person A
\
/
A!
/
Contract Account
Waste I Water Fees
Property Tax
Services
1
t I
I
I
1 Contract Object
'
Property A
1
Childcare
Waste
Contributioni
Charges
Figure 50: Master data: (Create a contract object “Child care Contribution” and, at the same time, create a new contract account “Services”)
SAP field names
Data Contract Object: Child care
Contract Object
No entry (internal number assignment)
Contract Object Type
0001 (Childcare contribution)
Continued on next page
gzr 56
© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
Choose ‘D Create’ Object name
Child 1 for group XX
Business partner number
BPXX (your business partner)
Choose Sample for A/R and A/P Data Choose D “Create Contract Account”. You can create a new contract account for services Create a contract account 'Service'
SAP field names
Data
Contract account
No entry (internal number assignment)
Business partner number
Copied from contract object
Contract account cat.
04 (Services)
Choose Create with Sample Check the following default values Tab page: General data Enter the contract account name
Services group XX
Account relationship
Account holder
Check the tolerance group
Standard 0% (EUR)
Clearing Category
Public law
Interest key
Interest per started month
Tab page: Dunning /Correspondence Invoice type
Invoice type 0 1
Dunning procedure
Dunning w/o interest calc. coll.agenc.
Corresp. Variants
Variant 01
Choose EO(Save) Contract account number Choose O' (Back F3) to return to transaction 'Create Contract Object'.
Choose C9(Save) Continued on next page
2011
© 2011 SAP AG. All rights reserved.
57
Unit 1: Basics
IPS510
Contract object number
Contract object parking permit and waste charges:
PD
Business
Person A
Partner
Contract Account
Waste Water Fees
Property Tax
Services
E LU
Contract Object
Property A
Childcare
Contribution
\
v
Parking Permit
\
Creditors
\
\ Waste Charges
✓
X-
/
Figure 51: Master data: (Create two contract objects “parking permit” and “waste charges” incl. assignment to contract account “Services”.
Contract object Parking permit
Data
SAP field names
Contract object Parking permit Contract Object
No entry (internal number assignment)
Contract Object Type
0002 (Parking permit)
Choose ‘D Create'
Name of object
Your vehicle number
Choose ‘D Sample for A/R and A/P Data’
Business partner number
BPXX (your business partner)
Contract account category
04 (Services)
Tab page: Correspondence Set the indicator for “Correspondence Parameters Active for Contract Object”
X
Correspondence variants
Variant 01
Continued on next page
gzr 58
© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
Separate Invoice
X
Invoice type
Invoice type 01
Choose El(Save) Contract object number _ Contract object Waste charges:
SAP field names
Data Contract object Waste charges
Contract Object
No entry (internal number assignment)
Contract Object Type
0003 (Contract for garbage fee)
Choose ‘D Create'
Waste charges group XX
Name of object
Choose ‘D Sample for A/R and A/P Data’ Business partner number
BPXX (your business partner)
Contract account category
04 (Services)
Choose O(Save) Contract object number
5.
Change bank details
Your business partner wants to arrange an automatic debit for the property taxes and fees contract account. You change the bank details for the business partner and you enter the payment method 'automatic debit' for the corresponding contract account. Menu path: Master Data (transaction FPP4)
— > Business Partner —> Maintain Bank Data
SAP field names
Data
Business partner number
BPXX (your business partner)
Choose © (Continue) or ‘Enter’
New bank details: Bank key
10020030
Country
US
Continued on next page
2011
© 2011 SAP AG. All rights reserved.
59
Unit 1: Basics
IPS510
Bank Account
Any account number
Choose Enter The system displays a new editing screen on which you must enter the new bank details ID.
Bank Details Choose fees.
0001
Deselect all the contract accounts up to the property taxes and
Choose Simulate Changes
Save your entries. The system lists the possible follow-up actions. Confirm these actions in the subsequent dialog boxes.
EZT
60
© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
Solution 1: Master Data Public Sector Task: Business Partner
Contr. Acc. Property Tax
Contr. Acc. Waste Wtr Fee
■HI
Contr. Acc. Services
~z_
Cont. Obj.:
ChildcareBCont. Obj: Park. Fees ■ Cont. Obj.: Waste Charges
[
] Document
Document 4010/0000 DD-5/MM/YY
4010/0000
DD/MM-1/YY
T
Standing Req.
4010/0200 01/MM/YY
Acceptance Rq. 4010/0400 OO/MMYY
|
Acceptance Rq. 4010/0400 DD/MM-M/YY
Document 4010/0300 DO/MM/YY
( Partial Write-Off
Dunning
I Installment Plan
Automatic Debit
Payment Lot Check Lot
Cash Desk
Invoice
Cash Desk
Returns Revenue Bank Statement
Inbound Corr.
Distribution
Figure 52: Master Data: Overview
1.
Master data overview
Business Partner
Contract
Account
Person A
Waste Property Tax
Contract Object
Water Fees
Services
Childcare
Parking
Waste
Contribution
Permit
Charges
Figure 53: Master Data: Overview
a) 2.
There is no solution.
Create business partners Continued on next page
2011
© 2011 SAP AG. All rights reserved.
61 EF
IPS510
Unit 1 : Basics
Choose your user menu (or choose Ctrl+FlO).
f ;
Hint: Check your user parameters under System — > User Profile — > Own Data * Parameters ' tab page —*ÿ Parameter ID ‘ADDRESSSCREEN’ and assign parameter value ‘001’.
—
Menu path: Master Data
Business Partner — Create Contract Partner
(FPP1)
P
User Profile Own Hint: Check your user parameters (System Data) for the parameter “ADDRESS_SCREEN” with fixed value ‘004’ for the US address format and ‘001’ for the European address format.
SAP field names
Data
Select 'Person' and choose 'Enter' Initial screen Business partner
BPXX (XX is your group number)
Grouping
PSCD alphanumeric (9999)
Business partner role
Contract partner (MKK)
Tab page: Address Name
First name
Your first name
Last name
Your last name
Search terms
Search term 1
Your initials or your last name
Standard address Enter your standard address and the address for the dunning notices
Street
Standard Street
House number
Your house number
Postal code
77777
City
Standard Town
Country
US
Region
Use the F4 help to make your selection Continued on next page
62
©2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
Communication Telephone
Your telephone number
E-mail
Your e-mail address
Tab page: Address Overview Enter the second address for the dunning notice. To enter the additional address, go to the Address Overview tab page. In the address overview, choose Create D (paper icon) and enter the relevant additional address.
Street
Dunning Street
House number
Your house number
Postal code
88888
City
Dunning Town
Country
US
Choose 'Continue' to return to the address overview. Assign your standard address to the address usage 'correspondence address'. Double-click the address usage 'standard address' and assign the relevant address.
Tab page: Identification Personal data
Choose El (Additional fields) Enter the gender or other personal data. Choose 'Relationships'. Here, you can define relationships to other business partners. No entry.
Choose t9(Save) Make a note of the number of your business partner:
Business partner number a)
There is no solution. Continued on next page
2011
© 2011 SAP AG. All rights reserved.
63
IPS510
Unit 1 : Basics
3.
3. Create contract accounts:
Create two different contract accounts with internal number assignment.
mn
Business Partner
Person A
•v /
t
\
Waste Water Fees
Property Tax
I
Contract Account
t
\ \
✓
N
Contract Object
Services
/ /
Childcare Contribution
Property A
Parking Permit
Waste Charges
Figure 54: Master Data: Overview (Contract Accounts)
Menu path: Master Data
Contract Accounts
Create (transaction
CAA1)
Contract account 1: Waste water fee:
Data
SAP field names
Contract account 'Waste water fee' Enter business partner number
BPXX (your business partner)
Enter contract account type
01 (Waste water fee for property)
Choose 'Create with Sample' or 'ENTER'.
Tab page: General data Enter the contract account name
Waste water fee group XX
Account relationship
Account holder
Tolerance group
Standard 0% (EUR)
Clearing Category
Public law
Interest key
Interest calculation per month started 1%
Tab page: Payments/Taxes Company Code Group
0001
Continued on next page
64
©2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
Standard Company Code
0001
Tab page: Dunning/Correspon¬ dence Dunning Procedure
02 - Dunning w/o interest calc. coll.agenc.
Corresp. Variants
Variant 01
-
Choose O(Save) Contract account number
Contract account 2: Property taxes and fees SAP field names
Data
Contract account Property taxes and fees Enter business partner number
BPXX (your business partner)
Enter contract account type
03 (Property tax)
Choose “Create with Sample”. Check whether the following specifications were transferred automatically Tab page: General data
—
Property
Change the contract account name from
Grundbesitzabgaben taxes and fees
Account relationship
Account holder
Change the tolerance group
Standard 0% (EUR)
Interest key
Interest calculation per month started 1%
>
Tab page: Payments/Taxes Company Code Group
0001
Standard Company Code
0001
Tab page: Dunning/Correspon¬ dence Dunning procedure
Dunning w. interest on monthly basis
Corresp. Variants
Variant 01
Choose O(Save)
Continued on next page
2011
© 2011 SAP AG. All rights reserved.
65
IPS510
Unit 1 : Basics
Contract account number a)
4.
There is no solution.
Create a contract object: Create a contract object for your business partner. Start by entering the contract object type and then choose Create. The number assignment is internal.
Menu path: Master Data
— > Contract Object — > Edit Contract Object
(transaction PSOBWORK)
Business Partner
Person A
s Contract Account
/
iA
Waste'
Property
/
Water Fees
Tax
/
Services
V
I 1
I I
l \
\
Contract
\
Object
/
Property A
\
/
Childcare
Contribution
Parking Permit
Waste Charges
s V
Figure 55: Master Data: (Create a contract object “Property” and its assignment to the contract accounts “Waste Water” and “Property Taxes and Fees”)
Create contract object 1: Property SAP field names
Data Contract object #1
Contract Object
No entry (internal number assignment)
Contract Object Type
9999 (property)
Choose ‘D Create' Name of object
Property from group XX
Choose ‘D Sample for A/R and A/P Data’ Continued on next page
66
©2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
Business partner number
BPXX (your business partner)
Choose the contract account category
01 (waste water fee)
Choose Enter to check the correct entries.
Choose El(Save) Contract object number
Note: Now enter the assignment to the second contract account
Select the contract object that you have created and choose $ (Change). Choose “Sample for A/R and A/P Data” Business partner number
BPXX (your business partner)
Choose the contract account category
03 (property tax)
Go to the Inbound Correspondence tab page.
Status
Automatic request
Periodic
Annually
First period (year)
YYYY-1
Correspondence dunning procedure
Correspondence Dunning Standard
Choose E)(Save) Create contract object 2: Child care contributions Business Partner
Person A
/
4
/
Contract Account
Waste t Water Fees
Property Tax
Services
1
t I
I
I
1 Contract Object
Property A
'
1
Childcare
Waste
Contributioni
Charges
Continued on next page
2011
© 2011 SAP AG. All rights reserved.
67
Unit 1: Basics
IPS510
Figure 56: Master data: (Create a contract object “Child care Contribution” and, at the same time, create a new contract account “Services”)
SAP field names
Data Contract Object: Child care
Contract Object
No entry (internal number assignment)
Contract Object Type
0001 (Childcare contribution)
Choose ‘D Create’
Object name
Child 1 for group XX
Business partner number
BPXX (your business partner)
Choose Sample for A/R and A/P Data
Choose D “Create Contract Account”. You can create a new contract account for services Create a contract account 'Service'
SAP field names
Data
Contract account
No entry (internal number assignment)
Business partner number
Copied from contract object
Contract account cat.
04 (Services)
Choose Create with Sample Check the following default values
Tab page: General data Enter the contract account name
Services group XX
Account relationship
Account holder
Check the tolerance group
Standard 0% (EUR)
Clearing Category
Public law
Interest key
Interest per started month
Tab page: Dunning /Correspondence Invoice type
Invoice type 01
Continued on next page
gzr 68
© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
Dunning procedure
Dunning w/o interest calc. coll.agenc.
Corresp. Variants
Variant 01
Choose ED(Save) Contract account number Choose O' (Back F3) to return to transaction 'Create Contract Object'.
Choose H(Save) Contract object number Contract object parking permit and waste charges: Business
Person A
Partner
Contract Account
Waste Water
Property
Tax
Services
Creditors
Fees \
/
\
\
/
Contract Object
Property A
Childcare Contribution
\
Parking
ry Permit \ \
Waste Charges
✓
/
Figure 57: Master data: (Create two contract objects “parking permit” and “waste charges” inch assignment to contract account “Services”.
Contract object Parking permit
SAP field names
Data Contract object Parking permit
Contract Object
No entry (internal number assignment)
Contract Object Type
0002 (Parking permit)
Choose ‘D Create' Continued on next page
2011
© 2011 SAP AG. All rights reserved.
69 ET
Unit 1: Basics
IPS510
Your vehicle number
Name of object
Choose ‘D Sample for A/R and A/P Data’
Business partner number
BPXX (your business partner)
Contract account category
04 (Services)
Tab page: Correspondence Set the indicator for “Correspondence Parameters Active for Contract Object”
X
Correspondence variants
Variant 01
Separate Invoice
X
Invoice type
Invoice type 01
Choose 0(Save) Contract object number _
Contract object Waste charges: SAP field names
Data Contract object Waste charges
Contract Object
No entry (internal number assignment)
Contract Object Type
0003 (Contract for garbage fee)
Choose ‘D Create'
Name of object
Waste charges group XX
Choose ‘D Sample for A/R and A/P Data’
Business partner number
BPXX (your business partner)
Contract account category
04 (Services)
Choose 0(Save) Contract object number _ a)
5.
There is no solution.
Change bank details
Continued on next page
gzr 70
© 2011 SAP AG. All rights reserved.
2011
Lesson: Master Data Public Sector
IPS510
Your business partner wants to arrange an automatic debit for the property taxes and fees contract account. You change the bank details for the business partner and you enter the payment method 'automatic debit' for the corresponding contract account. Menu path: Master Data (transaction FPP4)
—
>
Business Partner
—
►
Maintain Bank Data
SAP field names
Data
Business partner number
BPXX (your business partner)
Choose © (Continue) or ‘Enter’
New bank details: Bank key
10020030
Country
US
Bank Account
Any account number
Choose Enter The system displays a new editing screen on which you must enter the new bank details ID.
Bank Details
0001
Choose if Deselect all the contract accounts up to the property taxes and fees.
Choose Simulate Changes
Save your entries. The system lists the possible follow-up actions. Confirm these actions in the subsequent dialog boxes. a)
2011
There is no solution.
© 2011 SAP AG. All rights reserved.
71
IPS510
Unit 1 : Basics
mn
Lesson Summary You should now be able to: • Create and link the different master data objects in PS-CD.
72
©2011 SAP AG. All rights reserved.
2011
Unit Summary
IPS510
M
2011
Unit Summary You should now be able to: • Explain the most recent solutions in the public sector • Use event management to integrate customer-specific requirements into the SAP System without modifying SAP programs. • Dramatically reduce the runtime for mass runs (such as payment runs or dunning processing) by using parallel processes. • Explain the most important master data objects in Contract Accounts Receivable and Payable and their controlling elements. Create and link the different master data objects in PS-CD. •
© 2011 SAP AG. All rights reserved.
73
Unit Summary
74
IPS510
©2011 SAP AG. All rights reserved.
2011
Unit 2 Documents Unit Overview This unit gives the participants an introduction into how to create, post and evaluate documents. It also explains the functions of requests in PSCD.
m
Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • • •
Explain the concept of the documents and the processes in Contract Accounts Receivable and Payable Explain the specific structure of PSCD documents and the configuration of document types. Post documents in PSCD and know the special functions for document entry in contract accounts receivable and payable. Carry out manual postings Use the account balance function Explain the concept of the integration into the general ledger, and know how to process and reconcile the transfer. Navigate to the account balance display and configure it for your needs. Transfer postings in the FI-CA subledger to the general ledger. Find and analyze the postings that you have transferred. Post requests in FI-CA Create general requests Update the relevant revenue/expense during the incoming payment from the general requests.
Unit Contents Lesson: Lesson: Lesson: Lesson: Lesson: Lesson:
2011
Lifecycle of Documents Document Structures Posting Documents Exercise on document posting Integration with General Ledger Accounting Account Balance Display
© 2011 SAP AG. All rights reserved.
77 84 93 105 109 121
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Unit 2: Documents
IPS510
Exercise 2: Analysis of Contract Accounts Lesson: Exercise on accounting integration Lesson: Public Sector Requests Exercise 3: Public Sector Requests - Document Entry Lesson: Exercise on General Requests
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© 2011 SAP AG. All rights reserved.
127 131 134 145 155
2011
Lesson: Lifecycle of Documents
IPS510
Lesson: Lifecycle of Documents Lesson Overview Contract accounts receivable and payable is a sub-ledger accounting component that manages mass data.
It is used for processing open items.
m
Lesson Objectives After completing this lesson, you will be able to:
Explain the concept of the documents and the processes in Contract Accounts Receivable and Payable
•
Business Example
Account Display
fo §
Ol (not due)
Ol (due)
-
2 Item (cleared)
Time.
oi
P
£
* v
-> /
\
L®
Archiving
Figure 58: The Life Cycle of an Open Item (1)
The life cycle of a receivable item in Contracts Account Receivable and Payable reveals which processes from Contracts Account Receivable and Payable are handled in PSCD: •
• • •
2011
Open items can be posted in invoicing, dunning, or returns processing. Alternatively, open items can be posted manually in subledger accounting The usual form of document posting is posting from an invoice. Items relevant for the general ledger are regularly compressed and transferred to the general ledger. Cleared documents that have expired can be archived. Opened and cleared items can be displayed in the account display function.
© 2011 SAP AG. All rights reserved.
77
Unit 2: Documents
IPS510
Payment (cash payer, direct debit payer) Account Display
w o
Ol (not due)
-
Ol (due)
Item (cleared)
S
Time
I
*3 5/
>
V
U® )
e Archiving
Figure 59: The Life Cycle of an Open Item (2)
Payments are initiated either by the business partner (cash payer) or via payment runs (direct debit). Payments usually clear open items. Payment (cash payer, direct debit payer) Account Display
Ol (not due)
g
-
Ol (due)
Item (cleared)
II
Time.
>
* 5
I §
V
5
i
Archiving
Returns
Figure 60: The Life Cycle of an Open Item (3)
In returns processing, cleared payments are reset, the source receivables are posted as debit items, and return charges are posted. Return charges can be bank charges that are passed on to the business partner or company charges.
78
©2011 SAP AG. All rights reserved.
2011
Lesson: Lifecycle of Documents
IPS510
mn
Payment (cash payer, direct debit payer) Account Display
Cn
-
01 (due)
Ol (not due)
5o
item (cleared)
2 fe S -g1
Time
a*
£
Si
V
L
5 $
o
v/
1
Dunning
5
Archiving
Returns
Figure 61: The Life Cycle of an Open Item (4)
Overdue items for cash payers or blocked items from direct debit payers can be dunned. Dunning charges or interest on arrears can be posted.
mn
Payment (cash payer, direct debit payer) W Account Display
S
O)
Ol (not due)
5o £
- Item
Ol (due)
(cleared)
J i 5
1 5
is'
2$
Time
$5,
\
Interest Calc.
I Dunning Archiving
Returns
Figure 62: The Life Cycle of an Open Item (5)
Interest calculation can be carried out automatically in invoicing and the dunning run, or it can be triggered manually. An interest document is posted. Interest can be calculated for cleared items as well as for credit and/or debit items.
2011
© 2011 SAP AG. All rights reserved.
79 EF
Unit 2: Documents
IPS510
mn
Payment (cash payer, direct debit payer) Account Display
o>
5o
01 (due)
Ol (not due)
- Item
2 Si
(cleared)
1§
Time
Ol (not due)
o
—
Ol (due)
- Item
(cleared)
l! fc\
Timi
£
I .2 5
1
I
Install. Plan
I Interest Calc.
I
\ T
©
)
V)
Dunning Archiving
Deferral
I Returns Figure 64: The Life Cycle of an Open Item (7)
80
©2011 SAP AG. All rights reserved.
2011
Lesson: Lifecycle of Documents
IPS510
You can define an installment plan for open items. Interest calculation can be triggered via the installment plan. The interest receivable is integrated into the installment plan.
mn
Payment (cash payer, direct debit payer)
a
Account Display
Ol (not due)
5o
-
Ol (due)
2 Item (cleared)
fe\
2%
Time
£
Inst. Plan
1
V•SK
Doubtful Entry Ind. Value Adj. Write Off
I Interest Calc.
5
I
1
Dunning
;
Archiving
Deferral
I Returns
Figure 65: The Life Cycle of an Open Item (8)
Overdue items can be entered as doubtful, adjusted individually or written off.
mn
Payment (cash payer, direct debit payer) Account Display
o>
Ol (not due)
- Item
Ol (due)
o
£
I'l
! i
I
s I z
5
1 2 o
3
! I
Inst. Plan
I
2 ®\ (cleared)
Doubtful Entry 5 Ind. Value Adj.
12 5
Write Off
Timi
til
V
Interest Calc.
I Dunning
Send to collection agency
Archiving
Deferral
T Returns Figure 66: The Life Cycle of an Open Item (9)
2011
© 2011 SAP AG. All rights reserved.
81 ET
Unit 2: Documents
IPS510
Items can be submitted to external collection agencies. Payments such as interest and external collection agency charges can be posted automatically or manually.
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© 2011 SAP AG. All rights reserved.
2011
IPS510
mn
Lesson: Lifecycle of Documents
Lesson Summary You should now be able to: • Explain the concept of the documents and the processes in Contract Accounts Receivable and Payable
2011
© 2011 SAP AG. All rights reserved.
83 ET
Unit 2: Documents
IPS510
Lesson: Document Structures Lesson Overview
mn
Lesson Objectives After completing this lesson, you will be able to: •
Explain the specific structure of PSCD documents and the configuration of document types.
Business Example
PQ
Description
NR
B1
Receivable
01
Z2
Incoming Payment
20
V3
Consumption Billing
31
Z4
Payment Run
66
R5
Repayment
Doc. Types
Number Range
Ext.
-
010000000000 019999999999 200000000000-209999999999 1
310000000000-399999999999 [ 660000000000 - 699999999999 ( 760000000000-769999999999 ! 1
_76
Figure 67: Document Types for Single Processing
Each document type is identified by a two-digit abbreviation in connection with a description. The document type classifies the document (for example, payment document). You can define for each document type whether it can be used for manual postings or as a document type for a payment or returns lot. Each document type is allocated to a number range. Document number intervals are specified for the corresponding document type using the number range. The number range also determines whether document numbers are assigned internally or externally.
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2011
Lesson: Document Structures
IPS510
Document number ranges are specified depending on the volume of the business processes.
M
Document Type
NR
V3
Individual 31 NR Mass
F1 F2 F3
Number Ranges
(—
Ext
31 310000000000 to 31 99999999 35 350000000000 to 3599999999 36 360000000000 to 3699999999
F1 320000000000 to 3299999999 F2 330000000000 to 3399999999 F3 340000000000 to 3499999999
□ '
NR Individual 35 36
Figure 68: Number Ranges for Mass Processing
In addition to the document number ranges for manual posting, extra number ranges must be defined and allocated for business transactions that result from parallel mass processing (for example, invoicing or payment run). The key for the mass processing number range must begin with a letter. The parallel background processes take their document numbers from these number range intervals. As a result, they must be defined depending on the volume of business processes and the number of parallel processes.
If individual postings of a certain category are frequently executed in dialog (for example, cash desk or cash journal), and if all postings are executed with the same document type, users may have to wait because all users access the same number range when document numbers are assigned. To avoid or reduce this period of waiting, several number ranges for individual postings can be allocated to a document type.
2011
© 2011 SAP AG. All rights reserved.
85
Unit 2: Documents
mu
IPS510
Doc. Header &
DFKKKO
Doc. number: 010023459101 Posting date: 02/22 Doc. type: F1 Currency: USD Reconciliation key: 3032701/SK1
1
1
010023459101
1
n
n Business partner item
[Jfl
DFKKOP
Amount BPART CCOOE Due Date Trans. 4711 02/22 01004)011 232.00 0001 010023469101
Item 0001
General ledger item [Jfj DFKKOPK CCODE G/L Account BA Cost Center Amount 800000 200.00 0001 0001 175000 32.00 010023469101
Figure 69: Structure of a PSCD Document (1)
The document header contains general data for the accounts receivable/payable document such as: the document number, document category, document date, posting date, currency, and reconciliation key. Data about the person making entries and about the origin are stored in the administrative data of the document header.
Data relevant to posting is stored in the business partner items: Data on the partner/contract, general ledger data (receivables account), data on the receivables amount, specifications on the due date, dunning and clearing data, cash management and forecast data, and other data. Information on offsetting posting is stored in the offsetting item. This normally means the line items for revenue posting(s) and the tax posting line items.
Offsetting items and tax lines are created automatically, so only the business partner items must be created.
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Document Structures
IPS510
SO
DFKKOPW
Repetition Item
Doc. Headerÿ
Due: 01/03 Doc. number:
010000234S91
Posting date: Doc. type: Currency: Reconil. key:
01/03 F1 EUR 03032701/SK1
Due: 02/03 Due: 03/03
1:n
010000234591
1
010000234591
\
Repetition group Repetition Item
01 03
*
n Business partner items
General ledger items
5B
n
BPART CCODE Due Date Trans. Amount 01/03 0080-0010 116.00 0001 4711
010000234591
I
Item 0001
CCODE G/L Account BA Cost Center Amount 100.00 0001 800000 0001 175000 16.00 010000234591
Figure 70: Structure of a PSCD Document (2)
Repetition documents are put into repetition groups. Installment plans are put into documents with repetition groups.
SO
Source receivable
Payment
■
Doc.number: 012204445552 Posting date: 03/05 Doc. type: 22 USD Currency: 30 50 ZEO 00 32 Reconcil. key: 2
010023459101 Doc. number: Posting date: 02/22 F1 Document type: USD Currency: Reconciliation key: 03032701/SK1
im
\
!
010023459101
Business Partner Item Amount BPART CCODE Due Date Trans. 0001 02/22 0100-0011 232.00 4711
010023459101
Hem 0001
General Ledger Item_
Bank Offsetting Item
CCODE G/L Account BA Cost Center Amount
CCODE G/L Account BA C.Cent. Amount 113100 232.00 0001
0001 0001
800000 175000
010023459101
200.00 32.00
012204445552
Item 0001
Figure 71: Structure of a Payment Document
The clearing document that can be posted, for example, during incoming payment, only consists of a document header and the offsetting item(s).
2011
© 2011 SAP AG. All rights reserved.
87 EF
IPS510
Unit 2: Documents
The following information is stored in the offsetting items: the payment amount, the corresponding general ledger account, and information on the cleared document. The document number of the clearing document, the clearing date, and the clearing amount are stored in the business partner items of the cleared document.
This means that both documents are linked as long as the clearing exists. The payment document does not maintain a business partner item since all information on the business partner item can be viewed in the linked, cleared receivables document. If clearing is reversed, the connection between the clearing document and the receivable is deleted, and the payment document is given a new business partner item with all posting information.
The clearing information is stored in the clearing history, even if clearing is reversed.
mn
Source Receivable
Payment
Document number: 010023459101 Posting date: 02/22 Doc. type: F1 Curtency: EUR Reconciliation key: 03032701/SK1
Doc. number: Posting date:
010023459101
Document type: Recon, key:
|
7
/
ft
i /
03ÿv4ff
Currency:
USD
ZE0503200102
012204445552
Business Partner Item
I
Subitem BPART CCODE Due Date Amount 1 32.00 4711 0 0001 02/22
Subitem BPART CCODE Due Date Amount 4711 0001 02/22 100.00 1 Cl. doc 012204445552
Cl. date 03/05
010023459101
Item 0001
Cl. amount 100.00
A J
Offsetting item Item CCODE G/L Acct. Cost Center Amount 0001 0001 200.00 800000 32.00 0002 0001 175000 010023459101
012204445552
Bank Offsetting Item CCODE G/L Acct. BA Cost Center Amount | 100.00 0001 113100
Item 0001
012204445552
Item 0001
Figure 72: Document Structure for Partial Payments
If the incoming payment only results in a partial clearing, the item of the source receivable document is split into a cleared partial item and a partial item that is still open. The clearing data, that is the amount of the partial payment and the document number of the payment, are stored in the cleared partial item.
88
©2011 SAP AG. All rights reserved.
2011
Lesson: Document Structures
IPS510
mn
General Ledger
Contract Account
General Ledger
Receivables
60 (2) 10(3)
(1)100
Open item before clearing
Bank
C. Customer
100 (1)
(2) 60 (3)10
BP Item Sub-item No. 000
Amount
100
BP Item
After first clearing 60
Sub-item No. 000 Clearing doc. 4711 Amount 40 Sub-item No. 001 60 Amount
After second clearing 10
60
BP Item Sub-item No. 000 Amount 30
Clearing doc. 4711
Sub-item No. 001 60 Amount
ng doc. 0815 002 Amount 10
-JSJLlemNo.
10
Figure 73: Clearing Open Items (Partial Clearing)
In some cases documents do not retain their status. Document changes and the clearing of open items sometimes require that the document is then saved in a different form. This split is required if a partial amount of the open item is cleared. An entry in the subledger is split into two entries; the open portion and the cleared portion.
For the new sub-items, you also want to be able to recognize later that they arose from one original item. In order to achieve this, an additional key field is introduced into the Business Partner table: the sub-item number.
2011
© 2011 SAP AG. All rights reserved.
89 EF
Unit 2: Documents
mn
IPS510
The following types of posting are possible: ■ Post as a 'real' open item
=A
regular open item that is transferred to the general ledger and is included in all business processes {relevant for general ledger).
■ Post' statistically1 open item is not transferred to the general ledger, You can, = Tire however,
perform dunning and Interest calculation for the Item. It can be paid for and cleared. In this case it would then he transferred to the
general ledger.
Figure 74: Statistical Postings
Statistical postings make it easier to deal with uncertain receivables, since these postings are not transferred to the general ledger and, as a result, are easier to reverse if they are not paid. Dunning charges are also a typical example of amounts that are often not paid, or documents from an installment plan since the underlying source receivables have already been posted in the general ledger.
mn
Statistical receivable Doc.number: Posting date: Doc. type: Currency: Reconcil. key:
010000234001 02/22 F1 USD
Only business partner items exist
03032702/SK1
-3-1
010000234001
Statistical business partner item
fffl
Amount BPART CCODE Due Date Trans. 02/22 0010-0010 10.00 0001 4711
010000234001
|
Item 0001
Figure 75: Structure of a Statistical Document
Statistical documents only consist of a document header and business partner items. These documents are not forwarded to the general ledger.
90
©2011 SAP AG. All rights reserved.
2011
Lesson: Document Structures
IPS510
ID
Payment
Source receivable Doc. number: 010000234001 Posting date: 02/22 F1 Doc. type: USD Currency: Reconciliation key: 03032702/SK1
Business partner item (before payment) A Item BPART
M
0001
4711
Trans.
Stat. key Amount G 10.00 0010-0010
Doc.number: 012204445553 Posting date: 03.05 Doc. type: Z2 Afl Currency: USD Reconcil. key: ZE0503200102 Clearing info: "Real items also cleared"
1*
M
g[_ I II
Business partner item Item BPART
Trans
0001
0010-0020
4711
Cl. doc
kk W
Stat. key Amount 10.00 Cl. amount 10.00
Cl. date
paymentfJ T| 012204445553 03/05 Stat key Amou Trans. Offsetting items G 0010-0010 10.0CÿH Item CCODE G/L account
Business partner item (after
▼
Item BPART 0001
4711
Cl. doc 01 22044455S3
Cl. date 03/05
Cl. amount 10.00 1
J
0001 0002
0001 0001
113100 800000
Amount 10.00 10.00
-
Cleared items
Customizing
Item
Stat. key MTR STR MTR STR Restr. G 0010 0010 0010 0020
0001
0002
CCODE 0001 0001
BPART 4711
4711
Amount 10.00 10.00
Figure 76: Payment for Statistical Items
When statistical items are cleared (for example by a payment), the clearing information is stored in the statistical document. A “real” business partner item (that is relevant for the general ledger) is created simultaneously in the payment document and cleared immediately. This item transaction is determined from Customizing. Revenue and tax lines are added to the offsetting item.
2011
© 2011 SAP AG. All rights reserved.
91 EF
Unit 2: Documents
mn
IPS510
Lesson Summary You should now be able to: • Explain the specific structure of PSCD documents and the configuration of document types.
92
©2011 SAP AG. All rights reserved.
2011
Lesson: Posting Documents
IPS510
Lesson: Posting Documents Lesson Overview This lesson gives you an overview of how to post documents in Contract Accounts Receivable and Payable.
M
Lesson Objectives After completing this lesson, you will be able to: •
Post documents in PSCD and know the special functions for document entry in contract accounts receivable and payable.
Business Example
m
■ ■
Variable entry format ■
■
Flexible, screen Customizing
Clear display ■
■
Fast entry of posting information
Integration of clearing logic
No restrictions on posting logic
Figure 77: Goals of Document Entry
2011
© 2011 SAP AG. All rights reserved.
93
Unit 2: Documents
IPS510
02.23 01 Currency: USD Posting date: 02.23 Reconciliation key: 06033101/SK1 Posting date:
Document type.
Screen Variant Company code
_
RECHNUNG 0001
Line layout: Business partner item: General ledger item:
_
Tax: O Manual entry Calculate automatically
•
SAP SAP O Jurisdiction code O Net receivables
Calculate automatically: Taxes are determined from business partner items.
2f|
Items
Figure 78: Post Document: Entry Point
You can use the screen variants defined in Customizing to design the screens to execute the functions for the business transactions mentioned above (for example, creating a manual bill). You can select the fields you want hidden when the functions for posting, changing or creating a document are executed. For example, it makes sense to hide the fields containing information on the dunning procedure from the document entry. Users can store their preferred screen variants in the central user-specific settings in Customizing. This setting can be changed in the initial screen and during document entry.
In addition, certain fields can be hidden client-dependent by Customizing as long as they are not needed in business transaction. In the initial screen for document entry, the company code is used as the default value for the line items. You can overwrite it here. When posting with tax, you can select whether the tax rate is entered manually or automatically determined and calculated from the business partner item. The “net receivables” field specifies that the amount entered is treated as a net amount; otherwise the amount entered forms the basis of tax calculation as a gross amount.
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©2011 SAP AG. All rights reserved.
2011
Lesson: Posting Documents
IPS510
mn
Header data Document date: Posting date:
02/23 02/23
Doc. Type: 01 Currency: EUR
EE
Business partner items BPART CCODE Net due date
CACCT Main trans. Subtrans Amount Contract
1740
634
0001
03.23.
6000
0020
232.00
531
-
1
Line layout
[_j
o SAP Standard o ZAP Line layout with text Figure 79: List Entry: Business Partner Items
You can select various freely definable line layout variants in the list for entering business partner items. Fields included in a variant cannot be longer than 250 characters. Screen variants are specified in the customizing of the documents. In the initial screen of the Post Document transaction, you can enter the two line layout variants in the line layout for list entry group box. When you choose the Display/Change Settings function, the system displays a dialog box. You can select and save the variants in this dialog box using the input help. The variants are saved in the user parameters. You can branch to the detail view of document entry by double-clicking on a line. The detail view contains all document fields that can be maintained.. One or more items can be posted for one business partner.
You can also enter items for different business partners within the same document. These items are posted in one document number.
2011
© 2011 SAP AG. All rights reserved.
95 ET
Unit 2: Documents
IPS510
mu
100.00 USD
Specification of exchange rate
u
(« ) Amount in local currency
Determination of exchange rate
J
92.00 USD
Figure 80: Posting: Foreign Currency
The exchange rate can either be determined from the rates stored in the system, or by an entered exchange rate when entering a document in a foreign currency.
If you want to calculate the exchange rate of a specific date, you must enter this exchange rate date. If you do not, the system uses the current rate. If an exchange rate is entered, it is compared to the rates stored in the system. If the rates differ, a message is displayed.
An exchange rate can only be entered by users who are assigned a local currency in the central user-specific settings for PSCD.
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2011
Lesson: Posting Documents
IPS510
M
Payment - in CCODE 0001 for:
Business partner 4711 Contract account 1234
Contract 2 - CCODE 0002 - 50 USD Contract 1 - CCODE 0001 - 100 USD
Bank clearing in 0001
(3a) 100
(2) 150
(3b) 50 Receivable A0001
Contract 1 in CCODE 0001
Contract 2 in CCODE 0002
(1) 100
100 (3a)
Receivable 0002
(1)50
Payables for CCODE 0002
50 (4)
Receivable for CCODE 0001
50 (3b)
0
Figure 81: Cross-Company Code Posting
The business partner is not allocated to a company code. The information on the paying company code is stored in the contract account via the company code group. Incoming and outgoing payments are handled via the paying company code.
Posting examples: •
(1) Debit entry (without revenue and tax)
•
(2) Cash receipt in company code 0001 (without bank account display) (3a) Payment allocation in company code 0001 (3b) Payment allocation in company code 0002 (4) Company code 0001 owes a payment to company code 0002. (4) Company code 0002 receives a payment from company code 0001.
• • • •
The posting (4) is created with the incoming payment.
Cross-company code posting must be set in the central user settings. The clearing accounts for payments/receivables are specified in customizing.
One or more documents are posted in each affected company code during the transfer of the summary records to general ledger accounting.
2011
© 2011 SAP AG. All rights reserved.
97
Unit 2: Documents
IPS510
mu
DT blocked for manual posting
Doc. header Doc. type: FA 010000234593
11
|
1
n Business partner item BPART CCODE 0001 4711
X
Alternative G/L account
DueDÿffans.
Amount 6000-0020 232.00
Alternative account
Expense
Revenue
Non-periodic posting
Billing period 010000234593
01/05/2002
|Horn 0001
Alternative
VAT determination
Figure 82: Post Document: Additional Functions
Document types can be blocked for manual posting. The non-pcriodic posting indicator means that an non-pcriodic posting takes place in an alternative account. The indicator specifies that the posting is not for the current posting period, however is posted there. The start of the billing period, to which the previous open items relate.
Use: The business partner can be informed of the date in payment notifications, account statements, direct debits or other correspondence. The date is only used for information purposes when displaying documents or accounts.
For utility and telecommunications companies, this date is used as well as the posting date for manual posting for determination of tax on sales and purchases. If postings relate to a demand period during which the tax on sales and purchases was changed, the posting date is most often unsuitable. In such cases, this date can be specified. It is used to determine the tax on sales and purchases.
Individual documents can be printed using the correspondence component (correspondence type 014).
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2011
Lesson: Posting Documents
IPS510
Transaction FPE1
ID
Post Document: Entry Point 2 MQ «em G/L Item Q O Item
Q G/t item [fl
Document type
Document date Posting date Document number Reference
Single document
'S Enter Selection Criteria Standard Selections
Business Partner Contract Account
Or
Contract Payment Form No Payment Form Reference Document Number
Or
Ref Document Number Due by
Or
Or Or Or Oi Or
Payment Advice Note
y
(J) Select open items
Currency
Translation date Exchangejate
Recongjÿÿ
W
Selection by Pay. Advice Note
Company Code
Process open items
T
ns
_L Selection conditions are used to determine and select only those open items that are to be cleared. The available selection conditions depend on the type of incoming payment process.
1 Clearing Proposal
Create Proposal
Figure 83: Manual Posting with Clearing
Open items to be cleared may belong to a: • • • • • •
Business partner Contract account (usually 2nd criteria) Contract or contract object Company Code Applied period (this is in tax and revenue management usually the 1st criteria) Due date
From the transaction Post document you can access the selection screen for entering selection criteria by clicking on the button Process open items or Select open items.
2011
© 2011 SAP AG. All rights reserved.
99 ET
Unit 2: Documents
ID
IPS510
Transaction FPE1
J3
Document Posting Pisnlay
Document Posting: Process Open Items
9 Enter General Ledger items
[SB Enter Partner Items
&
in transaction cuirency
S|S Bus Partner Contract Acctt Doc No.
150
sujsjoj -hi.
i
..
S Due
200001232 11000357 200001232 11000358 200001232 11000357
150 150
□L
(•)
Peter Smith / Main Street 600 / 12345 New York
3 Items (display from item t
@ Switched Off
Hidden
O Displayed
O
Bill Amount
Clearing Amount
Gross amt
101.0
08/01/
109,0'
09/01/
!
.
Switched On
® Gross O Net
® Gross B 100.0 O Net
08/01/
m atas:. i
Summarization
Command Column
Dispiay_Qurtepcy_ __ ® Transaction Currency O Local Currency Display Line
Processing status
WOO Difference Amount Entered Assigned
8 00 100.00 92 00
USD
Line Layout Modifiable Fields Cash Disc.
Assigned Cash.
/
/
Default Variant
Clearing m Alternative Currency
O
_
Translated Amounts Modifiable
@ Translated Amounts Not Modifiable
Bl
imm HOW
Figure 84: Manual Posting with Clearing: Display
In addition to standard display options, you can use create line layouts in customizing to customize the display of fields during display.
ID
Post Document: Process Open Items
38 Enter Partner Items
38 Enter General Ledger Items
□I
I
Klaus Fix / Mam Street 600 / 12345 Walldorf
3 Items (display irom item 1 in transaction currency S S Bus Partner Contr Acct
n
150
11
_150
200001232 200001232 20000.1232
150
mm® an
Doc Number S Due 11000357 08/01 08/01 11000358
11000357
09/01
Gross Amount Clearing AmountFilter 100 00 100.00 101.00 10100 109,00
_i_m anaaLiLdsaiaiiiaai
Processing Status
•X Difference Amount Entered Assigned
8.00
EUR
n
a0 E
109.00
i JJ
JJ
If no specifications Assigned Cash Discount
100.00 92 00
exist, then the open items are cleared by due date and age.
Overpayments as well as partial payments can be entered at this point.
Figure 85: Example: Manual Posting with Clearing: Display Options
You can double-click the field in the “Gross Amount” column (or another amount column) to select (= activate) open items with clearing with the entered (assigned) amount. The gross amount is proposed as the clearing amount. The items are deactivated if you double-click again.
EF 100
© 2011 SAP AG. All rights reserved.
2011
Lesson: Posting Documents
IPS510
The amount entered may be insufficient to clear all the activated open items completely. By double-clicking on the open items in the “gross clearing” column, partial clearing of the open item is proposed for the amount that is not yet assigned. You can overwrite this default value. Alternatively, you can enter individual amounts in the fields in the “Gross clearing” column. By putting a checkmark in the box at the beginning of the line, you can select multiple open items for activation or deactivation as a group (also possible from the menu, function keys or line commands).
Charges Receivable Clearing Statistical Charges
Cash Discount/ Revenue
Minor Differences Write Off Exchange Rate Difference Foreign Currencies
Tax After Cash Discount
Down Payment
Figure 86: Clearing: Generation of Line Items
Various new line items can be generated by allocating clearing amounts to open items.
Differences in exchange rates must be posted during the clearing of foreign currency documents.
If a cash discount is granted and deducted, you must post the cash discount paid. Minor differences that do not exceed tolerance limits are posted as paid or received. When you clear a statistical charge request, the system automatically posts and clears an actual charge request.
A down payment must be posted for the clearing of a down payment request. Cash discount postings or revenue from charges can be subject to tax. The tax amount is automatically calculated and posted.
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mu Source Receivable Documei
Posting
_
010000234581 02/22 FA
Ooc./wp :: Curr :y: EUR
Payment Document No.: Posting Date: Doc. Type: Z2
01 220444!
m
/
03/0!
Curr/iicy: USD
01000C
Figure 87: Clearing: Different Currency
It is possible to clear open items in a different currency. For example, receivables can be cleared in EUR with an incoming payment in USD. All selected open items are recalculated in the clearing currency if they have different document currencies. The calculation is carried out in two steps using the posting date of the clearing document: • •
Document currency -> Local Currency / Local Currency -> Clearing Currency. In this way, maintaining the rates for all currency pairs is not necessary.
The system uses the current average rate for the conversion according the rate table. If you have agreed upon different rates or amounts with the customer, differences will then appear during the conversion. In Account Maintenance (menu: Account Maintenance) in the screen Account Maintenance: Process Open Items, you can change the converted amounts and prevent these differences.
The clearing currency and the clearing amount are stored in a cleared item.
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Lesson: Posting Documents
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U
PSCD
PSCD
1. Bill document transfer + optional CO-PA update 2. Archive Link to optical archived bills 3. Mass reversal
Figure 88: Interfaces for Transferring IDocs
The IDoc interface is a standard communication procedure of the SAP System and is used to exchange business information with an external system or another SAP System.
In order to be able to receive and process data from an external billing system efficiently and carry out a mass transfer of data effectively, the IDoc interfaces of PSCD use the infrastructure of the IDoc technology. You can use the FI-CA IDoc interfaces to: • • • •
Transfer invoice documents and (if desired) update data in PSCD Set an archive link to optically archived bills or archive external documents Transfer reversals of bills Transfer open items to the legacy system to be printed on bills
An optimized processing of the usually large data volume created, for example, in a bill or reversal run, is achieved by scaled parallelization of processing in mass runs where you can process intervals of IDocs on several application servers in parallel.
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Lesson Summary You should now be able to: • Post documents in PSCD and know the special functions for document entry in contract accounts receivable and payable.
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Lesson: Exercise on document posting
IPS510
Lesson: Exercise on document posting Lesson Overview
m
Lesson Objectives After completing this lesson, you will be able to:
Carry out manual postings Use the account balance function
• •
Business Example You have created your master data in the PSCD system. You now want to post your payment requests manually in the system and check the values in your account.
Task 1: Go to POSTING -*• DOCUMENT -*• BOOKING.
Manually post waste water fees of 300 EUR to your business partner against the relevant contract account with the period key “YYYY” and with the current date minus one month as the due date (DD/MM-l/YYYY). • •
•
Use yesterday's date as the document and posting date, “DR” as the document type and “ EUR” as the currency. Enter the value “ GROUP ##” (your group number) in the “Reconciliation Key” field so that you can easily distinguish your documents from the documents of the other course participants. Use this reconciliation key for all postings in this exercise for this chapter. Use company code 0001. Use BP for the line layout for the business partner line and GL for the line layout for the general ledger account line.
P
Hint: The reconciliation key from the relevant programs is set by default for postings that are automatically supported.
The period key is the key that can be used to define a period (PERSL). If the period key in your business partner line is not set, you can double-click the business partner line to display the field in “Additional data”.
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If you require a start date and an end date, you can use the fields for the calculation periods (ABRZU/ABRZO). •
•
• • •
• •
Leave the other entries that were set by default. Choose “Enter” and then “Yes” in the dialog box that appears to create the reconciliation key that you determined manually. Choose “Continue” to confirm the next dialog box. The view of this screen (fields that are ready for input in a specific sequence) is determined by the screen variant that you can set according to your requirements. You can choose “Line Layout” and choose a different one to see how this option works. Double-click a field in the first line to see what other entries are possible. Use the “Back” pushbutton to return to the original entry variant. Enter company code 0001, your business partner, your contract account for waste water fees, the amount 300 EUR, the due date “DD/MM-l/YYYY ” and the main transaction and subtransaction “4010/0000”. Note that the YYYY place holder is for the current year, DD is for the current day and MM is for the current month. For MM-1, use one month before the current month. If Funds Management integration is active, the commitment item and the funds center are derived. You must enter the relevant period key “YYYY” yourself.
.
Make a note of the document number:
BUKRSBusiness part¬ ner
Contract Ac¬ count
Your BP
Waste
0001
Con¬ tract object
Amoun tDue
date
300,-
water fees
Main trans¬ action
4010 DD/ MM-1/ fYYY
Sub¬ trans¬ action
Period key
0000
YYYY
Task 2: Make a second posting of 500 EUR. • • • •
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Leave the default values and enter document type “DR”. Enter the reconciliation key “GROUP##”. Confirm your entries by choosing “Enter”. Enter company code 0001 and the contract object for your property in the “Contract” field. Confirm your entries by choosing “Enter” and then choose your contract account for property tax.
© 2011 SAP AG. All rights reserved.
2011
Lesson: Exercise on document posting
IPS510
•
Enter an amount of 500 EUR, today's date minus 5 days as the due date, the main transaction and subtransaction “ 4010/0000” and “ 1QJJ ’ as the period key.
Make a note of the document number: BUKR! Busi-
ness partner 0001
Contract Ac¬ count
.
Con¬ tract object
Amoun Due
Your prop¬
500,-
date
Main trans¬ action
DD-5/ 4010 MM/Y rYY
Subtrans¬ action
Pe¬ riod key
0000
1QJJ
erty
Task 3: Check your postings in the business partner overview that you can find in the menu under ACCOUNT — > BUSINESS PARTNER OVERVIEW. • •
•
•
2011
Enter your business partner and choose © or Enter. You can navigate from the business partner overview to different areas, for example, to the dunning history. The navigation options that are available here are defined in Customizing. You can double-click a line to display the line items for your contract account (choose Navigation and note the change at the top end of the account balance when you move down). We recommend that you familiarize yourself with the account balance and use the navigation options and selection options on the selection screen.
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Lesson Summary You should now be able to: • Carry out manual postings • Use the account balance function
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Lesson: Integration with General Ledger Accounting
IPS510
Lesson: Integration with General Ledger Accounting Lesson Overview This lesson gives you an overview of the integration of subledger accounting and general ledger accounting.
M
Lesson Objectives After completing this lesson, you will be able to: •
Explain the concept of the integration into the general ledger, and know how to process and reconcile the transfer.
Business Example
M
ERP FI-CA Subledger IS-U Invoicin
IS-PS TRM
Subledger Documents FI-CA
Summlary Records
Convergent Invoicing
Core ERP Systems
Fl-Gÿ FM
Operational Systems
General Ledger Accounting
Funds Management
B 3
Fl-Sÿ
Special Ledger
co-pÿ
Profitability Analysis
I
Figure 89: Contract Accounts Receivable and Payable as a Subledger
FI-CA serves as a subledger as well as an integrator of accounting data that originates (for the most part) from various prestored applications and systems. These applications pass their posting data to FI-CA for further processing. Instead of individually posting each document created in the subledger to the general ledger and controlling, summary records are transferred (batch processing). Each
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summary record is posted to the general ledger. This summarization technique greatly reduces the volume of postings in the general ledger and results in a tremendous performance advantage. The transfer of bills from convergent invoicing is dealt with later in its own unit. Reconciliation Key Key, under which summary records are listed for transferring the • FI-CA documents to the general ledger ■ Automatic determination in the case of mass postings (such as payment runs) ■ Manual entry in the case of single postings (when posting a
mn
document, for example) ■ Default values for individual postings
Summary Records ■ "Transfer unit" for postings from subledger
to general ledger
accounting ■ The documents from subledger accounting
summary records
are consolidated into
■ Summarization criteria include: ♦ Posting date
* Account assignment data (G/L account, cost center ...) Figure 90: Integration with FI General Ledger: Definitions
Summary records are saved in the DFKKSUM* tables. Other summarization criteria include: • • • • • •
Company Code Business Area General Ledger Account Currency Key Additional account assignments of controlling such as cost center, order or profit center. Additional account assignments of Funds Management, such as funds center or commitment item.
You can prevent summarization with other document items by using the “Single document’’ indicator. If you set this indicator, normal summarization of items in the summaries record will not take place. If this indicator is set for a document, a separate document item is created in the transfer document for general ledger accounting. Furthermore, the document type for the general ledger transfer can be individually predefined for each document in FI-CA. A function module, which is defined at event 0061, is used to make the specifications. Separate summary records are listed for FI-CA documents with different document types for the general ledger transfer. The documents for the general ledger transfer are
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Lesson: Integration with General Ledger Accounting
IPS510
generated separately according to these document types. If no document type is issued for the general ledger transfer, then the posting is executed using the document type defined in Customizing for posting area 0100.
As of release ERP 2005, a function is available for reversing the general ledger transfer. The documents are reversed as a real reversal in the general ledger or, if a real reversal is not possible, as an offsetting entry. The reversal is executed on the posting date of the document to be reversed. It is not possible to post with a different posting date. It is only possible to completely reverse all documents for a reconciliation key and company code.
M
■
Lot (payment or returns lot) ■ XXXXXXXXXXXX
■
Default: Lot name
Payment run ■ YY DDD NNNNN PP
■
(PAY01: Name)
03 101 INT01 AA
(INT01: Name)
03 101 R04 0003
(R04: Fixed source)
Interest run ■
■
03 101 PAY01 AA
YY DDD NNNNN PP
IS-U Invoicing ■ YY DDD SSS LLL
YY / DDD = Year / day In year SSS
NNNNN
= Source = Name
~
LLLL = Run ID PP
= Number of the process
Figure 91: Reconciliation Key Structure: Automatic Determination
Various business processes create a reconciliation key in the system. The reconciliation key is identified by the current day in the business year - which is derived from the creation date - and the source or name. Reconciliation keys that have been created automatically are closed automatically at the end of the business process. The system can also propose reconciliation keys for manual business transactions (post document, payment at cash desk ...). In order to do this, reconciliation groups for default values must be maintained in Customizing. These reconciliation keys can be accepted or overwritten. You must close them manually before transfer to the general ledger.
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Mass closing
User (group)-speciftc reconciliation key Source: Yes/no? \
—
U-
\
SD010205 08-010803-05 11-010602-01 TK050201 TK050201
y
/
Event: 1113
03031101/SK1
a a Delete
Itemization for general ledger docs. Reconciliation key: 03031101/SK1
014711 014713
-
014811 -
BP3 -
BP1 BP2
USD 2500.00 USD 800.00 USD 760.00
Close
Figure 92: Tools: Reconciliation Keys
The reconciliation key can be can be structured user (group) specifically for online postings. User-dependent and user-independent reconciliation keys can also be proposed for origin keys stored in Customizing. However, for this to happen, the SAP function modules FKK_SAMPLE_1113_USER or FKKSAMPLE1113 must be used in event 1113. During mass closing (transaction FPG4), the system closes all keys that are not reserved for a specific group of postings, for example postings for a payment run or a payment or returns lot.
In addition to this, keys that are reserved for posting invoicing documents from Sales and Distribution (SD) are also closed If necessary, you can also delete reconciliation keys that have been created but are not used. To do this, select the Delete Unused Open Keys or the Delete Unused Closed Keys parameter.
Document itemization for reconciliation key (RFKKABS30): The report selects all PSCD documents posted under a reconciliation key The PSCD totals records are selected according to the selection criteria. The corresponding PSCD document line items are selected and sorted.
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M
FI-CA Documents Reconciliation Key 03040101/SK1 Doc. 12 Amount 116
Doc. 13 Amount 232
]111 11 -ÿ
Document Posting
Summary Records Reconciliation Key 03040101/SK1
140000 800000 175000
D C C
348 300 48
40
140000
348
T ransfer
50
800000
300
Reconciliation Key
50
175000
48
Figure 93: PSCD Document - Summary Record - FI Document
Requirement for transferring a summary record: reconciliation key with “closed” status. Display transferred totals records in FI: Transaction FB03 (Document Display) > Document list and enter reference transaction FKKSU and the reference key reconciliation key +* in the selection parameters.
—
Reference in FI document header: Reference key = reconciliation key + sequential transfer number set during the transfer
Checking/correcting summary records
Reasons: Due to reconciliation differences between sub-ledger and general ledger Due to technical problems (such as database problems, termination of a payment run) Procedure:
Checking summary records (RFKKABS 1/RFKKGL20) Correcting summary records (RFKKABS2) Transferring summary records to the general ledger in correction mode (RFKKGL00) (provided that the summary record has been transferred already)
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ID
IPS510
Document
10004711
Recon. key PDATE CCODE
03041001/SK1 04/10 001
Partner Amount
99000123 200 USD
Revenue Acct.
800003
Document
Document
Reference key: 03041001/SKI*
Reference key 03041001/SK1
10004712
Recon. key PDATE CCODE
03041001/SK1 04/10 001
Partner Amount
Revenue Acct. Document
PDATE D 500 USD C 500 USD 99001148 300 USD PDATE 800003 D 600 USD C 600 USD 10004713
Recon. key PDATE CCODE
03041001/SK1 04/11 001
Partner Amount
99000129 SOO USD
Revenue Acct.
800003
120001234
04/10 140101 800003 04/11
140101 800003
04/10 PDATE 40 140101 500 50 800003 500 Document
120001235
Reference key: 03041001/SK1 *
PDATE 04/11 40 140101 600 50 800003 600
Figure 94: Reference Document: PSCD - Summary Record - FI
Documents in a reconciliation key are cumulated according to posting date or general ledger account. Transfer of summary records with different posting dates leads to the creation of a general ledger document for each posting date. The reconciliation key is transferred according to the key date. If the reconciliation key contains documents with posting dates in the future, then the reconciliation key is only partially transferred to general ledger accounting on the key date. The rest of the key is transferred if the future posting date is earlier than or the same as the transfer date.
If the number of lines in the general ledger document exceeds the maximum number of documents lines allowed in financial accounting, the document is split and another document is created. The required “zero balance” is posted via a transfer account.
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Lesson: Integration with General Ledger Accounting
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M
Docs. Subledger
Reconciliation Key
Docs. General Ledger
2 RFKKABS1
Reconciliation
'j RFKKGLOO Transfer
RFKKGL20 RFKKOP04
Reconciliation
Figure 95: Reconciliation: General Ledger Documents
Report RFKKGLOO transfers the summary records accumulated in the reconciliation keys to the general ledger. Program RFKKGL20 is used to reconcile between the general ledger and contract accounts receivable and payable. This program reads the documents from the general ledger that were posted by the transfer of PSCD summary records. It then compares these documents with the PSCD summary records. Differences are displayed in color and marked with a red traffic light. If posting terminated (for example) causing differences that cannot be posted, you can select the corresponding menu option in the output list to correct these differences. If you select the correction run flag, the system executes the correction automatically in background processing. The report RFKKABS1 ("Check Totals Records") checks whether the PSCD postings totals match the totals of the associated PSCD documents and that the balance of the PSCD documents is zero. The program displays any discrepancies between the posting totals and the PSCD documents. The differences can be corrected in dialog or in background processing. If PSCD documents do not have a balance of zero, the corresponding document numbers and reconciliation keys are output. These reconciliation keys cannot be exported and cannot be corrected automatically. The report RFKKOP04 creates a list of open items for business partners on a particular date in PSCD. You can use the report during the final work (month, quarter, year) or for reconciliation purposes.
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mu
FI-CA Documents
General Ledger Accounts
ip RFKKGL30
|
Balance/ Posting Period
2/2003 itemization for general ledger docs.
Reconciliation key. 03021101/SK1 Ol 4711
Reconciliation Key
FI Documents
I
2/2003
iP
Figure 96: PSCD Reconciliation with the General Ledger
Report RFKKGL30: The program displays the documents from contract accounts receivable and payable (PSCD) that have been transferred to the general ledger (FI) as totals records. The general ledger documents are read according to the selection criteria. The corresponding totals records and document lines from contract accounts receivable and payable are selected and sorted. Report RFKKGL30 guarantees the possibility for revision in contract accounts receivable and payable; this means that you can use it any time to determine and display items and documents in contract accounts receivable and payable (subledger) from the general ledger document (transfer document). A general ledger document can, therefore, be explained by the items in the subledger at any given point in time. You can use the report RFKKABS6 to reconcile the general ledger accounts: The program outputs postings that were transferred to the general ledger. The postings are displayed as an overview of balances or as line items with the corresponding posting date and, if available, an alternative posting date.
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Lesson: Integration with General Ledger Accounting
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M Balances Open Items FI-CA
Balances Reconciliation Key
y
Balances Reconciliation Accounts
m
Not yet
transferred
RFKKOP10
Figure 97: Reconciliation: Open Items
Report RFKKOPIO reconciles contract accounts receivable and payable (PSCD) with the general ledger (FI). It reconciles the current balance for all reconciliation accounts or the reconciliation accounts specified as well as on sales and purchase tax clearing accounts. The following balances are determined per company code, business area and reconciliation account: •
Balance of current open items in contract accounts receivable and payable
The tax on sales/purchases clearing account is also useful for down payments. Statistical items are not evaluated. • • •
Current balance of reconciliation accounts in the contract accounts receivable and payable general ledger. Balance of reconciliation keys in contract accounts receivable and payable that have not yet been transferred Balance of adjustment totals records in contract accounts receivable and payable that have not yet been transferred.
Report RFKKOPIO creates a totals sheet with the balances for the reconciliation accounts. The Status field in the list specifies differences per company code, business area and reconciliation account. The Missing OIs field informs you that a reconciliation account in the general ledger has a balance, but no corresponding open items were found in contract accounts receivable and payable. If you want to analyze in more detail which items or business partners are involved in specific differences, start report RFKKOP04 with the relevant reconciliation account as current 01 list.
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Unit 2: Documents
mu
IPS510
IMG Contract Accounts Receivable and Payable
a
Basic Functions
Postings and Documents
[~\
j— -
_
Basic Settings
If,
Maintain Central Settings for Posting
iQr
Maintain User-Specific Posting Settings
&
Maintain Document Number Ranges
Document
— Qr* Qi C$> —
Maintain Document Assignments Maintain Document Types and Assign Number Ranges
-aj—
Maintain Default Document Types for
Screen Preparations _ _ | Seject Fields to be Hidden (at client level)
— L* '-£> I— Qr
_
Define Screen Variants for Document Posting Select Screens to be Hidden for Screen Variants
Figure 98: Documents: Customizing (1)
In the central posting settings, you can specify the functions you want to be used for posting and processing documents. Whether or not the functions entered are required (such as installment plans, collective invoices, interest postings during clearing and so on) depends on the business transactions that are processed. Certain settings for document entry, such as the entry variants, release to cross-company code postings and to foreign currency postings, as well as tax information for account display are stored in the central user settings.
To configure the documents, the document number ranges must be assigned, document types defined, certain document type specifications for business processes and screen variants must be defined.
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Integration with General Ledger Accounting
IPS510
IMG Contract Accounts Receivable and Payable
M
UQ.
Include own Fields in Detail Screens
L|~\
Define Screen Variant for List Entry of Business Partner Items
L[~\
-a.m General Ledger Accounting — > G/L Accounts). The necessary document types must be maintained (go to the IMG structure and select Financial Accounting * Financial Accounting Global Settings *• Document > Document Header).
—
2011
—
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—
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Unit 2: Documents
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IPS510
Lesson Summary You should now be able to: • Explain the concept of the integration into the general ledger, and know how to process and reconcile the transfer.
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2011
Lesson: Account Balance Display
IPS510
Lesson: Account Balance Display Lesson Overview This lesson gives you an overview of the functions of the account balance display and your customer-specific enhancement options.
mn
Lesson Objectives After completing this lesson, you will be able to: •
Navigate to the account balance display and configure it for your needs.
Business Example
mn
Account Display: Initial Screen Business partner Contract account Contract Company code
Criteria are combined using 'and' logic.
Only items for Installment plan Reference
List types are defined in Customizing and can be displayed (and changed) using the "Details" button._
List type List type
I Detail|
Additional selections User-specific selection
I
Selection criteria
List display
-
F
A user can enhance the selection criteria and store these settings in his/her user master record.
Line display (variant) Sorting variant
The line layout variant is defined in Customizing. The line variant determines which fields are to be displayed, and the sorting variant defines how the
Initial screen
items are sorted.
Figure 100: Account Balance Display
FI-CA through its account balance display functionality enables quick and comprehensive account information to be obtained regarding open, cleared, or statistical items.
The display functionality is flexible in that search criteria can be defined and maintained by and for the individual user. Through the use of additional ‘selection criteria’ the user can further refine the search parameters. For example, a user might wish to search for items within a specific dollar amount range. This could be done by maintaining the amount “search range" accordingly.
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Unit 2: Documents
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List types determine which type(s) of of line items are displayed with the account balance, such as open items, cleared items, additional business partner items, and so on. They also determine which types (if any) of statistical items should appear, and which document category to search by.
If a sorting variant is not specified, the system will use the first 6 fields defined in the line layout variant for sorting (ascending order). User parameter 814 selects the last setting of ‘normal’ versus “reduced” initial screen (i.e. selection screen where parameters are entered prior to actually viewing an account balance). User Parameter 815 saves the last recorded initial “list display” screen, but will be overwritten if parameter 810 is active. IMG
PD
Line Layout Variants
1
jAtol
1
Subsequent Variants
|] J Standard account
w nn i A12|
Contract/account
/ IM
[ Contract/account/document |A13 1|
A13| 2ÿ | Contract/account/line item ]
\
Line Layout Variant Type
Figure 101: Line Layout Variants
Each line layout variant must either be defined as a “totals” variant or a “line-item” variant.
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Lesson: Account Balance Display
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Account Balance Display > Define Business Partner for Creation of Snapshots. This setting is one of the current system settings and, therefore, you can access it in the menu under Current Settings ( Business Partner for Snapshots).
—
In order to ensure that the account balance is up-to-date, you should update this balance at regular intervals.
m
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Figure 106: Displaying Snapshots
When you call up the account balance display, the system checks whether a unique business partner can be determined from the selection conditions.
If the system has determined a business partner and a snapshot exists for this business partner: • • •
2011
The system imports this snapshot The system checks the current selection conditions The system displays the result in the list with corresponding information that the data is not up-to-date and with the date of the snapshot.
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If you are in a snapshot display, you can deactivate the snapshot from the menu via Account Balance ► Current Status. The system then reads the current data.
—
mn
IMG Contract Accounts Receivable and Payable
5
Basic Functions
_ ] _
Account Balance Display
B LB
—
|
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I ! B '•ij’Q> "
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Define Line Layout for Account Balance Display
Maintain Sorting Variants Define Proposal for Line Layout Select Fields for Search Function Choose Fields for Selection Function Select Fields for Sort Function
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Select Additional Fields to be Displayed
Define Account Balance Roles
,150 L 15 Q L
5 ($>
Define Business Partner for Creation of Snapshots
Assign Transactions for Account Balance Display
Set Budget Billing Display
Figure 107: Documents: Customizing
Search function: The VRGNG (transaction) field is made up of the main transaction and subtransaction fields, and enables you to search for items with specific main and subtransactions by entering a single selection criterion. You can also use the fields CPUDT (entry date) and CPUTM (entry time) for searching and displaying information. Assign transactions for account balance display: Business partner items are not saved for some documents (such as payment documents). Text is not displayed in the account balance display for these transactions. However, you can define dummy transactions in this activity, depending on the clearing reason. This ensures that a text appears in the account balance display. The texts for these transactions are then displayed.
Special feature for IS-U in line layout: Fields OPBEL KK RG and AUGBLKKRG. If the document item was created during IS-U invoicing, the print document number is displayed. It is prefixed by the letter “D”. If it is a “normal” posting document, it is prefixed by the letter “F”. At the same time, the clearing number of the document is entered in the Clearing Document Number field. This enables you to replace the different FI-CA document numbers that are generated during invoicing with a universal document number. Budget billing display represents another IS-U feature: The indicator “No Clrd Budget Big” allows you to hide invoiced budget billing plans and allocated budget billing amounts.
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Account Balance Display
IPS510
Exercise 2: Analysis of Contract Accounts Exercise Objectives After completing this exercise, you will be able to: • Analyze contract accounts.
Business Example One of your business partners calls and requests information about his/her account balance.
The business partner wants to see all his/her account transactions.
Task: Account Balance Display
1.
Display all open items for your business partner.
Which line layout variant do you choose?
2.
Change the display to show all the statistical and non-statistical open items.
Which list type do you choose now?
Which items are also shown using this list type?
2011
3.
Branch from the display of an installment plan receivable to the display of the source receivable(s). Describe your actions.
4.
Go back to the initial screen of the account balance display, choose the list type All items and display the payment list. Which receivable cleared the payment from the payment run?
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Solution 2: Analysis of Contract Accounts Task: Account Balance Display 1.
Display all open items for your business partner.
Which line layout variant do you choose?
a)
2.
Choose Financial Accounting — > Contract Accounts Receivable and Payable > Account > Account Balance
—
—
List Type:
Standard - All Open Items
Line layout:
Standard Line Layout - Account Display
Change the display to show all the statistical and non-statistical open items.
Which list type do you choose now?
Which items are also shown using this list type?
a)
Choose list type: Open items (stat. and non-stat.) All additional installment plan receivables and dunning charges receivables are displayed.
3.
Branch from the display of an installment plan receivable to the display of the source receivable(s). Describe your actions.
a)
Double-click on an installment plan receivable. In the source receivable display, follow the menu path Environment > Source Items —> For Installment Plan. Alternatively, you can choose the Installment Plans button (cntrl + 9) and display the source receivables via Environment > Source Receivables (Account Display) .
—
—
4.
Go back to the initial screen of the account balance display, choose the list type All items and display the payment list. Which receivable cleared the payment from the payment run? Continued on next page
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Lesson: Account Balance Display
IPS510
a)
Choose the Payment List tab in the item display. Determine the payment run and choose the button at the start of this line to display the detail view.
The payment has cleared other receivables and installment plan items.
2011
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mn
IPS510
Lesson Summary You should now be able to: • Navigate to the account balance display and configure it for your needs.
130
©2011 SAP AG. All rights reserved.
2011
Lesson: Exercise on accounting integration
IPS510
Lesson: Exercise on accounting integration Lesson Overview
m
Lesson Objectives After completing this lesson, you will be able to: • •
Transfer postings in the FI-CA subledger to the general ledger. Find and analyze the postings that you have transferred.
Business Example Your administration wants to transfer the documents posted in PSCD periodically to the general ledger to carry out the relevant reporting. Execute this function and check the transfer in the general ledger (FI-GL).
Task 1: First you must close your reconciliation key “GROUP##”. • • • • •
DOCUMENT To do this, follow the menu path POSTING RECONCILIATION KEY -*ÿ CLOSE. On the selection screen, enter your reconciliation key “GROUP##”. After you confirm using Enter, you must choose “Close”. Choose “Yes” in the dialog box. You can use this activity to make no more additional postings under this reconciliation key.
Task 2: Execute the periodic activity to transfer documents to the general ledger. Choose PERIODIC PROCESSING FORWARD POSTINGS -»• EXECUTION > TRANSFER TO GENERAL LEDGER. On the selection screen, enter your reconciliation key from above and your company code (0001). Set the “List of Documents Created” indicator. Choose “Yes” in the dialog box. You can do this in a test run first and then you can start the update run.
—
• • • •
2011
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Task 3: Display the general ledger document. • • • • •
132
To do this, go to the SAP menu (Ctrl+Fl 1): ACCOUNTING -> FINANCIAL ACCOUNTING -> GENERAL LEDGER -ÿ DOCUMENT > DISPLAY. Choose “Document List” and enter company code (0001 ), the reference key “GROUP##*” (do not forget the star *) and choose “Execute”. Double-click the document that is displayed. Display the line items and the document header information. Note the header field “Reference key” in particular. Go to PSCD - documents from the general ledger document by following the menu ENVIRONMENT > DOCUMENT ENVIRONMENT > ORIGINAL DOCUMENT.
—
—
©2011 SAP AG. All rights reserved.
—
2011
Lesson: Exercise on accounting integration
IPS510
M
Lesson Summary You should now be able to: • Transfer postings in the FI-CA subledger to the general ledger. • Find and analyze the postings that you have transferred.
2011
© 2011 SAP AG. All rights reserved.
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Lesson: Public Sector Requests Lesson Overview This lesson will teach you about the special features of the master data objects within the PSCD solution
mu
Lesson Objectives After completing this lesson, you will be able to: •
Post requests in FI-CA
Business Example You want to post requests and to set up periodic recurring receivables with standing requests. Some revenues require short-term waivers. The short-term waivers should be monitored by a clarification list.
mu
Request Special Request *
- workllst
Standing Request
- Workllst
General Request
Approve
-
Status: Approved
Workflow
Approve
- Workflow
Status: Approved
Debit Entry
Status: Approved
Debit Entry
Approve
-Workllst '
S FI-CA
J Doc.
Na
• Workflow
J
Incoming Payment * Write-Off, Acceptance
Figure 108: Requests - Overview
Requests are used to make it easier to post customer invoices or vendor invoices. If you want to set up a principle of dual control for requests in your company, you can trigger a workflow if an approval is required to create, change or cancel requests.
Once requests have been approved, contract accounting documents are created. One request document and (one) contract accounting document(s) are created for each request.
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2011
Lesson: Public Sector Requests
IPS510
In Customizing, you can choose whether you want the FI-CA document to be created directly or in a separate process step. The 'Create Documents from Requests' function is available for this. Requests are grouped in the request classes 'Request', 'Standing request' and 'General request' that are defined in the system. You can go from the editing transactions for requests to the request list where you can see the documents that have already been posted for a request. In addition, you can go from a contract accounting document to the relevant request. Up to now, the request types 'Request' or 'Acceptance request' and 'Payment request' are predifined by the system. In ERP2005, you can define request types in Customizing yourself. For each request type, you can choose the plus/nrinus sign and the document type that you want the document that is created to have. You can also choose whether you want an individual document to be created for each request item.
M
r
Acceptance Req. Payment Req. Edit Request
JMU
Single Screen T ransaction
T] 020432-861
. Document to*
aiBiaiioiiftl.giflftlT»iiai»ai'iBia»ia»iÿ»i as I Request Request
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u
Items Jte
pT?“ npfr>. I jpooi jvzi * OttOOQO Line-Oriented Item Entry
in
FM Derivation from Main/Subtransactions or CO Acct Assignment
■
■.
• Worklist
• Flexible Approval Workflow
Figure 109: Acceptance Request and Payment Request
The transaction for editing requests is a single-screen transaction.
In the top screen area, you can choose whether you want to display a request or to create a new request. You can also create a new request using a reference request. When you create a request, you must specify the request type. In the middle screen area, the system displays the header data of the request including the data that is forwarded in the header of the generated FI-CA document, for example, the posting data and the document type.
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In the lower screen area, the request items are specified. Unlike the FI-CA document, the entry is line-related, that is, one request line contains a business partner item with the relevant G/L account line item. As a result, the assignment between the business partner item and the G/L account line item is always unique. The fields where you need to make an entry are company code, business partner, contract account, contract, main transaction, subtransaction, due date for net payment and amount. The G/L accounts, FM account assignment and CO account assignment are derived as for the FI-CA document. In a request, you can enter items for several business partners and even for several company codes. If you always need to enter similar requests, you can create a request template for these requests to reduce the amount of work involved. When you create a new request, you can use this template by calling the 'Create with Template' function. When you create using a template, you can use existing requests as well as the request template.
mn
| 02/15g002 T | 02/15/2002 I |DR|
Document Date Posting date
Document Type
S33E Due Period Due Date
Execution Period
i «01
First Due Date
| 02/15/2002 | ®Last Due Date
Frequency
Frequency
I
monthly!1
l 02/1512003|
O No End Date Interval
I 01 |l j
Special Date
|l
r
- Date Exclusion
- Additional Dates
iWhW
Mtrans SubTrans Amount Item Text Contract B Partner 100,- Rent 0100 501001234567 4030 BP1
T FI-CA Doc. BP1 100.00 15.05.2002
n
>.06.2002
Figure 110: Standing Request - Overview
Using standing requests is a labor-saving method that you can use to map business transactions that you want to convert to frequently occurring dates in contract accounting documents. You can enter standing requests for acceptance requests and payment request.
The standing request acts as a posting template that contains all the relevant data for creating documents periodically.
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Public Sector Requests
IPS510
In the execution data, you must enter the first and last execution date. You can also specify that there is no end date for the standing request. In addition, you must specify how frequently you want the standing request to be carried out in the specific time period. Currently, SAP provides the following default intervals: Daily Weekly Monthly Last day of the month Yearly
• • • • •
You can use special dates to exclude certain dates from the execution or to create additional documents.
mn
BPartner
|
|
First Installment
Contract I Mtrans 501001234567 1 4030
GP1
SubTrans; Amount | Item Text
0100
Version 1
BPartner GP1
Current Installment
[
©Last Due Date [
[
First Due Date
Contract
]
(Mtrans [ SubTrans) Amount [ Item Text
! 501001234567 [
4030
'
0100
[
Version 2
First Due Date
Change of Installment
I
!
BPartner GP1
I
(2)Last Due Date
Mtrans Contract 501001234567 [_ 4030
2 Version 3 First Due Date
I
]
—
I
■
SubTrans, Amount 0100
®Last Due Date [
Item Text
]
Figure 111: Standing Request - Versions
You can change standing requests by creating different versions for a standing request. In the versions, you can specify different execution dates and/or posting dates for a standing request.
The execution dates of the versions must not overlap. If the execution dates of the versions overlap, you must change one of the versions.
You can use the versions to map inventories. The first installment is entered for a certain execution date with a different amount. The second version contains the posting dates of the documents that are to be created periodically.
2011
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Unit 2: Documents
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mu
Periodic Mass Run Standing Request Req. No.
FI-CA Doc.
FPDUDC
_
[
BPartner
L
Amount 1st Due Date |
_
I
Due Date To From Rq. No To Req. No.
4000
Last Due DatÿH
Doc. No. BPartner Amount Net Due
[
[ [ [
Update History Figure 112: Standing Request - Creating Posting Documents
You can use the function for creating posting documents from standing requests to create contract accounting documents periodically from the posted standing requests. When you call the function, the program selects all standing requests that should be executed in the specified time period.
To restrict the number of standing orders by the due dates or the request numbers, go to the tab page for the date and fiscal code number.
In one run, the program creates a contract accounting document for each standing request and due date. If several execution dates for a standing request fall in an execution time period, the system creates several contract accounting documents with the different due dates for the standing request.
mu WXi I1
a nss
Process code: Otreet detut payer sold-to party: TELECOM Bank key: Bank account: 12345 Note to payee: Conneetkvi 9S7B54
Telalpm
fffl ,
i
I
Figure 113: General Requests
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Public Sector Requests
IPS510
You use general requests if you expect the same type of incoming or outgoing payments, but their amounts are not yet fixed. For example, you can enter general requests for the incoming payments due to administration and usage charges or a general payment request for telephone charges. The general request simplifies the administration run because a payment can be made without a concrete payment request in a particular case.
You can also use general requests to map participation in the debit memo collection procedure. You can connect a workflow to approve general requests.
mn
Request number
Internal/External (Customizing)
Request category
Acceptance/Payment Request
Document Header Doc. date Reference Status
]
CZI
Doc. Type CD
n
Created by Entered on
[
]
Differences between documents; proposal from Customizing
Request items Acct Assignmts*
BPartner Contract acct* Contr. MainTr. SubTr.
G/L acct
CO
Validity date
L For an unknown
For each line in a unique contract object
Bpartner: PseudoBpartner
Figure 114: General Request
2011
© 2011 SAP AG. All rights reserved.
139 ET
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Unit 2: Documents
mu
1 ’ll K
Incoming Payment
IPS510
|
Electronic Bank Statement
[
Note to payee Amount
t
(.ÿPayment Lot
L
General Request Doc. Header] Doc. No. I
1 2
CCode
J
BPartner Contr. Acc. Contrat
I
i
noc
P
on Account Items MTra SubT Amount
t
j
I
Request items Item
Payment
count Doc. No.
Payment Document Doc. Header
Doc. No.
BPartner Ftems CCode BPartner CtrAcct Contract MTra/SubT Amount
ir | General Ledger Items I CCode
I 1~T
Gen. Ledger Amount
J I
'
■
H I
I
Figure 115: General Request - Payments
For incoming payments or outgoing payments, the system uses the electronic bank statement or cash desk to recognize that the payment is bing made due to a general request.
The payment is first posted as a payment without debit, just as a payment on account. So that the system recognizes that it is a payment due to a general request, it saves the combination main transaction 0050/subtransaction 0100 internally once it can assign a payment to a general request.
The system determines the main transaction and subtransaction that is actually saved in the payment document from the IMG activity 'Assign External Transactions'. The system transfers the account assignment from the general request for the master data.
You can set whether you want the system to use the contract object or the classification key to assign the general request for the incoming payments and outgoing payments.
gzr MO
© 2011 SAP AG. All rights reserved.
2011
Lesson: Public Sector Requests
IPS510
M
Periodic Mass Run Standing Request Req. No. BPartner
1 10
Amount
1st Due Date | Last Due Patti
'
-
.7
■
i .
FI-CA Doc.
FPDUDC
T]
Due Date To From Rq. No To Req. No.
F=v>
I
Doc. No. BPartner Amount Net Due
I I I ' I :L
1
1
1 '
.
| |
Update History Figure 116: Standing Request - Generate Posting Documents
You can use the function for generating posting documents from standing requests to generate periodic contract accounting documents from the posted standing
requests.
When you call the function, the program selects all standing requests that you want to be executed in the specified time frame. To restrict the number of standing requests by the due dates or the request numbers, go to the tab pages for the date and the request number.
In one run, the program generates one contract accounting document for each standing request and due date. If there are several execution dates for one standing request in an execution period, the system generates several contract accounting documents with the different due dates for the standing request accordingly.
2011
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Unit 2: Documents
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mu
Selection
—
— —
3
Agent Mode Administrator Mode Resubmission Cases
In process by
A In process by others ✓ Resolved
REQUEST -> EDIT REQUEST. - Use the request category “Acceptance request” and choose “Create” to enter the data for the request.
- Do not change the values that were proposed by default. - Enter company code 0001, your business partner and the contract object for parking charges.
-For the due date, choose today's month plus one month (DD/MM+l/YYYY).
- Enter the main transactioin and the subtransaction “4010/0400” and an amount of 50.00 EUR.
- You can create a note for the request by choosing “Edit Note”. Save your request.
Make a note of the request number: Continued on next page
2011
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Unit 2: Documents
IPS510
BUKR SBusiness partner 0001
Con¬ tract Account
Your BP
Con¬ tract object
Amoui tDue date
Park- 50,00 ing charges
Main transaction
Sub- Petrans- riod ackey tion
DD/ 4010 0400 MM+1 /YYYY
YYYY
Task 2: Approve the acceptance request. 1.
Approve the acceptance request.
- Go to Posting — > Request — Approve Request (FKKORDA) - Choose “Execute”. - Due to the principle of dual control, you cannot release your own ►
request. Therefore, release the request of your neighboring group, for example, group 01 releases the request of group 02 and vice versa (03 04 and so on...). Select the line with the relevant request.
- Choose “Clarify”. - Approve the request using the “Approve” pushbutton. Task 3: Enter a standing request of 30.00 EUR for childcare contributions on a monthly basis beginning on the first of this month. 1.
The month of December is excluded because your business partner informs you that he is on holiday in this time period.
- Go to POSTING REQUEST EDIT STANDING REQUEST. - Use the request category “Acceptance request” and choose “Create” -ÿ
-ÿ
to enter the data.
- Leave the other entries that were set by default. - In the execution data for Version 001, you can enter the first of the current month as the first due date.
Continued on next page
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Public Sector Requests
IPS510
- Choose “No End Date” and enter “Monthly” as the frequency and “1" as the interval. Choose “ Special Date” and exclude the first of December of the current year from the execution.
Enter company code 0001, your business partner and the contract object for childcare contributions, the main and subtransactions “4010/0200” and the amount 30.00 EUR. Make a note of the document number of the standing request:
First Due Date
Last Due Date
Ol/MM/Y'V YY BUKRS Busi¬ ness partner 0001
No End Date
Fre¬ quency
Interval
Special Date
Yes
Monthly
1
01/12/YYY
Con¬ Con¬ tract Ac¬ tract count object
Your BP
Child¬ care contri¬ butions
Amount Main trans¬ action
Subtrans¬ action
30,00
0200
4010
Task 4: You want to create the FI-CA document from the standing requests. 1.
You want to create the FI-CA document from the standing requests. Go to Posting — > Request from Standing Requests
— > Create Documents — > Create Documents
Choose the current date as the date ID and AO## as the identification.
Now enter the criteria for selecting the standing requests from which you want to create FI-CA documents. Enter your business partner and the company code ”0001”. On the “Date and Request Nos” tab page, enter the date DD/MM+l/YYYY in the “ Consider Due Dates Until” field. On the “ Log ” tab page, choose the problem class “ Additional Information ”.
Continued on next page
2011
© 2011 SAP AG. All rights reserved.
147 ET
Unit 2: Documents
IPS510
Save your entries and choose “ Schedule Program Run”. Choose the option “ Background - Start Immediate” and confirm your entries. After the program has run, you can check the documents by choosing
“ Application Log ” on the “ Log” tab page and going to the messages. Make a note of the document numbers:
Task 5: You want the amount for childcare contributions to be adjusted as of two months from the current month. Your citizen must now pay 40.00 EUR instead of 30.00 EUR. 1.
For this reason, you must change the standing request.
- Go to POSTING REQUEST EDIT STANDING REQUEST. - Enter the number of your standing request and choose “Change”. - Choose “Create execution period”. -ÿ
-ÿ
Enter the new execution version for childcare contributions on a monthly basis starting from 01/MM+2/YYYY.
- In the execution data for Version 002, you can enter 01/MM+2/JJJJ as the earliest due date.
- Choose “No End Date” and enter “Monthly” as the frequency and “1” as the interval.
- Choose “Special Date”. - Confirm that you want the relevant dates to be delimited. - The posting dates are proposed from Version 001. Change the amount to 40.00 EUR.
First Due Date
Last Due Date
01/MM+2/’ 'YYY
No End Date
Fre¬ quency
Interval
Yes
Monthly
1
Special Date
Continued on next page
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Public Sector Requests
IPS510
BUKRS Busi¬ ness partner 0001
2011
Your BP
Con¬ tract Ac¬ count
Con¬ tract object
Amount Main transac¬ tion
Child¬ care contri¬ butions
40,00
© 2011 SAP AG. All rights reserved.
4010
Sub¬ trans¬ action
0200
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Unit 2: Documents
IPS510
Solution 3: Public Sector Requests Document Entry Task 1 : Enter an acceptance request of 50.00 EUR for your contract object for parking charges. 1.
Enter an acceptance request of 50.00 EUR for your contract object for parking charges.
- Go to POSTING -*• REQUEST — > EDIT REQUEST. - Use the request category “Acceptance request" and choose “Create" to enter the data for the request.
- Do not change the values that were proposed by default. - Enter company code 0001, your business partner and the contract object for parking charges.
- For the due date, choose today's month plus one month (DD/MM+l/YYYY).
- Enter the main transactioin and the subtransaction “4010/0400” and an amount of 50.00 EUR.
- You can create a note for the request by choosing “Edit Note”. Save your request.
Make a note of the request number:
BUKR sBusiness partner 0001
a)
Contract Ac¬ count
Your BP
Con¬ tract object
Amour tDue date
Park- 50,00 ing charges
Main transaction
Sub- Petrans- riod key action
DD/ 4010 0400 MM+1 /YYYY
YYYY
There is no solution.
Task 2: Approve the acceptance request. 1.
Approve the acceptance request. Continued on next page
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Lesson: Public Sector Requests
IPS510
- Go to Posting — > Request — > Approve Request (FKKORDA) - Choose “Execute”. - Due to the principle of dual control, you cannot release your own request. Therefore, release the request of your neighboring group, for example, group 01 releases the request of group 02 and vice versa (03 04 and so on...). Select the line with the relevant request.
- Choose “Clarify”. - Approve the request using the “Approve” pushbutton. There is no solution.
a)
Task 3: Enter a standing request of 30.00 EUR for childcare contributions on a monthly basis beginning on the first of this month. 1.
The month of December is excluded because your business partner informs you that he is on holiday in this time period.
- Go to POSTING REQUEST — > EDIT STANDING REQUEST. - Use the request category “Acceptance request” and choose “Create” ->
to enter the data.
- Leave the other entries that were set by default. - In the execution data for Version 001, you can enter the first of the current month as the first due date.
- Choose “No End Date” and enter “Monthly” as the frequency and “1" as the interval.
Choose “ Special Date” and exclude the first of December of the current year from the execution.
Enter company code 0001, your business partner and the contract object for childcare contributions, the main and subtransactions “4010/0200” and the amount 30.00 EUR. Make a note of the document number of the standing request:
First Due Date
Last Due Date
Ol/MM/YT YY
No End Date
Fre¬ quency
Interval
Special Date
Yes
Monthly
1
01/12/YYYY
Continued on next page
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Unit 2: Documents
IPS510
BUKRS Busi¬ ness partner 0001
Con¬ Con¬ tract Ac¬ tract count object
Child¬ care contri¬ butions
Your BP
Amount Main trans¬ action
Sub¬ trans¬ action
30,00
0200
4010
There is no solution.
a)
Task 4: You want to create the FI-CA document from the standing requests. 1.
You want to create the FI-CA document from the standing requests.
—
Go to Posting * Request from Standing Requests
—
►
Create Documents
—
>
Create Documents
Choose the current date as the date ID and AOkn as the identification. Now enter the criteria for selecting the standing requests from which you want to create FI-CA documents. Enter your business partner and the company code “000 7”. On the “Date and Request Nos” tab page, enter the date DD/MM+l/YYYY in the “ Consider Due Dates Until” field. On the “Log ” tab page, choose the problem class “ Additional Information ”.
Save your entries and choose “ Schedule Program Run'.
Choose the option “Background - Start Immediate” and confirm your entries. After the program has run, you can check the documents by choosing
“ Application Log ” on the “Log" tab page and going to the messages. Make a note of the document numbers: a)
There is no solution.
Task 5: You want the amount for childcare contributions to be adjusted as of two months from the current month. Your citizen must now pay 40.00 EUR instead of 30.00 EUR. 1.
For this reason, you must change the standing request. Continued on next page
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Lesson: Public Sector Requests
IPS510
- Go to POSTING REQUEST — > EDIT STANDING REQUEST. - Enter the number of your standing request and choose “Change”. - Choose “Create execution period”. ->
Enter the new execution version for childcare contributions on a monthly basis starting from 01/MM+2/YYYY.
- In the execution data for Version 002, you can enter 01/MM+2/JJJJ as the earliest due date.
- Choose “No End Date” and enter “Monthly” as the frequency and “1” as the interval.
- Choose “Special Date”. - Confirm that you want the relevant dates to be delimited. - The posting dates are proposed from Version 001. Change the amount to 40.00 EUR.
First Due Date
Last Due Date
01/MM+2/’ fYYY BUKRS Busi¬ ness partner 0001
a)
2011
No End Date
Fre¬ quency
Interval
Yes
Monthly
1
Con¬ tract Ac¬ count
Your BP
Special Date
tion
Sub¬ trans¬ action
4010
0200
Con¬ tract object
Amount Main transac¬
Child¬ care contri¬ butions
40,00
There is no solution.
© 2011 SAP AG. All rights reserved.
153 ET
Unit 2: Documents
mn
IPS510
Lesson Summary You should now be able to: • Post requests in FI-CA
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Lesson: Exercise on General Requests
IPS510
Lesson: Exercise on General Requests Lesson Overview This unit is intended to give the participant an overview of the transactions in contracts accounts receivable and payable. It explains that transactions are one of the main account assignments in a request or document. It documents which aspect of a business transaction or process the line item entry is based on.
Lesson Objectives After completing this lesson, you will be able to: • •
Create general requests Update the relevant revenue/expense during the incoming payment from the general requests.
Business Example Your administration uses general requests to manage parking charges. The approvals are not sent until the payment has been made. You want the revenues to be automatically posted with the payment.
Task 1: First post a general request for the contract object for parking permits.
Go to POSTING REQUEST EDIT GENERAL REQUEST. Choose the request category “Acceptance request” and choose “Create”. For the request items, enter company code “0001”, your contract object for parking permits, main transaction “4010” and subtransaction “0400”. Save the general request. -ÿ
• • •
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-ÿ
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Unit 2: Documents
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Task 2: The citizen pays his parking permit using the cash journal with reference to the contract object number for the parking permit. • • • •
Go to the cash journal (branch: CD; cash desk ##) In addition to the general specifications for postings, you must enter an amount of 20.00 EUR and set the “Post on account” indicator. Enter the number of your contract object for parking permits in addition to the selection category “O contract object” and choose “Post Item”. Check the document using the account balance for the relevant contract object. What is the main transaction and subtransaction of the document?
Task 3: Use the mass activity “Create documents from mass activity” to create the revenue posting from the payment document.
• • •
•
•
Go to POSTING -*• REQUEST -> GENERATE DOCUMENTS -*ÿ FROM GENERAL REQUEST. Execute the program for the current date with the identification AA##. First maintain the general criteria for the distribution run: Enter the contract object for parking permits and deactivate the simulation run. To understand problems better, set problem class “4 Additional information” on the “Logs” tab page to obtain additional information. Then save your settings. Choose “Schedule Program Run”. You can leave the default values unchanged, choose “OK” and then “Continue” until the run status changes to “Update run already completed”. You can check the results in the application log.
Task 4: Check the document chain. Go to POSTING -> REQUEST -> GENERATE DOCUMENTS REPORTING -» DISPLAY DOCUMENTS GENERATED FROM GENERAL REQUESTS. Enter your contract object for parking permits and choose “Execute". This report evaluates the debit entries that the system has generated for payments that it can assign to a general request. As a result, you can check how many payments have already been included in a general request, for example.
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Lesson: Exercise on General Requests
IPS510
M
Lesson Summary You should now be able to: • Create general requests • Update the relevant revenue/expense during the incoming payment from the general requests.
2011
© 2011 SAP AG. All rights reserved.
157
Unit Summary
mu
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IPS510
Unit Summary You should now be able to: • Explain the concept of the documents and the processes in Contract Accounts Receivable and Payable • Explain the specific structure of PSCD documents and the configuration of document types. • Post documents in PSCD and know the special functions for document entry in contract accounts receivable and payable. • Carry out manual postings Use the account balance function • • Explain the concept of the integration into the general ledger, and know how to process and reconcile the transfer. • Navigate to the account balance display and configure it for your needs. • Transfer postings in the FI-CA subledger to the general ledger. • Find and analyze the postings that you have transferred. Post requests in FI-CA • • Create general requests • Update the relevant revenue/expense during the incoming payment from the general requests.
© 2011 SAP AG. All rights reserved.
2011
Unit 3 Transactions and Account Determination Unit Overview This unit gives you an overview of the structure of main transactions and subtransactions as well as general ledger account determination and tax determination.
Unit Objectives After completing this unit, you will be able to:
Know the definition and structure of transactions. Configure the automatic general ledger account determination in FI-CA. Explain the special tax determination functions in contract accounts receivable and payable. At the end of this lesson you will know about the special features in the US tax determination.
Unit Contents Lesson: Lesson: Lesson: Lesson:
2011
160 Structure of Transactions 166 General Ledger Account Determination 173 Tax Determination USA - Tax Jurisdiction Code (Only relevant for US training)....177
© 2011 SAP AG. All rights reserved.
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Unit 3: Transactions and Account Determination
IPS510
Lesson: Structure of Transactions Lesson Overview This lesson gives you an overview of the functions of the main transactions and subtransactions in Contract Accounts Receivable and Payable.
mn
Lesson Objectives After completing this lesson, you will be able to:
Know the definition and structure of transactions.
•
Business Example
mn
• Allocation to internal transactions
SAP Internal Main
Main
Trans.
Trans. Allocation
? ♦
Sub-
Trans¬ action
Trans. • Account Determ. ■
■
VAT Determination Additional Account Assignment
• Attributes
-
-
Debit/Credit Interest Key Statistical/Non-Statistical
_
SAP
Internal Sub-
Trans. • Default setting by SAP
Transactions explain the business transaction,
upon which the posting of a document line item is based Figure 119: Operations
A transaction is a combination of main and sub-transactions.
The texts allocated to the main and sub-transactions explain the corresponding business transaction and are available in the correspondence. The main transaction controls the determination of receivables and payables accounts.
The sub-transaction controls revenue account determination, determination of the tax determination code, and of information about any additional accounts (business area, CO account assignment data).
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Lesson: Structure of Transactions
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FI-CA and industry-specific versions use internal main and sub-transactions that are assigned by various business processes and that control these processes. These internal transactions are assigned to installation-specific, defined transactions.
If all FI-CA functions or industry solutions are used, internal transactions represent the minimum of transactions. In addition to this, for manual posting, you can maintain any number of transactions that do not correspond to internal transactions.
Transactions in FI-CA must be specified by characteristics such as debit/credit indicator, interest key, statistic indicator, etc. These characteristics are automatically transferred to the document during posting.
M Assignment of External Transactions
Appl. Area Internal Main Internal Sub
to Internal Transactions Name
External Main External Sub
Name
0010
0100
Interest
5010
0100
Interest
0010
0120
Dunning charges
5010
0120
Dunning charges
0100
Return charge 1
5040
0100
Return charge 1
0040
\ Internal main transactions and subtransactions. They are used as default in the system.
The customer can rename the external main and subtransactions. The names defined ere are used in the parameterization table
Figure 120: Assigning Main Transactions and Subtransactions
Internal transactions are those transactions which take place within FI-CA and its industry-specific versions. The main examples of these transactions are charges, interest, payments on account, clarification postings, and so on. These main and subtransactions thus serve to provide parameters needed for the posting of these ‘internal’ transactions.
P
Hint: You must assign an 'ID' to each entry in this table, even if you have decided not to give the transactions new names. (For example, if you do not want to give a new name to main transaction 0010 subtransaction 0100, you must make identical entries in the fields for the external assignment).
These internal transactions are hard-coded. Do NOT delete them.
2011
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Unit 3: Transactions and Account Determination
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Main transactions and subtransactions are used to identify items based on their type (such as interest and charge) as well as the business process from which they originated (payments, account statements, and so on).
This function links each item with a main transaction to which several subtransactions are assigned. For example, there is a main transaction “charge” and associated subtransactions “dunning charge”, “return charge”, “return charge 1”, “return charge 2”, “correspondence charge”, “installment plan charge”, and so on.
>gD
IMG FI-CA Main Transactions: Overview
Application Area
Application Area Main
Main Transaction!, 5010,
Description Charges
5040
Interest
Application Area / ... Main Transaction 5010
Subtransaction
''
Fl-CA Subtransactions Subtransaction Description
0100 0110 0120
Return Charge Install. Plan Charge Dunning Charge
NP10Q/
Main and Subtransaction: 5010/0100
C.Code/Main and Subtransaction: P100/5010/0100
Description +/- sign Due date Withholding tax Additional receivable rule
Dunning procedure Interest key Payment block
Payment Ignore
Figure 121: Maintain Main Transactions and Subtransactions
A user is free to define new entries in this table for use for transactions not defined as ‘internal’ to FI-CA. These additional main and sub entries can be used in general ledger account determination.
You can also define whether the amount entered can be negative or positive.
All postings in FI-CA contain information on the business transaction in the main and sub transactions. You can assign additional attributes to the transactions in Customizing. These attributes are copied in the business partner item when the posting is made and can influence the following business transactions.
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Lesson: Structure of Transactions
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mn
Transactions Acct. Display
Main Transaction Subtransactions Incoming payment
R010, T010, M010, PO-IO, ...
1090, 1091
Transactions Other Postings Transactions SD Invoice 1200
... _ account
Account maintenance maintenance, write-off. ..._
Transactions Clearing items
[
Incoming payments, outgoing payments, clearing reversal, Account maintenance, invoicing
Main Transaction Subtransactions
|
Incoming payment
Payment
Reversal
Reversal from returns
on account
Main Transaction Subtransactions Other receivables
Other receivables, other credit memos
Main Transaction Subtransactions memo
Household connection: Receivable, credit Electricity Receivable, credit Subsidiary xyz
_
memo
Figure 122: Freely Defined Transactions
Transactions for account balance display must be freely defined. These transactions are defined for documents that do not have any business partner items (reversal or payment documents). The transaction is determined using the clearing reason of the document that was cleared by these documents (reversal or payment documents). These transactions must then be defined in the posting areas R001 (IS-U), T001 (IS-T) or MOO1 (IS-M).
If documents that do not have any business partner items are cleared themselves (by reversal or clearing cancellation) , the system creates a business partner item and the clearing information can be written here. This item transaction is also determined from Customizing. The original clearing reason is also used for determination here: Posting area 1090 and/or 1091. Any sub-transactions can be specified for business transactions that are not represented in FI-CA processes. These sub-transactions are allocated to the freely-defined main transactions. This enables you, for example, to map infrequent business transactions and use them for manual posting.
For SD billing documents that are posted to FI-CA, the transactions are determined based on several characteristics of the SD billing document. Transactions can also be freely defined here: Posting area 1200.
2011
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163 ET
Unit 3: Transactions and Account Determination
mu
IPS510
No allocation in the following cases:
00
User-defined transactions for manual postings exist not correspond to an internal transaction.
and these do
A 1:1 allocation of an internal transaction to defined transaction is not sufficient.
In FI-CA interface areas, the business process is configured individually by defining user-specific subtransactions. As a result, there are no Fixed internal transactions.
Figure 123: Assigning an Internal Transaction - Defined Transaction
Examples: Customer-specific transactions: Other receivables for manual postings (6000 / 0020 in the training system) do not correspond to internal transactions. Depending on the charge schema selected in the dunning steps of a dunning procedure, dunning charges must be posted either statistically or as relevant for the general ledger. The transaction is 'allocated' to the business process (specifies, which defined transaction is used in the business process) with the option of creating l:n relationships. The rate structure of the IS-U settlement and invoicing is intended to define different rate steps that create posting-relevant invoice lines for different revenue accounts and CO account assignments. The freely defined subtransactions are included in these rate steps. Allocations cannot be made in the transaction configurations due to the customer-defined rates and subtransactions.
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2011
Lesson: Structure of Transactions
IPS510
mn
Lesson Summary You should now be able to: • Know the definition and structure of transactions.
2011
© 2011 SAP AG. All rights reserved.
165 ET
Unit 3: Transactions and Account Determination
IPS510
Lesson: General Ledger Account Determination Lesson Overview This lesson gives you an overview of deriving G/L accounts in Contract Accounts Receivable and Payable.
mu
Lesson Objectives After completing this lesson, you will be able to: •
Configure the automatic general ledger account detennination in FI-CA.
Business Example
mu
Definition: Key representing a business subfunction that supports automatic determination of certain data required to create documents. This data can include account numbers, transactions and other specifications or defaults used in posting transactions and clearing transactions.
In contract accounts receivable and payable, Customizing tables are not defined for every posting area. Depending on the posting areas, tables are identified by their key and function fields. Posting areas can be called up using Customizing activities or transaction FQCO .
Figure 124: Posting Areas
The posing areas are broken down into the following areas: • •
•
Posting areas for all application areas (for example, posting area used to identify a tax account based on the tax code) Posting areas for more than one application area (for example, posting area used to determine the default values for incoming payments). You can make a number of different specifications for each application area. Application-specific posting areas - the letter of the application area is in first position
The active application area is defined in the user parameters and/or by selecting the application area.
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© 2011 SAP AG. All rights reserved.
2011
Lesson: General Ledger Account Determination
IPS510
You can maintain the posting areas either in transaction FQCO or in the implementation guide. Transaction FQCR: Select and output data from account determination. You can use this report to select and display account determination data from any posting area. In the list, you can use functions such as find, sort and total. If you select the entry, the system branches to display screen. You can maintain the entry by selecting Display -> Change. If you enter a search value, you can use the report, for example, to find what Customizing entry an automatically posted general ledger account was determined from. IMG
M Menu: Got/Select Key Select Key Fields Mandatory
Key Field 1 Key Field 2
Used
X
Key Field 3
X
x x
Switches to list display
Menu: Environment/Access Sequence Access Sequence Access Fieldl Field2 Field3
13 00 0 13 □□ □
m □□□
Execute:
Simulation
Figure 125: Posting Areas
You can always enter several derivation rules. If the system does not display the necessary key fields at first, call them by choosing the menu path GOTO SELECT KEYS.
—
>
Access Sequence: The system first attempts to determine an entry with the key fields that are used. If this does not work, the last key field is excluded at the next attempt. At the last attempt, only the first key field value is used. You can change this standard procedure with user-defined access sequences. To do this, you define: • •
2011
Which of the possible key fields are relevant for the determination of the G/L account In which order the system uses your key field definitions for the determination of the G/L accounts
© 2011 SAP AG. All rights reserved.
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Unit 3: Transactions and Account Determination
IPS510
Test your customizing by clicking on „simulation“. There is also an error analysis if the derivation was not possible.
mn
c
Company Code Division Account Determination ID Main Transaction
i
Document Header
n
,
BP Item 1
GL Item 1
BP Item 2
GL Item 2
BP item n
GL Item n
1
Reconciliation Account
\
Revenue Account
Customizing Account Determination
Company code Division Account Determination ID Main Transaction Subtransaction
♦
Customizing Account Determination
Figure 126: General Ledger Account Determination 1
General ledger accounts are determined by means of standard account detennination functionality. This function uses a quantity of posting parameters and checks a special allocation table that is set up in PSCD Customizing. G/L account detennination is done via main transactions and subtransactions from the line items of postings and account detennination ID.
The account determination ID is derived from the contract account, the account determination ID of the contract object (PS-CD), or the contract (IS-U). The event for determining the reconciliation account is 1101. The event for detennining the revenue account is 1100.
168
©2011 SAP AG. All rights reserved.
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Lesson: General Ledger Account Determination
IPS510
IMG
M Select Key Fields Mandatory Main Transaction Sub transaction
Used X
X X
Acct. Determination ID
—
Maintain Reconciliation / Revenue Account Overview 1
Acct. Determ. ID Main T ransaction
Subtransaction
G/L Account
|
I
EJDL
6040
| 4010
l
140099
|
| 0120
|
| 273000 |
l
l
|
0100
140000
|
Figure 127: General Ledger Account Determination 2
The account determination ID is automatically derived from the contract account category, when an item is posted. Each individual posting in the subledger is allocated to exactly one receivables/payables account in the general ledger. A negative transfer amount is a credit, and positive amount a debit.
P
Hint: General ledger accounts used in line items for business partners (receivables, payables, down payments, etc.) must be designated as being reconciliation account category “V”. This prevents unintentional direct postings to these accounts, and thus avoids potential complication of the reconciliation process.
Revenue Account: The account determination logic for the profit and loss statement is the same as for balance sheet account determination. A subset of fields is used from the documents to determine automatically the general ledger account in which to post.
2011
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Unit 3: Transactions and Account Determination
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IPS510
Reconciliation
Business transaction
account
For example, interest: Main transaction 0040
Receivables
account
140580
Contract account/ contract/
contract objects Company code 0001 Division Account determination 01 ID
'
Account
■
Determination
Define account assignment data relevant for main transactions Posting area P000
Figure 128: Account Determination - Reconciliation Account
The system determines the main transaction during business partner processing based on the internal transaction and its allocation to a defined transaction. The account determination ID is determined from the contract account for cross-contract business transactions, or from the contract/contract object for contract-related business transactions. The account determination ID controls determination of the receivables account in PSCD (together with the main transaction resulting from the business transaction). Other criteria include the company code and possibly also the line of business. The same receivables account is determined for identical business transactions for contract accounts with the same account determination IDs, for example residential customers or companies connected inland.
You can use different account determination IDs to access different receivables accounts in general ledger accounting.
170
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Lesson: General Ledger Account Determination
IPS510
mn
Sales revenue
Business transaction For example, interest: Main transaction 0040 Subtransaction 0020
Contract account/ contract/ contract objects
Transaction determination
account Rev. account 800520
Transaction 0040/0020
Company code 0001
Division Account determination ID
Account
01
Determination
Define account assignment data relevant for transactions Posting
area P001
Figure 129: Account Determination - Revenue Account
The subtransaction is also required for the revenue account determination
This enables you to allocate different revenue accounts to one business transaction (main transaction) by defining special subtransactions. It is also possible to allocate different revenue accounts for each company code and division. The business area and sales/purchase tax code are defined in revenue account determination. Further account assignment characteristics (such as cost and profit centers) can be saved there using the CO account assignment key.
2011
© 2011 SAP AG. All rights reserved.
171 ET
Unit 3: Transactions and Account Determination
mn
IPS510
Lesson Summary You should now be able to: • Configure the automatic general ledger account detennination in FI-CA.
172
©2011 SAP AG. All rights reserved.
2011
Lesson: Tax Determination
IPS510
Lesson: Tax Determination Lesson Overview This unit is intended to give the participant an overview of how sales tax postings are determined from the revenue accounts. The tax determination ID is managed historically. The tax determination ID corresponds to the tax ID in general ledger accounting. The tax percentage rate is determined in financial accounting
mn
Lesson Objectives After completing this lesson, you will be able to: •
Explain the special tax determination functions in contract accounts receivable and payable.
Business Example
mn
Business Transaction For example, interest: Main transaction 0040 Subtransaction 0020
\ ransaction Determinatioi
i Transaction
Contract Account/ Contract 01
Profit/loss
account:
800520
Tax determination
E1
0040/0020
Table TE011
Company code U100
Division Acct. Determ. ID
Sales Revenue Account
Tax Determ. :count Determination
Tax determination
E1 04/01/1998 Sales/pur.tax cde (FI) A3 From-date
i Define Sales/Purchase Tax Determination
Accounts for Sales/Purchase Tax 0010
Tax Determ. FI S IP tax code Tax rate
A3 16%
Figure 130: Tax: Tax Code Determination
The determination of the indicator for posting sales tax is connected with the determination of the revenue account for a business transaction.
2011
© 2011 SAP AG. All rights reserved.
173 ET
Unit 3: Transactions and Account Determination
IPS510
In the table TE011, the valid sales tax code for general ledger accounting is detennined historically (that is, the periods for which a tax code is valid are defined), based on the tax determination code determined in revenue account determination. The tax accounts to be posted are defined in the posting area 0010 depending on company code, sales tax code and tax transaction.
mn
*
[Country ) DE DE I DE
TD
Valid-from Tax
n
El El
A1
I I
E2 El '
01/01/1995 04/01/1998 01/01/1995
01/01/1995
a
I
□
US
Tax determination ID
Start of validity period
Figure 131: Tax: Tax Change
| Description
A3 A2
Tax ID in FI
Output Output
tax 15 %
tax 16 % tax 7 % A/R Sales Tax, taxable Output
Ml'.'' Iff]
=
[l_
▼
Valid to 03/31/1998 12/31/9999 12/31/9999 12/31/9999
End of validity period
Example: Tax increase from 15% to 16%: • • • •
174
The sales/purchase tax determination code El is valid from 01/01/1995 to 03/31/1998. The tax determination ID A1 is valid in general ledger accounting for this period. The tax code (A3) resulting from the change of tax must be newly defined in general ledger accounting. In FI-CA, a new validity period is specified, in which the new tax code is allocated.
©2011 SAP AG. All rights reserved.
2011
Lesson: Tax Determination
IPS510
mn
IMG Contract Accounts Receivable and Payable Basic Functions
—
B
Postings and Documents
Document _
LK
LR,
-aLQ.
]
Define Sales/Purchase Tax Determination
Maintain Industry-Specific Transactions
[ Execute Consistency Check for Transactions Define Account Assignments for Automatic Postings Define CO Short Account Assignments
UH Qfr
_
Account Assignments for Down Payments/Charges Automatic G/L Account Determination Define Accounts for Sales/Purchase Tax
I— B #
j— [~\
Define Accounts for
| Define Account Assignment Data Rel. for Mam Transacts.
i Define Account Assignment Data Relevant for Transactions Figure 132: Transactions and Account Determination: Customizing
A
Caution: Replace:
-“Maintain industry-specific ...” by “Maintain Transactions for Public Sector Contract Accounting” -Define CO short “... ” by “Define CO Account Assignment Keys”
......
In the activity, “Maintain Transactions for Industry Components”, you can define main and subtransactions, carry out allocations to internal transactions, make cross-industry settings and add attributes to the transactions.
The consistency check program RFKK_TRANSACTION_CONS_CHECK checks whether transaction configurations are complete and plausible.
In the account assignments for down payments and charges, you can define the transactions that are automatically posted when down payment requests, budget billing requests, or statistical charges receivables are cleared. You define these transactions according to the statistical keys. The statistical document items form the basis for posting. Account assignments that cannot be taken from the statistical document items must be defined here in the system.
2011
© 2011 SAP AG. All rights reserved.
175 ET
Unit 3: Transactions and Account Determination
mn
IPS510
Lesson Summary You should now be able to: • Explain the special tax detennination functions in contract accounts receivable and payable.
176
©2011 SAP AG. All rights reserved.
2011
Lesson: USA - Tax Jurisdiction Code (Only relevant for US training)
IPS510
Lesson: USA - Tax Jurisdiction Code (Only relevant for US training) Lesson Overview
mn
Lesson Objectives After completing this lesson, you will be able to: •
At the end of this lesson you will know about the special features in the
US tax determination.
Business Example Tax Calculation Based on Jurisdiction Code
mn
mn
Standard SAP interface for internal or external tax calculation with jurisdiction code Determination of tax code is the same as without jurisdiction code Jurisdiction code assigned at contract level and contract account level Tax rate changes maintained in table TE012 if tax calculation is executed in an external system [Contract
Edit
_ EMI ItilQUHfil ra
Change Contract: Page 2 4711 Environment System Help
Extras
Goto
1 m ril
0[
S3
4711
Contract Division Company ci
01
Division electricity 300 Page 3
□
lata relevant to billing
Jurisdiction code 1 101110001 Account assignrneflWW ID |-or
Act, Determ.
r
Figure 133: Jurisdiction Code Assigned in Contract
2011
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177 ET
Unit 3: Transactions and Account Determination
IPS510
The tax jurisdiction code is used for determining the tax rates in the USA. The jurisdiction code defines the tax authority you have to pay your taxes to. It is always the city to which the goods / services are supplied.
You may enter the tax jurisdiction codes in the data relevant to billing on the contract. The jurisdiction code on the contract is assigned during move-in.
Coni ract Ac couni
!
'
Edil
l
Goto
]!•:.'
Contract acct. Partner/Address
4811 1000
Extras
Environment
Sysiem
Help
‘VTl-irF Cont. acct. Rose Taylor
|01
IS-U Contract Account
|US/02100/Boston/Oxlade Drive
Data
Jurisdiction Code
101110001
Figure 134: Jurisdiction Code Assigned in Contract Account
The system uses the jurisdiction code on the contract for calculating contract-related taxes.
For transactions that do not involve a contract, the jurisdiction code on the contract account is used.
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©2011 SAP AG. All rights reserved.
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Lesson: USA - Tax Jurisdiction Code (Only relevant for US training)
IPS510
ID
1
I I
□ □ □ □
City US US
Jurisdiction code
Product
101110001 101110001
Valid to
Valid from 01/01/1995 04/01/1998
03/31/1998 12/31/9999
TTu
Jurisdiction Code
Start Date
End Date
-
Figure 135: External System Tax Rate Change
You have to manually maintain this table for tax changes since there is no interface available yet. If no data is maintained in Customizing, the actual billing data is used for tax determination.
ID
Business Transaction
e.g. Interest: Main Transaction 0040 Subtransaction 0020
Revenue Account
Finding ransactioi
Transaction
Contract Account/ Contract Company Code U300 Division Account Determination ID 01 JD Code 101110001
-
P&L Account
800520
Tax Determination
E1
0040/0020
Sales/Purchase
Tax Determination :ouni ■
Determination
Tax Determination E1 From 04/01/1998 S/P key (FI) Q1
i Tax Determ. FI VAT key JD Code VAT rate
01 101110001 8%, 3%, 1%
Figure 136: Tax Determination with Jurisdiction Code
In Customizing, you define the tax determination code in IS-U that links to the tax code in FI.
2011
© 2011 SAP AG. All rights reserved.
179 ET
Unit 3: Transactions and Account Determination
IPS510
The tax account is determined during revenue account determination. The tax code and the jurisdiction code determine the tax rates to be charged. External tax packages may be used in conjunction with FI-CA for tax rate detennination.
180
©2011 SAP AG. All rights reserved.
2011
IPS510
mn
-
Lesson: USA Tax Jurisdiction Code (Only relevant for US training)
Lesson Summary You should now be able to: • At the end of this lesson you will know about the special features in the US tax determination.
2011
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181 ET
Unit Summary
mu
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IPS510
Unit Summary You should now be able to: Know the definition and structure of transactions. • • Configure the automatic general ledger account determination in FI-CA. • Explain the special tax determination functions in contract accounts receivable and payable. • At the end of this lesson you will know about the special features in the US tax determination.
© 2011 SAP AG. All rights reserved.
2011
Unit 4 Incoming Payments Unit Overview This unit gives you an overview of the processes for editing incoming payments in Contract Accounts Receivable and Payable.
Unit Objectives After completing this unit, you will be able to:
Name the different payment types in contract accounts receivable and payable. Explain the object of the lot in contract accounts receivable and payable, and explain the procedure for the manual and automatic generation and processing of lots. Clear open items using a check lot and a payment lot Use the account balance to check your activities. Explain the processing options offered by clarification processing. Transfer unclear incoming payments from the payment lot to the clarification worklist Clarify the unclear incoming payments in the clarification worklist and assign them to the correct items. Process payments at the cash desk and know the principles of the cash journal. Use the cash desk function to clear open items Execute cash desk closing in the cash journal
Unit Contents Lesson: Processing Incoming and Outgoing Payments 185 188 Lesson: Payment Lots and Check Lots Lesson: Exercise on Check Lot and Payment Lot (Entering Payments in .202 Payment Lots) Lesson: Clarification Processing .205 Lesson: Exercise on Account Maintenance (Clarification Processing) ..217 Lesson: Cash Desk/Cash Journal 222
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Lesson: Exercise on the Cash Journal
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235
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Lesson: Processing Incoming and Outgoing Payments
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Lesson: Processing Incoming and Outgoing Payments Lesson Overview This lesson gives you a quick overview of the types of incoming payments: Customer-initiated payments and organization-initiated payments.
m
Lesson Objectives After completing this lesson, you will be able to: •
Name the different payment types in contract accounts receivable and payable.
Business Example
Initiated by Customer
Initiated bv Company
Incoming payments from
Incoming and outgoing payments:
self-payers:
• Outgoing bank transfer • Outgoing checks
• Incoming bank transfer • Incoming checks ■
Manual payments • Payment cards • Biller Direct
*
Payment cards Bank direct debit • Bank collection • Also: Internal clearing (transfer postings) ■ ■
i
Payment / Check / Payment Card Lot
Payment Program
Cash Journal
Payment Order Lot
Figure 137: Initiation of Payment Transactions
The payment program considers the open items due from all business partners or contract accounts that have been selected. It can be used to process both incoming and outgoing payments.
In case of payments initiated by the customer, the customer decides when to pay. Payments initiated from outside can be processed by a payment lot/check lot and automatic clearing. Alternatively, payments can be handled through the cash desk (cash journal).
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When payment is initiated by our organization the organization determines when it will collect or disburse payments from/to the business partner. All payments initiated by our organization are processed by the payment program.
mu
The following incoming payments are initiated by the business partner: ■
Check
■
Bank Transfer
■ Payment Forms
■
Cash Payment
■ Payment
Cards
Figure 138: Incoming Payment Processing: Externally Initiated
The open item that corresponds to an incoming payment is found and - as far as possible - cleared (by partial or overpayment if necessary). Most open items are cleared automatically (clearing procedure). If unable to automatically determine the open item to be paid, you can assign payments manually to one or more open items. Customer-initiated incoming payment methods are generally posted through the use of payment lots. Payment card payment postings may be posted manually online and therefore can be considered a customer-generated payment method as well as an internally generated method. Payments not assigned to an open item can be posted on account or put into the clarification controller for clarification activities.
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Lesson: Processing Incoming and Outgoing Payments
IPS510
mn
Lesson Summary You should now be able to: • Name the different payment types in contract accounts receivable and payable.
2011
© 2011 SAP AG. All rights reserved.
187 ET
Unit 4: Incoming Payments
IPS510
Lesson: Payment Lots and Check Lots Lesson Overview This lesson describes different types of incoming payments: payments by check and payments by bank statement.
mu
Lesson Objectives After completing this lesson, you will be able to: •
Explain the object of the lot in contract accounts receivable and payable, and explain the procedure for the manual and automatic generation and processing of lots.
Business Example
mu
3 Incoming check data
Bank transfer data from account statement
Check Lot
Payment Lot
'S-
Payment lot is generated manually
Lot is generated automatically (can also be executed manually)
\Bank statement'
Figure 139: Payment Lots and Check Lots
Payment/check lots are used in connection with payments initiated by business partners. The payment/check lot is an object, which is used for storing data from externally-initiated payments. Data from payments that have a common origin or that should be processed together are stored in one lot.
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Payment Lots and Check Lots
IPS510
You enter payment/check lots manually if the payment information exists in written (paper) form. This is normally the case for check payments, although incoming bank transfers can also be entered manually. Payment/check lots are created automatically by the system if payments are transferred in the form of an electronic bank statement. If you are not using the ERP Cash Management system, you must create a program which converts the bank statements into a file that can be read by PSCD. This file is then converted to a payment/check lot. Lots are processed in the following steps:
H
O)
c
u-t-thi
1
E Q.
Enter Items
Close Lot
2 Ct
%
Post Lot
2
3
<
t/>
£
N
o
1
9a.
3
Lot Completed
TO 3 TO
Figure 140: Parallel Data Processing: Lots
The general steps in payment/check lot posting are as follows: • • •
•
Create and save the payment/check lot; can be created manually (check lots) or by a program (incoming bank transfers from an account statement) Display or change the payment/check lot (if necessary); items can be inserted or deleted Close the payment/check lot; insertion or deletion of items is no longer possible; however, corrections to items in the payment/check lot are permitted. It is no longer possible to add payments to the lot, or delete payments in the lot. Post the payment/check lot; posting can only take place if the lot has been “closed”. Upon posting, payments are transferred to the contract accounts and posting is made to the appropriate clearing account. Payment differences can be automatically posted to special profit and loss accounts.
Further or post-processing is required if postings to a clarification account have been created or if postings were not possible (for example, incorrect/missing Customizing). The following possibilities exist: the triggering of repayments;
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posting to an interim account (if contract account camiot be determined); or posting as a payment to a contract account (where the account can be determined, but the open-item to be cleared cannot).
Authorization object “F_KK_SOND” with activity “Oil” is needed in order to be able to reopen closed payment/check lots.
PD Custormar number 10004711 Connect 0315, Q1 /2305
Bu4in«H
+
Interpretation rule for rule to pay**
CArrT CnnftracC CMtii'r Irto
13004711
2100.00
Figure 141; Interpretation Rules: Note to Payee
Define interpretation rules for note to payee: in this activity, you define the mles for the automatic analysis of note to payee texts for the automatic transfer of payment data to payment lots in Contract Accounts Receivable and Payable. Using the values determined, the system then determines the selection criteria for the assignment of payments to receivables. If you want to subject the values found in this way to an additional check, you can specify a check procedure for each structure sample. This check procedure has already been defined for the interpretation of the note to payee based on sample function module FKK SAMPLE SEL TYPE CHECK in the check procedure Customizing activity.
In order to simplify the settings of the interpretation rules for the note to payee, the note to payee analysis can be tested in a Customizing activity. When payment data is transferred using the reports RFKKZE00 or RFKKKA00, you can still use the function module called up at event 0950 to make application-specific or customer-specific enhancements for payment or additional selections. For further information see the report documentation or the event description (FQEVENTS).
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Lesson: Payment Lots and Check Lots
IPS510
U
Bank. 16828630 St*t no 8838 ■
Subledger postng Area Sel fid Docuwnt nuaber
ACCt Stit date P«tivfl athd Int trans
CoCd P881 113184 1888 871 02 82 05 :2882 ID Displ ay incorrect screens 2081 Cash infloe via inter ia account Aaount Doc
Reference
00001 02 85 2002
no .
OnAcctDocNo
601,00
OORT aaount| Bus i ness rtner Ben* detans
10020030
transaction Ext trai to payee
Bel
Do(es) Not Exist
To be
posted
051 11-4711
B Use of check digit procedure
Posting to clarification accounts and short account assignment based on template Reassignment of selection values to new values and selection categories
Figure 142: Note to Payee: Configuration
SAP has enhanced the options for the evaluation and further processing of the note to payee specified for the transfer of FI bank statement data to the payment lot. The system accesses the interpretation rules that were defined in Customizing for contract accounts receivable and payable. In addition, it is possible to transfer incoming payments that have a particular pattern in the note to payee to a clarification account or to a short account. The program enters the short account or the status “7o Be Clarified" directly into the payment lot. This ensures that these payments are not processed by the clearing control. For FI-CA customers this is interesting for holding transactions or for payments that do not have requests. In addition, you can reassign the selection values found. This means assigning a new value to a selection value or also assigning a new selection category.
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ID
I IKUM pistation Rule* Por Note to Payee
Contract Number
Clarif. Account
Hty
No E nrtry
Ho bntiy
Snort Aflct. No Endry
Structure
Only Numbers
Only Numbers
Only Numbers
<
Lenglti 1?
LcngTh 6
Lcnglh
Min 000000000000
Min 000000
Mm 0000
MSir 399999
9999 No Check Piw
No Chtwk PTK G Clarification
Mootnn 11 V Contract
Srlethon
Bank Statement
4-
100 00 50000123456? Contract l5flJ02
h
Short Account
Acd
IMG 5B8C012345-87
G
1 50202
\ Sample
Account
Priority
V
5Q3GQ
Shi rt Aid. ODDI
Yes
G
1EJ
GfariTicatiifl
SfliKtlsn Category
Account 1132011
Selection Vo lues from Hots to Payee
Figure 143: Interpretation of Note to Payee - Example
To simplify the Customizing settings for the interpretation rules for the note to payee, you can use transaction FPNOTETEST to test the note to payee analyses.
mn
Contract account
[1] 50 00
Receivables
(1J 50 00
Bank
Revenues 50 00 [1]
Bank clearing
Figure 144: Incoming Payment: Postings 1
Postings: 1 . Debit entry from invoicing (shown without tax posting)
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Lesson: Payment Lots and Check Lots
IPS510
mn
Contract account
[1] 50 00
Receivables [1] 50 00
Revenues 50.00 [1|
Bank
Bank clearing
[2] 50 00
50.00 [2]
Figure 145: Incoming Payment: Postings 2
Postings:
2. Incoming payment at the bank (the account statement is posted in the general ledger)
mn
Contract account
[1] 50.00
50 00 [3]
Receivables [1J 50 00
50 00 [3]
Bank [2] 50 00
Revenues 50.00 [1|
Bank clearing [3] 50 00 50.00 [2]
Figure 146: Incoming Payment: Postings 3
Postings: 3. Payment allocation by processing the payment lot
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Unit 4: Incoming Payments
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In the case of payment lots, items from the bank clearing account are posted to payment usage or to the interim account. The document number is recorded in the associated items in the payment lot. Payment usage can include the following: • • • • •
mn
Clearing/partial clearing of open items Postings on account Expense/revenue (payment difference) Creation of new debit entries that are immediately cleared via payment allocation. (Charges or interest, for example) Down payments Create Payment Lot: Specifications and Status Control Totals and Status Information Debit Specified
Credit Specified
Specifications for Posting nocs. 51 Document Type Reconciliation Key
Document Date
Items Specified
Posting Date Currency Exchange Rate
Specifications for Pasting items to the Bank Clearing Account Value Date Bank Clearing Account Company Code/ Bus. Area Line Item Specifications for Selection and Clearing of Open Items i 01 C Selection Cats. Clearing Reason
B )
IMG
Figure 147: Payment/Check Lot: Header Data
A manual payment/check lot consists of a header entry, one item per payment and, optionally, several sub-items per payment. In the header for the payment order, data is saved which is valid for the whole lot, along with data which is used as the default values for the items. The document type, search term, posting date, bank clearing account, company code for the bank posting and the reconciliation key for G/L accounting are valid for the entire lot. The currency and value date also have to be defined in the header.
The most important default values for the items are the clearing reasons (such as incoming payments) and the selection categories (such as partner number, contract account number).
SET 194
© 2011 SAP AG. All rights reserved.
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Lesson: Payment Lots and Check Lots
IPS510
Selection infonnation is used to identify the open items which have to be cleared with the payment and/or to prepare the data for payment on account. Information is always given in the form of the selection category / selection value.
Example: “C” stands for contract account; “B” stands for business partner, and “P” for period key.
Selection categories are defined in Customizing.
m
Selection Categories
T
Description
B K F B O P
Document Number Contract Account Net Due Date Business Partner Contract Object Period Key
+ Any field in the FKKOP structure
Figure 148: Payment/Check Lot: Processing Selection Categories
The selection categories allow you to decide which fields are to be used for selecting open items within a screen variant.
Fields for selection categories can be defined in Customizing and may be taken from structure FKKOP (Business partner items in contract account document); fields from a customer defined structure may be used, but a function module must be coded for event 210. You can use the following fields to select open items in the transaction for manually posting a document: business partner, contract account, contract, contract object, payment form reference number (reference number assigned to a payment form from an external system), document number, reference document number, payment form number, and net due date. Of all possible fields, the system displays only those that were specified as a selection category for your application in this activity.
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mn Further Details
In the list entry, you maintain one line for each payment. You can define the
J[screen Template]
Pay ment Amount
T 1
500
K 11-2135
Field Value
r1
Field Value
Value Date
Curt
variants in Customizing, in order to adjust the structure of the line layout to meet your requirements. You can also change the screen variants during processing.
Entries here determine what type of field values must be entered later (for example, contract account).
Figure 149: Payment/Check Lot: List Entry for Payment Screen
The selection details that can be created from the note to payee are defined in the item. If multiple allocations (such as multiple account numbers or contract numbers) are specified in the note to payee, you can enter further selections. They are then saved as sub items.
In addition to the selection details, partial amounts can also be allocated (for example, with a total payment of 500 you can allocate 200 to account 4711, and 300 to account 4712). If you choose the Further Details pushbutton, or double click on a selected line, then the system displays the details screen for the selected item (not shown in the graphic). You can then enter additional data for the payment.
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Lesson: Payment Lots and Check Lots
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M
Payment Data
Selections
163190 Sort Code Bank Account Check Number Account Holder Note to Payee Additional Information
Note to Payee
Posting Data
Country Reference | Only in Check Lots
Post on Account
Transfer Posting to
Clarify
Clarif. Account
Repayment
Repayment Method
Definitions for Selection of Items C Field Value C Field Value C 11-2135
PO Bank Account Control Key Returned Check Standing Order
|
C Field Value
Uses 'Short' Account Determ.
Partial Amount
Figure 150: Payment/Check Lot: Detailed Specifications
On the detail screen you can enter further specifications which are required for the allocation of payments or a subsequent clarification.
Selections within a line are linked by AND logic, while the different lines of the selections are linked by OR logic.
You can repost posted payments to another general ledger account. You can do this using short account assignments that are defined for a company code and a general ledger account in Customizing. This type of posting is necessary if a payment was received by the wrong department. Standing order is used when a business partner has told his bank to send a certain amount form his account every month to a public sector organization. By selecting this indicator, the bank ID and note to payee information is passed with the item and the system can "learn” if an item is sent with the same incorrect data each time (used in Germany). The field refund method is used when a payment is received by mistake, from someone who is an unknown business partner.
An entry screen is available, in which you can only enter selections. Moreover, a search function in the payment lot helps the user to search according to the content of a column in the item list.
In the display for a payment lot item, you can now also reset the payment allocation or go to clarification processing. The clarification is only possible if the case has not yet been reserved for other users.
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o
H2
o
Paymt. advice: 1004711
Customer: 10000815 Max Donaldson Corp.
Bill No. Amount 120.45 2001234 3003461 349.90 IC 470.35
Lot 1
o Max Donaldson Corp. Acct.: #0815
Payment
470.35 USD Z: 1004711
Doc.
Amount Open
2001234 120.46 120.45
3003461 700.35 349.90 4001234 600.87 600.87
r
f
Selection Category: Payment Advice Note
%
t
Doc. 126 120.45 USD
Payment
Doc. 127 349.90 USD
Copy payment advice note
Additional selection through payment advice note Payment allocation according to payment advice note criteria (under/overpayment possible)
Figure 151: Payment Advice Note
You can use payment advice notes to enter details on authorized payments. You can use the key created during the generation of a payment advice note as selection criteria for open items. In addition to the business partner or the contract account, you can also use the payment advice note number as selection criteria when entering a payment lot. When the payment is posted, the system selects the open items of the business partner in the payment advice note. The system uses the entries in the payment advice note items to allocate clearing amounts to the selected items. Any amount differences that occur if the amount from the payment advice cannot be completely distributed (that is, if the open item amount is smaller) are combined into a posting on account.
Report RFKKAVOO also transfers payment advice notes from a sequential file and uses the data to generate one or more payment advice notes. It carries out the following activities: • • • •
gzr 198
Reads the application server file specified and checks the data contained therein Creates one or more payment advice notes provided the data records are correct Closes the payment advice notes provided the corresponding indicator is set. Defective data records are saved separately and can be transferred once you have corrected them.
© 2011 SAP AG. All rights reserved.
2011
Lesson: Payment Lots and Check Lots
IPS510
M
FF.5 | Bank Data Memory Read electronic bank statement
4
FPB7
I t
Jk l.
T ransfer data from electronic bank statement
Display/change Incorrect data records
FPB17 123.13 USD 43 45 USD
Transfer data from MultiCash
345.36 USD
120.00 USD
Display/change incorrect data records
I
Doc. 123 123.13 USD
349.90 USD
Doc. 126 120.00 USD
1250 45 USD 456.90 USD
1 250.45 USD
Doc 128
Figure 152: Electronic Bank Account Statement: Payment Lot
The bank transfers from an account statement are stored in a payment lot. Payments are assigned when the payment lot is processed.
Interfaces: • •
•
Data Transfer from Electronic Account Statement to Payment/Retums Lot RFKKKAOO (transaction FPB7): This report selects payments, returns and payment orders that are imported into the bank data memory during the processing of electronic bank statements for the component Cash Management (TR-CM). If necessary, the FI-CA data can be transferred directly to a payment lot, payment order lot or returns lot. Alternatively, you can output selected data from the bank data memory in a tile. In another step you can then import the created files into payment lots, payment order lots or return lots. You can do this using the PSCD transfer programs RFKKZEOO (payments, payment orders) and RFKKRLOO (returns). The system uses the business transaction and the amount +/- sign to decide the lot type a payment position is transferred to. Data transfer from MultiCash files to payment, payment order and returns lots RFKKKAOO (transaction FPB17): If you convert country-specific bank formats into the MultiCash format, you can use this report to transfer data from the MultiCash statement file and line item file to payment and returns lots in PSCD. However, in order to be able to process MultiCash tiles, you must make the system settings described in the 'Prerequisites' section of the report documentation.
The files can also be generated using neutral interfaces. However, these must have the SAP format - which means they must not contain any country-specific formats from the electronic bank statements.
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ID
IPS510
IMG Contract Accounts Receivable and Payable Incoming/Outgoing Payment Processing
j
Define Screen Variants for Payment Lot Define Default Values for
'[[>
1
I
... Lot(s)
Define Bank Clearing Accounts for Payment Lots
Define Clarification Account Define Clearing Account for Check Deposit
Define Specifications for Repayment of Incoming Payments
(£> Check Number Ranges for Repayment Requests Define Transactions for Electronic Bank Statement Transfer
]
Define Progs, for Converting Ctry-Specific Formats into Multicast!
Define Prefix for Created Lot IDs during Account Statement Transfer Check Procedure for Interpretation of Note to Payee
1
(£>
Qy
Define Interpretation Rules for Note to Payee
| Test Interpretation Rules for Note to Payee | Define Bank Accounts with Individual Clarification Proposal Define Short Account Assignments for Transfer Postings
~ÿr Q, [Define Forms for Check Deposit List Figure 153: Incoming Payments: Customizing
ET 200
©2011 SAP AG. All rights reserved.
2011
Lesson: Payment Lots and Check Lots
IPS510
M
Lesson Summary You should now be able to: • Explain the object of the lot in contract accounts receivable and payable, and explain the procedure for the manual and automatic generation and processing of lots.
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Lesson: Exercise on Check Lot and Payment Lot (Entering Payments in Payment Lots) Lesson Overview A clarification work list manages payments that could not be allocated. In this chapter, the participants are given an overview of the work list as a tool to handle these payments in Contract Accounts Receivable and Payable.
mu
Lesson Objectives After completing this lesson, you will be able to: • •
Clear open items using a check lot and a payment lot Use the account balance to check your activities.
Business Example Your business partner has sent you a check to clear the childcare contributions. You want to use a check lot to process the contribution. Do this in transaction PSCD.
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2011
IPS510
Lesson : Exercise on Check Lot and Payment Lot (Entering Payments in Payment Lots)
Task 1 Clear the open childcare contributions for your business partner with the check lot that you can find under the menu path PAYMENTS — > CHECKS — > CHECK LOT. •
• • • •
On the check lot request screen, enter the name “YYMMDDGR##” for the check lot (for example, on March 21, 2002, the name would be 02032 1GR##) and choose “Create". You can enter any value as a search term. For the check deposit account, enter general ledger account 113108, company code 0001. You can enter the value date yourself, for example, today's date. Choose the screen variant “CHK” for the line layout and choose “ New Items
You can leave the other default values unchanged. In the first line, enter the amount of the check, 30.00 EUR (for childcare contributions), your business partner next to the letter B, your contract object next to O and the check number 10000000. The contents of the “ Selection Value " column is interpreted according to the selection type that proceeds it. You can define the variant “CHK” in your user parameters ID825. Choose “Save" and then the function key PF3 (or the green back arrow) twice to return to the initial screen for the check lot. Choose “Close” and “Yes” in the dialog box that then appears. Then you can no longer add or delete any payments in this lot. Post the lot by choosing “Post". Do not change the default values and choose option “Start online". Choose “OK” twice and the system should issue a message telling you that the postings have been made. Check your postings in the account balance. To do this, use the list type “All Items”. -
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IPS510
Lesson Summary You should now be able to: • Clear open items using a check lot and a payment lot • Use the account balance to check your activities.
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Lesson: Clarification Processing
IPS510
Lesson: Clarification Processing Lesson Overview This lesson gives you an overview of the processes for clarification processing in Contract Accounts Receivable and Payable.
M
Lesson Objectives After completing this lesson, you will be able to: •
Explain the processing options offered by clarification processing.
Business Example
M
Clarification Worklist Contains all cases (postings) that require clarification. You can use the workflow to allocate the items to different users.
=
You can: Find payments - Check the posting document * Search for similar master data Allocate the payment to an open item Post online Generate correspondence with a bank
Figure 154: Clarification Worklist
oa
Items requiring clarification arise where you post a payment/check lot but either some or all payments could not be posted (due to missing or incorrect Customizing, for example) to a contract account. When you post a payment/check lot, these items are posted to an interim account defined in customizing and included in a clarification worklist.
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If you then process the clarification worklist, you can transfer these items from the interim account to a contract account. You can process the posting for a payment, a payment lot, or for all clarification cases (for more than one payment/check lot).
You can clarify items from the payment or payment lot as follows: • •
•
Correct the payment items (the data used to select the items) and restart the posting of the selected items (clearing open items or payment on account). Perform the posting and clearing manually (with clearing of open items or payment on account). It is possible to clear some items during clarification. Partial clearings can be posted more than once. It is also possible to transfer posting items by using short account assignment defined in Customizing. In connection with this posting you can start a workflow (for example, you can send an E-mail to the department receiving the posting). Create a repayment request if you were unable to allocate the incoming payment amount to an individual item. The system then reposts the amount from the interim account to a repayment clearing account.
As of release ERP 2005, the new function “Correspondence for Clarification” is available for clarification processing. This allows you, for example, to make queries at the house bank or other addressees. When you use the function, the system proposes a business partner and an application form. The correspondence type is 0035.
mn
nsi
yfci
Posting
Cash Desk / Cash Journal
Wr
Clearing Control Payment Lot
Contract Account XY Debit Entry
Clearing Pay ment on
Account
i
Overpayment
Underpayment
Bank
Clarification Cases
Clearing Control
Repayment Manual Postprocessing Automatic Account Maintenance
Figure 155: Incoming Payment: Processing
The clearing control is responsible for the automatic allocation of payments to open items.
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Lesson: Clarification Processing
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The clearing control logic can be used in various processes and transactions. The clearing control is used for manual or automatic account maintenance, as well as for processing payment lots.
M
Payment
Lot
Total List for
Doc. 4712 Not SB1, but SB2!!!
Clarific. Worklist Payment Lot
Administrator
Doc. 4711 Doc. 4712 Doc. 4713 Doc. 4811 Doc. 4812
Agent
Determination
w*; i Clarific. Worklist Payment Run
-
SB1 1 List Paymqit lot Doc.4711 : Payment
Run
L-
DOB=-4*«=? Doc. 4713
i
r
SB2 List - Payment lot Doc.4811 Doc. 4812 Doc 4712
Figure 156: Agent Allocation
The clarification worklist can be included in a worklist. SAP supplies the following two sample workflows for this. They can be used to create individual workflows:
Simple workflow - WS21000078 A clarification case must be allocated to a processor before it can be sent to an agent in the workflow inbox. Agent assignment and agent restriction ensure that clarification cases are only assigned to an agent once. This means that if an agent cannot process and complete a clarification case, the case is sent automatically to another agent. Ad-hoc workflow - WS21000077
No agent allocations or restrictions have to be made for this workflow. If an agent cannot clarify a case, he or she determines the next agent and forwards the case to them. For this workflow, make the setting for a workflow with direct advance in the general workflow settings so that the next processor query appears immediately after processing.
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Application Object
Control Object Application Table Key Structure
I
PLOT
I
CFCS I DFKKCFZST FKK_KEYSTRUCT_PLOT
Descriptions
Description Screen Title
Payment lot Payment lot
Roles for Selection Restriction
[~2100006 ? ]
Role with Responsibility |Lyrmnnrr[Jp~| Active
f 2100009 ? j
Role with Responsibility
rzmeeeagrfW Active
Figure 157: Clarification List: Roles
When processing clarification worklists, you can cany out a check on the agent that processes individual clarification items using a role definition (like the SAP Workflow).
This accounting agent then receives only those clarification items within their worklist for which they are responsible within the SAP organizational structure linked to the role.
For clarification processing in the payment lot, roles for restrictions in the clarification worklist have been available for several releases. Standard role 02100008 (abbreviation FMCA PLOT SR) defines by which organizational units, positions, persons or users certain cases of the clarification worklists are processed. The standard role 02100009 (abbreviation FMCA PLOT UC) defines when clarification cases of the clarification worklist should count as urgent and which organizational units, positions, persons or users are responsible for their clarification. These roles were defined in the Customizing for clarification processing until now and had to be activated when needed. As of release ERP 2005, with clarification processing general roles are defined for payment clarification instead of these roles. However, the roles are still available. If you want to use these roles, replace the roles delivered with the roles 02100008 or 02100009 and then activate them.
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Lesson: Clarification Processing
IPS510
Selection
M
Administrator Mode Resubmission Cases Workflow Cases Urgent
3 In process by me S In process by other user
* Resolved c9 Set to resubmission Open Item Clearing
Payment
on Account
FPCPL
«
.LA' imountplarif. Account Acct. Holder Status Status Name Doc, 80,4711 In Process Smith W. 113300 3
\
Clarify
Lock/Unlock
Set for Resubmission
Change Status/User
Transfer Posting to Clearing
Repayment
Account
Figure 158: Selecting Clarification Cases from Payment Lot
The selection options of the payment clarification list enable you to limit the open clarification cases according to clarification accounts and account holders.
You can also define mapping rules by using the new roles 21 00008 (Limited Selection Clarification Worklist) and 2100009 (Limited to Acute Clarification Cases) and thereby assign each clarification case to at least one processor or a group of processors. You can transfer payments from payment or check lots that are in clarification, and that you cannot assign, after a predefined period using a program and thus remove them from the clarification worklist. You carry out the transfer posting by specifying a short account assignment to which a minimum retention period is assigned. The transfer posting program is RFKKUMBKL.
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IPS510
Selection from payment lot
+
■
Partial / clearing of open items
■
Payment on account
■
Transfer posting to a clearing account
■
Initiate repayment of amount
■
Correspondence
Clarification proposal according to personal settings:
• Analyze note to payee (interpretation rules) • Business partner with same bank details • Evaluation of similar clarification cases Immediate display or call
+ Exception account for payment clarification (FP05_PROP)
+ Error-tolerant search
(30
Due amounts Last payments
Figure 159: Clarification Proposal
When you call up a clarification case, the system automatically suggests a clarification proposal. You can define the range of the clarification proposal in your personal settings. In addition to the proposed business partners, the system can display their most recent payments and due items, it can search for similar numbers (for example document and account numbers) and can switch to the clarification processing screen so that you can distribute the payment amount between several partners, contract accounts or contracts.
In the clearing proposal, you can delete proposed lines, select all proposed lines or reverse the selection in all lines. In some cases, the clarification proposals from previous clarification cases are not helpful. This can apply, for example, to payments made by social services or pension offices. Although the payments originate from the same bank account, the payments can be made for many different business partners. Previous, incorrect clarifications are also an example of this. If a payment was allocated to the wrong business partner and re-allocated later, the system will always propose the wrong business partner whenever a payment is made using that bank account.
The function Maintain Exception Accounts for Payment Clarification enables you to define different rules and individual default values for creating proposals that clarify incoming payments.
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2011
Lesson: Clarification Processing
IPS510
mn
Repayment Indicator / Payment Method
Payment Lot
_A
Clarif. Worklist
Post¬ processing
Clarification
Repayment Request
Repayment Active
_J Payment Run
y Payment
Method
Outgoing Payment
Document
Figure 160: Repayment Request
If allocation of an incoming payment is not possible, you can trigger a repayment by setting the “Repayment” indicator in the item of the incoming lot. The bank details from the bank transfer information are used for the refund. The repayment itself is performed by the payment run. The “With refunds” indicator must be set in the payment run parameters.
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211 ET
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ID
IPS510
Example:
No posting is made to a contract account
Unclarified payments
PosAr 1040
received
[3]
20 00 20 00
• Payment received: USD 20 • No payment allocation possible
[2] Bank clearing / Incoming payment
Bank
[1]
20.00
20.00
[5]
[2]
20.00 20 00
(1)
Bank clearing /
Repayment clearing
(4] 20.00
PostAr 0130
L
Payment
account 2000
PosAr 1061
[3]
[5] 20.00
run
20.00
[4]
t Payment method
- House bank
Figure 161: Posting Procedure Repayment
1. 2. 3.
4.
Incoming payment: Bank to bank clearing Allocation not possible: Clarification worklist - bank clearing to clarification account Clarification not possible: Repayment request generated - clarification account to repayment clearing account Repayment in payment run: Repayment clearing account to bank clearing account
5.
212
Electronic bank statement (outgoing payment): Bank clearing account to bank
©2011 SAP AG. All rights reserved.
2011
Lesson: Clarification Processing
IPS510
U
Credit Items
Clarify
Process Credit FPTCRPO
BP 1 D< 71. Doc. 128 45.34 USD
■ Transfer ■ Pay ■ Clear
BP 2 Dc 82’; Doc. 128 23.74 USD
BP 3 Dc 53. Doc. 128 68.55 USD
■ Transfer
l
■ Writeoff Credit List Generation
Clarif. Wordlist Credit FPCRPO
■ Remain ■ Send letter
Figure 162: Credit Processing
You can use the following functions if the credit use has to be clarified for your business partner's contract accounts: • •
Credit clarification Credit processing
The following types of credit can be processed with the credit clarification function: • •
Credit that was previously selected by the mass activity Generate Credit List and sent to clarification processing. Credit that was directly included in the clarification worklist as a result of Customizing settings.
The Process Credit function should only be used for manually processing individual credit that has not been entered by the credit list The activities Remain and Send Letter can be used for processing in credit clarification.
2011
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IPS510
IMG Contract Accounts Receivable and Payable
ID
i—
Incoming/Outgoing Payment Processing
—
—— —— I —— Q> —— —— — — 3r — Qy
Ti,
Define Default Values for
... Lot(s)
Define Bank Clearing Accounts for Payment Lots
Define Clarification Account Define Clearing Account for Check Deposit Define Specifications for Repayment of Incoming Payments Check Number Ranges for Repayment Requests Define Transactions for Electronic Bank Statement Transfer
Tt, (ÿ>
(J>
I
Define Screen Variants for Payment Lot
Define Progs, for Converting Ctry-Specific Formats into MultiCash
Define Prefix for Created Lot IDs during Account Statement Transfer Check Procedure for Interpretation of Note to Payee Derine Interpretation Rules for Note to Payee
jji
Test Interpretation Rules for Note to Payee
Qf>
Define Bank Accounts with Individual Clarification Proposal
rpefine Short Account Assignments for Transfer Postings Define Forms for Check Deposit List
Figure 163: Incoming Payments: Customizing
The Customizing for processing clarification worklists is supplied by SAP (see the IMG structure under Contract Accounts Receivable and Payable — > Technical Settings > Prepare Processing of Clarification Worklists). Check and, if necessary, modify the settings.
—
IMG Contract Accounts Receivable and Payable
ID g)
Business Transactions
|
Process
I T\ [A,
| Define Selection Criteria for Credit Clarification ;y
Define Document Types for Credit Clarification
Lf~\' Qfr \ Define Clearing Account for Transferring Credits
Figure 164: Incoming Payments: Customizing
Selection criteria for clarifying credit. Field Immediately.
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2011
IPS510
Lesson: Clarification Processing
Ensures that a line item that fulfills the Customizing criteria is inserted directly in the credit list for clarifying credits.
If you do not set this indicator, the line items are inserted in the clarification worklist when you call the credit list.
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mn
IPS510
Lesson Summary You should now be able to: • Explain the processing options offered by clarification processing.
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2011
Lesson: Exercise on Account Maintenance (Clarification Processing)
IPS510
Lesson: Exercise on Account Maintenance (Clarification Processing) Lesson Overview
M
Lesson Objectives After completing this lesson, you will be able to: • •
Transfer unclear incoming payments from the payment lot to the clarification worklist Clarify the unclear incoming payments in the clarification worklist and assign them to the correct items.
Business Example Your administration is responsible for managing incoming and outgoing payments. Your job begins after the bank data is transferred to the payment lot using the electronic bank statement. Not all payments can be assigned directly to the open items using the clearing control, for example, because there is insufficient information in the note to payee. The unclear payments are transferred to the clarification worklist automatically or manually. When you process the clarification worklist, you find the corresponding open items for childcare contributions and you notice that the customer has transferred too much. You clear the open items and you transfer the surplus amount back to your business partner.
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mu
Cash Receipt (113109) la) 300
(1)300
1. Payment Lot
Clarif. Account (a) Bank
Statement
l
(b) Payment
Program
(1134##) (2) 30 (3) 270
300 (1)
D
2. Acct Maintenance
Contract Account
30 (2) Reimbursemt Acct (b) 270
| 270(3)
3. Reimbursement
Figure 165: Account Maintenance/Clarification Processing
Task 1 Enter the payments that have been made. To do this, use the payment lot that you PAYMENT LOT. can find under PAYMENTS • • •
• • • • • • • •
•
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Enter the lot name “YYMMDDGR##PL” and choose Create. Enter your group as a search term and choose bank clearing account 113109, company code 0001 and screen variant PAY Choose “New items”. In the first line, enter the payment amount 300 EUR, the selection type (T) “O” for account object and add 01 to your account object number for the childcare contributions (for example, your contract object number is 125, therefore the input value is 12501. This information is normally transferred by the electronic bank statement. Double-click the line to go to the line items. On the “Payment Data” tab page, select the field “Clarify” and enter clarification account “1134##” for group ##. Return to the overview. Save your entries and choose the green arrow twice (or F3) to return to the initial screen. Choose “Close” and confirm the next dialog box. As of this point, you can no longer enter any more payments in this payment lot. To post the payments that you have entered, choose “Post”. Choose “Start online” and then choose “OK”. As soon as the posting is closed, the system should issue a message telling you that that posting is closed and that the payments need to be postprocessed. Leave the transaction.
© 2011 SAP AG. All rights reserved.
2011
Lesson: Exercise on Account Maintenance (Clarification Processing)
IPS510
Task 2 In your nonnal process flow, you begin by processing the unassignable payment entries. Go to PAYMENTS CLARIFICATION ACTIVITIES PAYMENT ASSIGNMENT. Enter your clarification account 1134## and choose Execute (F8) to go to the clarification list. Select the payment that you posted previously and choose “Clarify”. Do not change the settings for the clarification processing in the dialog box that appears and go to the detail screen. -ÿ
Task 3 You notice that the number entered in the selection value for the contract has been interpreted incorrectly and that the number without the 01 at the end is the correct number (for example, 125 — > 12501 is the incorrect entry) for your contract. To find the corresponding contract and to assign the payment to the open items, you now have two options: 1. 2.
You know the correct number, therefore, change the corresponding entry for the account in the selection proposal and choose “ Enter ”, You can use the clarification list to search for possible open items. To do this, choose the “magnifying glass” icon (error-tolerant search). In the search screen, select “Contract” and enter the first two numbers of your contract in the “search for similar numbers”. Choose “Enter” and select the line (field “Transfer”) with your contract and choose “Transfer selected”.
Task 4 Your business partner informs you that he has mistakenly transferred an amount that is too high and asks you to return the surplus amount. • •
2011
Choose “Partial clarification” and enter 30 EUR in the Clarification amount field. Choose “Post with default” and then chose Save on the “Process open items” screen. After you save, you return to the clarification screen.
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Task 5 Transfer the surplus amount back to your business partner. You can do this directly from the clarification list. • • • •
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To do this, go to the “Payment Data” tab page. Enter the bank number 1 0020030, bank country DE, an account number and your name in the sold-to party field. Select the field “Repayment” and enter the refund method 5 for the transfer. In the posting text, enter a text for your business partner and then choose the “ Clarification ” tab page to go back to the clarification list. Choose “Save" and “Post”.
© 2011 SAP AG. All rights reserved.
2011
IPS510
M
Lesson: Exercise on Account Maintenance (Clarification Processing)
Lesson Summary You should now be able to: • Transfer unclear incoming payments from the payment lot to the clarification worklist • Clarify the unclear incoming payments in the clarification worklist and assign them to the correct items.
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Lesson: Cash Desk/Cash Journal Lesson Overview This lesson gives you an overview of: •
The structure of the cash desk and the roll-based authorization concept (optional)
•
The cash journal and its integrated functions for posting and evaluation postings in the cash desk Correspondence: Receipts and cash desk withdrawals The bar code function
• •
mn
Lesson Objectives After completing this lesson, you will be able to: •
Process payments at the cash desk and know the principles of the cash journal.
Business Example
mn
Basics
Role Concept
CD Structure
Special Functions Open/close cash desks in local branches
Cash desk closing
Environment Historical data
display
Functions Call cash desk
Current cash balance
Cash desk deposit
Compare cash desks
Partial or full withdrawal
Figure 166: Cash Journal - Function
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Lesson: Cash Desk/Cash Journal
IPS510
The cash desk functionality includes the mapping of a cash desk structure and a role-based authorization concept. Cash deposits, withdrawals and differences can be posted posting documents can be created along with a detail display of the document. In contrast to the original cash desk functionality and its evaluation options (only via the payment lot), evaluations can now be made in the cash journal based on payment type and currency, cash desk and current or historical documents.
When the cash desk is closed, the system compares the actual and the target balances in the cash desks of the cash journal and highlights any differences. A currency unit sheet makes it easier to enter the actual cash desk balances. You can enter the coin and note units in the currency unit sheet. Once you have saved this information, you can print cash desk closing. It can also be printed at a later date. You can open and close cash desks, regardless of whether a cash desk closing is to be executed for a cash desk. Cash desk closing does not have to be executed for opening and closing cash desks. However, if cash desk closing is executed for a a cash desk, this cash desk is automatically closed. If you want to make further postings to this cash desk, you must open the cash desk again.
m
Double-level cash desk hierarchy Branch/local office
Cash desk 1
Default values:
Cash desk 2
Cash desk ...
1
Cash desk n
Bank clearing
Default values: Company code Bank clearing
Default values: Company code Bank clearing
Company code Bank clearing
account
account
account
account
Lot/payment cat.
Lot/payment cat.
Lot/payment cat.
Lot/payment cat.
Company code
Default values:
Figure 167: Cash Desk Structure
The cash journal can map the cash desk structure of a company. The cash desk structure includes the cash desks in the individual branch offices of a company. The cash desks in the branch offices form the master data of the cash desk structure and are, therefore, a prerequisite for the cash journal. The company code and the bank clearing account, as well as lots that have already been created according to the payment category, are proposed depending on the cash desk. If an open lot is not available, the system automatically creates a corresponding payment lot. The branch and the cash desk are the first 5 figures of the name.
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Role-specific activities
mu
%
%
%
s
o
=r
a
3
3
CL
o
ST
S
i
s5
I
S? 5
£
s I2 8? I l 1 3
5
II
w
i
d>
I
(D
I
a? s O Q>
a >2
0)
'
rc
Branch office manager
YES
YES
YES
YES
YES
YES
YES
YES
YES
Cashier with special tasks
YES
YES
YES
YES
YES
YES
YES
YES
YES
NO
YES
NO
NO
YES
YES
YES
NO YES
Cashier
NO
Figure 168: Role Concept
Role concept (optional - can be activated/deactivated in Customizing) • • •
Branch office manager: Standard role 22000001 Cashier with special tasks: Standard role 22000003 Normal cashier: Standard role 22000005 can be allocated different activities. Users are allocated to roles using the transaction PFACINS or in the Customizing settings for responsibilities. Activities can also be individually allocated to the roles in Customizing, or configured according to the standard system. The overview displayed above represents a standard allocation.
Activity per role •
Branch office manager
All activities for all cash desks in the branch office. For example, entering incoming and outgoing payments, posting deposits, transferring responsibilities, posting differences, posting withdrawals, the historical evaluation of all cash desks in his or her area of responsibility and opening/closing cash desks. •
Cashier with special tasks
All branch office manager activities except for closing cash desks in the branch office. •
Cashier
Entry of incoming and outgoing payments in his or her cash desk and posting deposits.
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IPS510
ID
Lesson: Cash Desk/Cash Journal
Events ■ Event 6120: ■ Call additional menu functions Historical cash balance Cash movement Check withdrawal Postal order Total of cash movements
■ Bar code reader
- . . ...\
■■ ■
/ !
:
■
-ÿ
I
'0 m / ./
Ki
■ Replace standard function, for example, cash balance
■ Event 6130: ■ Account determination different to posting area 0150 and 0160 ■ Event 6140: ■ Checks before an action, such as closing the cash desk and additional functions
Figure 169: Individual Enhancements to Cash Journal
Bar code reader For example, the customer data and the amount to be paid for each bar code are stored on the bill. A customer pays their bill and takes it to the cash desk. The cashier scans the bar code. The data for the business partner, contract account, amount and so on is already entered in the corresponding fields in the cash desk. There are 5 additional customer functions that can be activated and used for event 6120.
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IPS510
mu
\ \
Business Partner
1 !
Document Number Net Due Date Payment Form No.
Check deposit list
Post directly
Contract Account Contract
%ÿ
!
/
r Contract Acct.
Post online Payt on acct. Posting
Receipt You paid USD1 23.45 on 05/15/2003
Figure 170: Cash Desk
The cash desk has been integrated into the cash journal. This means that all incoming and outgoing payments are posted using the cash desk. You can navigate directly to the cash desk from the cash journal and back. The system transfers the cash desk allocated to an agent and other allocations (made the system or the user) to the cash desk. When the Cash Journal transaction is activated, you cannot directly call up the Cash Desk transaction.
Note: If you activate the cash journal at a later stage, you cannot evaluate the postings that were made in the cash desk before the activation. You should therefore avoid changing settings (cash journal active/not active) during operation.
Within the cash desk function, payments can be directly allocated to open items for a business partner. You can use a payment proposal from clearing control or allocate the payment manually. Payment at cash desk includes cash, check or credit card payments. You can print a receipt subsequent to posting. You can select the application form for printing the receipt in the activity Define Application Forms for Correspondence (under Basic Functions for Contract Accounts Receivable and Payable).
If an overpayment is made in cash, the remaining amount is used to decide whether a posting on account is to be made or whether this amount is to be paid to the customer.
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Lesson: Cash Desk/Cash Journal
IPS510
M
Post Online
Post
Lot Mgmt
Select Items
Receipt
1 1 Cash Journal |
Header Data Document Date
Company Code Business Area Business Place
Simple Selection
Reconll. Key. Currency Exchange Rate
Posting Date Value Date
|GIL Account Posting
Barcode B Business partner
C Contract Acct D Document No. Post on account Text for paym. on acct
Br?iSaii5
Check Payment i Credit Card Payment
Amount
Cash desk clrg acct Incoming cash payment Outgoing payment
6
Note to Payee Payer Additional Info.
Selection value 3
E
Cash Payment
O
Cash Desk Branch
I
Postal Order
I [Summary I
Payment amount Amount received Change 0 Z
Amt Received
Currency
o Check Number1
Figure 171: Manual Cash Desk Payments with Business Partner
The cash desk allows a user to enter payments manually or automatically. Automatic assignment takes place the same way it does for payment/check lots (specifications for posting and selection criteria are also based on payment lots). Cash, card, and check payments are all permitted within the cash desk.
If posting a payment/check lot - regardless of type - with the cash desk transaction, you can only create, post, and close the payment/check lots (within this transaction); a payment/check lot created here can only be displayed in the payment/check lot transaction.
Default settings for the transaction illustrated above are set in Customizing in the payment processing section of the IMG. Expense and revenue accounts for posting of differences are also defined in Customizing (in the automatic G/L account determination section). As of release ERP 2005 you can process payments with several payment categories in the cash desk. This means that a customer can make a payment with a combination of cash, check payment(s), payment card(s), and postal orders.
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mu
IPS510
Post
Post Online
Select Items
Document date Posting date Value date
Company code Business area
| Business place
Lot Mgmnt
Receipt
§
Reconll. Key. Currency Exchange rate
|
s
Cash Journal
E3
Cash desk
Branch
Simple selection GIL account posting
G/LacxountpOTtingÿ Short acct ' Amount Posting text
Cash payment
Allocation
Check payment
Credit card payment
Cash clearing acct.
Amount
Company code Business area Profit center
Incoming cash payment Outgoing payment
Note to payee text
Cost center
Postal order
I Summary Pay ment r amount Amo•unt received Change
0 Z Amount Received
Currency
Check Number
Payer Additional Info
Figure 172: Manual Cash Desk Payments Without Business Partner
As of release ERP 2005, the initial screen is divided into three parts: •
Header data The header area contains the static data of a payment, such as the payment date and the company code. You can display or hide this screen area using a pushbutton.
•
Simple selection /general ledger account posting The middle area contains two tab pages one for entering selection criteria for the payment and one for entering the data for general ledger account postings.
In both cases the cash desk supports multiple entries. •
Details of payment category In the area for payment categories, there is a separate tab page for each payment category: Cash, Check , Payment Card, Postal Order. With the exception of cash payments, multiple entries are possible. The system displays the payment categories and amounts entered in a totals table.
You can create individual documents in the general ledger (FI-GL) and payments on account by setting the corresponding indicator.
Payment lots are still supported.
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IPS510
mn
Lesson: Cash Desk/Cash Journal
To rain rtnsk
Cash nalance
□pponif
Diffnrpnnns
WLlhrimwal Cash
ilpsk
closing
Hcarfcr dais Company code
DvuunienL dale
HfccnftC iliutioii kuy
Su-jinnst.
Perelinu dan
Lin# iDflm Tt*l
jruji
Volvo dare
Butin*** plat# Specification a PuynwiiL cut.
Curmtcy
□
C«i >h clearing accounC
1=7
Deposit amount Amount
Figure 173: Cash Journal - Post Deposits
As of release ERP 2005, the dialog for posting deposits has been revised. The screen is divided into two areas. You can hide the header data. The fields required for posting a deposit cannot be hidden.
The cash desk clearing account is hidden in the cash journal dialog. If the system can automatically determine a unique cash desk clearing account, no cash desk clearing account is displayed. If the system cannot determine a unique cash desk clearing account, you can specify one.
You can reverse a deposit with the “reversal of special posting documents” function, provided this has not already been fully or partially withdrawn.
mn
Tnt.iihdvch
Header data Company cwJ# Ouiintu area
Busmetn place
C.nh Inhnu
Deposit
[ DiEfcr*n**t
Document dale
E3
Posting dale
Withdrawal
Cash
pinning
Recoin; Illation leey Line item
Value date
Cash bolsntv
Usf til rÿmmnirK] miintiimts nn pm 1i;il
Fosl remaining amounts
wilhdrjtwmK
ns deposits
Figure 174: Cash Journal - Post Withdrawals
As of release ERP 2005, the dialog for posting withdrawals has been revised. As when posting deposits, the interface has been divided into two areas. You can hide the header data. The area that is permanently visible shows the balance for each payment category. You can select and activate the balances for withdrawals.
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You can also post a partial withdrawal. Regardless of the settings for the cash journal, the balances are now displayed for each payment card and are provided for withdrawal. If you select and activate a cash balance and enter a partial withdrawal amount, you can only post the remaining amount as a new deposit. This does not change the cash desk balance. However, the performance is greatly improved when determining the current cash desk balance.
It is advisable to post the remaining amount of a cash withdrawal as a new deposit at regular intervals or, for example, before or after closing at the end of the day. The system posts a withdrawal document and, if necessary, a deposit for each item activated.
The cash desk clearing account is hidden in the cash journal dialog. If the system can automatically determine a unique cash desk clearing account, no cash desk clearing account is displayed. If the system cannot determine a unique cash desk clearing account, you can specify one. You can reverse a withdrawal with the “reversal of special posting documents” function.
PD
To cash desk
Cash balance
Deposit
Differences
Withdrawal
Cash desk closing
Header Jala Companv code
Businass am Business place
Document dale Posting dale ■-■.ii i 6 date
Kecon-GiHatioa key Lira* ibatn
Text
Cash balance
tmr Elalue Cash desk Balance type.] Cun,,
Balance . Actual amount Cash clearing acct Paj.-n cardlype
Figure 175: Cash Journal - Post Differences
As of release ERP 2005, the dialog for posting differences has been revised. As when posting deposits, the interface has been divided into two areas. You can also hide the header data. The area that is permanently visible shows the balance for each payment category, provided you can post difference for all payment categories. If a difference occurs in one or more balances, you can select and activate these and enter the respective actual balance. For each activated item, the system posts one document for differences.
The cash desk clearing account is hidden in the cash journal dialog. If the system can automatically detennine a unique cash desk clearing account, no cash desk clearing account is displayed. If the system cannot determine a unique cash desk clearing account, you can specify one.
You can reverse a difference with the “reversal of special posting documents” function, provided this has not already been fully or partially withdrawn.
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IPS510
Lesson: Cash Desk/Cash Journal
r
ID
Installment plan #0815 j
50.00
Source Receivable No. Due Amount #4711 08.30.2002 250.50 #6789 09.25.2002 149.50
: I
y
id
50.oo
No. 1
2
1. Clearing proposal
a
| Post item In dialog
2. Expand installment plan
Due Install. Amount 100 00 09/04 09/05 100.00
4
09/06
100.00
09/07
100.00
HI Clearing Proposal *#4711
01/30
250.50
#6789
02/25
149.50
50.00
Figure 176: Payment on Installment Plan
If, during the clearing proposal, the allocated open item turns out to be an installment plan item, you can display the installment plan and, if necessary, change it during the online processing of the clearing proposal for clearing the source receivables.
mn
Open Cash Desk'
I
Postings in Ceeti Desk’
I T
Close Cash
Desk"
Cash Desk Closing '
Exishng PSCD lupttion
Figure 177: Cash Journal: Day End Closing
2011
© 2011 SAP AG. All rights reserved.
231 ET
Unit 4: Incoming Payments
IPS510
You can execute day-end closing. When the cash desk is closed, the system compares the actual and the target balances in the cash desks of the cash journal and highlights any differences. A currency unit sheet makes it easier to enter the actual cash desk balances. You can enter the coin and note units in the currency unit sheet. Once you have saved, you can print the day-end closing.
Irrespective of whether you carry out day-end closing for a cash desk, you can still open and close it. Cash desk closing does not have to be executed for opening and closing cash desks. However, if cash desk closing is executed for a a cash desk, this cash desk is automatically closed. If you want to make further postings to this cash desk, you have to reopen it.
—
You can use the overview (menu: Payments > Cash Desk) to display the closing carried out in the cash journal across all cash desks and all branches. In the cash journal you can only display cash desk closing for the current cash desk and branch. The transaction enables you to display the cash desk closing dependent on the following selection criteria: • • • • •
PD
Cash desk Branch Date of cash desk closing Closing carried out by Status of closing
IMG Contract Accounts Receivable and Payable
5
Business Transactions ~
pjOU
fPayments
L-fiSÿi Incoming/Outgoing Payment Processing L]~\ Cash Desk / Cash Journal
La*
I
I
[jÿ>
- [~\
J— Qr
*— Qi j— [ÿr Qi ' Q, ~
|
-p
_
__
Define Specifications for Cash Desk/Cash Journal Define Cash Desk Clearing Accounts Define Document Type for Payment Category Define Short Acct Assignments for Transfer Posting to Cash Desk
Define Master Data for Cash Journal Cash Journal: Define Accts for ExpJRev. Diffs from Cash Payments Cash Journal: Specifications for Posting Cash Oesk Deposits and Withdrawals
Maintain Role-Specific Activities for Cash Journal Cash Journal: Define Currency Units of Currency Sheet
Figure 178: Cash Desk / Cash Journal: Customizing
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Lesson: Cash Desk/Cash Journal
IPS510
If you want to use the cash journal in your company, you must carry out the following in the Customizing menu for contract accounts receivable and payable under Business Transactions » Payments —> Incoming/Outgoing Payment Processing — > Cash Desk / Cash Journal.
—
•
•
Prevent the cash desk from being called up directly by flagging the Cash Journ. Act. indicator in the activity: Maintain Specifications for Cash Journal. Make the basic settings and master data in the activities: Maintain Specifications for Cash Journal and Define Master Data for Cash Journal.
When defining Default Values for Posting Cash Desk Deposits and Withdrawals, make sure that you maintain different bank clearing accounts for deposits and withdrawals. However, you can enter the same G/L account for deposits and withdrawals. You can use user roles to control the authorizations for postings and evaluations in the cash desk. In order to do this, you must activate the role concept by setting the Use Roles indicator in the Maintain Specifications for Cash Journal activity and by allocating roles to the individual users (cashiers).
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Unit 4: Incoming Payments
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IPS510
Lesson Summary You should now be able to: • Process payments at the cash desk and know the principles of the cash journal.
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Lesson: Exercise on the Cash Journal
IPS510
Lesson: Exercise on the Cash Journal Lesson Overview
m
Lesson Objectives After completing this lesson, you will be able to: • •
Use the cash desk function to clear open items Execute cash desk closing in the cash journal
Business Example Your administration allows the citizens to pay the charges at a cash desk. Your business partner wants to use this service to pay parking fees. Accept the money into your cash journal. At the end of the posting day, you can close the cash desk and you can check the posted documents.
Task 1: Use the cash journal function to clear the open parking fees of your business partner by choosing the following menu path: PAYMENTS > CASH JOURNAL CASH JOURNAL.
—
Choose the cash journal for your group in the branch “CD”. • •
Choose “Post deposit” and enter 0001 as the company code, EUR as the currency and the amount 100.00 EUR in the screen that is now displayed. Leave all the default values unchanged and choose “ Post”.
Task 2: You want to post 100.00 EUR as a deposit so that you have enough float in the cash desk. Choose “Post deposit” and enter 0001 as the company code, EUR as the currency and the amount 100.00 EUR in the screen that is now displayed. Leave all the default values unchanged and choose “Post”.
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Unit 4: Incoming Payments
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Task 3: Your business partner wants to pay the open parking fees at the cash desk. • • •
• • • •
Go to the cash journal for your branch CD and cash desk ## (group ##_ by choosing ‘To cash desk You are now on the entry screen for the cash desk. Enter the company code 0001 and the currency EUR and your business partner. Enter 50.00 EUR in the amount field and enter your contract object for parking fees in the relevant field. Double-click the payment amount field, the amount is transferred. Leave all the default values unchanged and double-click “Post Online”. Confirm the dialog box if the system informs you that a payment lot should be created. Activate the request that you want to clear. Choose “Save” and make a note of the document number.
Task 4: At the end of the posting day, you want to execute cash desk closing. •
• •
• • • •
Return to the cash desk and choose the following menu path: SPECIAL FUNCTIONS -» DAY-END CLOSING -ÿ CARRY OUT CASH DESK CLOSING You want to pay your cash desk balance. To do this, select the line “Cash payment” and chose “Enter Actual Balance”. There is a difference between the target balance and the actual balance. When you pay the coins and notes, you notice that you have 151,00 EUR in your cash desk. Enter this balance in the payment template. After you confirm the payment template, choose "Post Difference". In the dialog box, choose the payment type “CS Cash Payment” and confirm your entry. Choose “Activate". An amount of 150.00 EUR should now appear in the “ Cash Amount” field. Enter the amount of 151.00 EUR in the “ Actual Amount ” field and choose “Post".
Task 5: Start cash desk closing. • •
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To do this, choose “ Close Confirm you activities by choosing “ Yes " in the dialog box that then appears.
© 2011 SAP AG. All rights reserved.
2011
Lesson: Exercise on the Cash Journal
IPS510
mn
Lesson Summary You should now be able to: • Use the cash desk function to clear open items • Execute cash desk closing in the cash journal
2011
© 2011 SAP AG. All rights reserved.
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Unit Summary
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IPS510
Unit Summary You should now be able to: Name the different payment types in contract accounts receivable and • payable. • Explain the object of the lot in contract accounts receivable and payable, and explain the procedure for the manual and automatic generation and processing of lots. • Clear open items using a check lot and a payment lot • Use the account balance to check your activities. • Explain the processing options offered by clarification processing. • Transfer unclear incoming payments from the payment lot to the clarification worklist • Clarify the unclear incoming payments in the clarification worklist and assign them to the correct items. • Process payments at the cash desk and know the principles of the cash journal. Use the cash desk function to clear open items • • Execute cash desk closing in the cash journal
© 2011 SAP AG. All rights reserved.
2011
Unit 5 Payment Run Unit Overview This unit gives you an overview of the functions of the payment program and the role of FSCM Biller Direct in Contract Accounts Receivable and Payable.
M
Unit Objectives After completing this unit, you will be able to:
Explain the prerequisites for the payment program and the posting logic. Carry out postings and repayments using the payment run. Maintain the parameters for the payment program Execute the payment program Make payments with credit cards. Identify the options for creating and processing outgoing checks. Explain the Internet self-services for displays, and the options for paying bills in the Biller Direct component. Define the concept of revenue distribution to final recipients in Contract Accounts Receivable and Payable. Distribute revenues for certain receivables
Unit Contents Lesson: Lesson: Lesson: Lesson: Lesson: Lesson: Lesson: Lesson:
2011
Prerequisites for Making Payments .240 .246 Payment Program Scheduling Program Executing ...258 Exercise on Payment and .261 Payment Cards .266 Check Management FSCM Biller Direct .270 Revenue Distribution 274 280 Exercise on Revenue Distribution
© 2011 SAP AG. All rights reserved.
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Unit 5: Payment Run
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Lesson: Prerequisites for Making Payments Lesson Overview This lesson gives you an overview of: • • •
PD
The types of payment methods that are generally used in an organization. How to set up payment methods in Customizing How to derive payment methods from master data or documents
Lesson Objectives After completing this lesson, you will be able to: •
Explain the prerequisites for the payment program and the posting logic.
Business Example
mn
■
Outgoing Payments
■
Debit Memo Procedure
■
Direct Debit
* Transfer Posting (Internal Clearing)
■
Payment Cards
Payment Program Figure 179: Internally-Initiated Incoming Payments
There are several types of internally-initiated payment methods in PSCD. These payment methods are used primarily with the payment program (see the next lesson for further details). The difference between a direct debit mandate and a debit memo (automatic debit) is that in a direct debit mandate the customer issues the approval to debit his/her account, and then has six weeks in which he/she can reject the posting.
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Lesson: Prerequisites for Making Payments
IPS510
In the case of a debit memo, the customer informs the bank that it can debit the account. The bank must then confirm that the customer has given consent and is no longer able to reverse or reject the transaction once it has been started (this is relevant for German law). Hint: If an incoming payment method is valid (not locked), then it is the company's responsibility to collect the money. For this reason dunnings do not include open items of this kind.
Before executing a payment run, consider the following: What is to be paid?
Grouping of due items
When?
To or from whom?
What payment method is to be used? Check, direct debit, credit card
Through which bank?
/
Figure 180: Payment Processing: Use
IMG
The configuration is executed in the following two steps:
1. Definition of the payment method: •
Classification of payment method
•
Processing type (bank account, payment card, internal clearing) Required master data specifications Payment medium format Company code area (document type, clearing reason and note to payee category)
• • »
2. Specifications for company code
= Assignment to a company code Figure 181: Payment Method Configuration
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Unit 5: Payment Run
IPS510
Through the use of the payment method it is possible to ensure that items with a payment method and items without a payment method are processed. The payment method of the document is not compared with the payment method of the contract account. By entering a payment method in an item it is possible to ensure that any minimum/maximum amount limits valid for this item are ignored (so that, for example, after the cancellation of a contract, minimal amounts that would not usually lead to a transfer or a collection can nevertheless still be paid automatically).
Payment method classification specifies whether a check is to be created, if the payment is from a post office bank account, or if the payment method is to be used for incoming payments.
_
mu
Payment Program Control Data: Master Data Address
Company code
Public sector IvilVrnÿr l mPllKTm tl.'nl MIV.1
Posting and payment locks
C
n»M
Clearing restriction
Tolerance group Clearing category (A 0)
Planning group
£
oo
Payment program control Figure 182: Control Data for the Payment Program - Master Data
The responsible company code has the same function as the paying company code in Financial Accounting (posting the bank line responsible for house banks, sender of payment orders, etc.). Other entries relating to payment are determined separately for outgoing and incoming payments within a contract account master record. In both cases (incoming and outgoing): • •
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A business partner bank (or that of an alternative business partner) can be specified for one or both cases Payment methods specified can be overridden by entries in the document.
© 2011 SAP AG. All rights reserved.
2011
Lesson: Prerequisites for Making Payments
IPS510
A contract account can be blocked for outgoing or incoming payments. Furthermore, bank collection can be prevented after failed debit memos until a processing block date is reached.
If a contract account is specified for offsetting, the contract account items are all paid to a business partner together. Payment methods, banks and blocks are determined via this offsetting contract account.
i
CD
Payment Method Payment Locks Alternative Payer (Bank Details)
3 O
Due Date for Net Payment Deferral Date Due Date for Cash Discount
c
£
O
Q 10 EURO)
Currency
EUR
Bank/Int.Rtns Rsn
000
©2011 SAP AG. All rights reserved.
2011
IPS510
Lesson: Exercise on the Returns Process (Editing Returns)
Choose “Enter” and you can see that the bank charges and the own charges automatically appear in the “Returns Charge 1” field. In Customizing for the returns reason 000 (Insufficient funds), it has been defined that the bank charges and own returns will no longer be debited to the business partner.
Use returns reason 000 Choose “Save” and return (green arrow) to the initial screen. Choose “Close”. Now the lot is closed. Choose “Post”.
Mark radio button start online and press OK. Use the account balance display to check the postings for your business partner. Choose “Chronology” or ENVIRONMENT —> ACCOUNT »ÿ RETURNS to trace the returns postings.
—
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309
Unit 6: Returns Processing
mn
IPS510
Lesson Summary You should now be able to: • Edit returns that occur due to a check that was not cashed or the automatic debit being recalled by the recipient bank.
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Unit Summary
IPS510
mn
2011
Unit Summary You should now be able to: • Configure return reasons, activities, and changes. • Process returns in Contract Accounts Receivable and Payable. • Edit returns that occur due to a check that was not cashed or the automatic debit being recalled by the recipient bank.
© 2011 SAP AG. All rights reserved.
311 ET
Unit Summary
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IPS510
©2011 SAP AG. All rights reserved.
2011
Unit 7 Clearing Control Unit Overview This unit will provide you with an overview of: • • • • •
m
The definition and aim of clearing control The modelling of clearing strategies and rules for the automatic clearing of items The necessary tools such as the clearing variant, clearing category and clearing type The grouping and sorting of open items for clearing The definition of individual clearing steps for specific cases
Unit Objectives After completing this unit, you will be able to: • • •
Explain the tenns and principles of the clearing control. Name the tools for defining a clearing strategy in Contract Accounts Receivable and Payable. Handle special cases in clearing control
Unit Contents Lesson: Terminology and Definitions Lesson: Configuration of the Clearing Strategy. Lesson: Special Cases:
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© 2011 SAP AG. All rights reserved.
.314 .319 .334
313
IPS510
Unit 7: Clearing Control
Lesson: Terminology and Definitions Lesson Overview This lesson gives you an overview of the definition and purpose of clearing control in Contract Accounts Receivable and Payable.
mn
Lesson Objectives After completing this lesson, you will be able to: •
Explain the terms and principles of the clearing control.
Business Example PQ
Every open item, that is every open receivable or payable, must be cleared at some point. There are different procedures that enable you to clear an item. The most frequent are:
■ Externally initiated payment: The customer clears their receivable by paying
■ Clearing: Receivables and credit for a contract account or business partner are cleared against each other in account maintenance
Since these clearing processes are normally mass processes, the system must be able to automatically determine the payment usage or automatically create the clearing proposal based on predefined rules. Figure 231: Clearing Control: Orientation
Clearing Control: Definition
PQ
gzr 314
The PSCD clearing control is a tool for configuring a company's clearing strategy. It contains rules for an automatic clearing proposal or automatic payment assignment. By splitting up the clearing algorithm into several work steps and combining a few basic rules, clearing control allows you to configure clearing scenarios flexibly and based on tables.
© 2011 SAP AG. All rights reserved.
2011
Lesson: Terminology and Definitions
IPS510
U
DFKKOP
DFKKOP
\
Open items
▼
Selection
%
Incoming Payment
r Clearing type
Business transaction 05
Clearing category
Contract Allocation
account
Clearing Entry
Figure 232: Clearing Control - Overview
Clearing variants are determined depending on the clearing type of the underlying business processes and, optionally, on the clearing category of the contract account in which the clearing is to take place. The clearing type represents the business transaction in which items are allocated or grouped for clearing postings.
For example, payment lot (05), cash desk (19), manual account maintenance (03).
With the exception of a few examples, it corresponds to the source used in the underlying process (HERKF_KK).
Clearing types are hard-coded in the system. Clearing types are structured according to their areas of use (for example, incoming payment, account maintenance). Clearing categories are defined in the contract account. As a result, you can use the clearing category to allocate individual clearing rules to different customer groups, such as household, commercial, and industrial customers.
If no clearing category is assigned, the clearing variant defined for the clearing type will be taken.
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Unit 7: Clearing Control
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IPS510
J
Overview of clearing types used in me standard processes (FI-CA) □escflptlon
Clear
Ur.e
Type
01
lna_pymt X
Manual piHlIny
1
03
Manual
2
04
Autenwlle ««urrt matotinniM
2
03
Payment L
Ca*h CW»V: Payment by Check
1
X
Acccjnl Maintenance
1. Incoming piyme m
2 Ae«vh1 malhfitnwM 3i DIEII'1 SLfle c tearing amount arnongit dtpentitem hems
*
22
Cwh pnP: Poirtal Order
1
X
23
Check L OWN SPOOL REQUESTS.
Select the relevant row. Then choose the glasses icon (display).
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349
Unit 8: Dunning and Collections
mn
IPS510
Lesson Summary You should now be able to: • Maintain the parameters for the dunning program and evaluate the application log • Execute a dunning run • Print a dunning letter
350
©2011 SAP AG. All rights reserved.
2011
Lesson: Configuration and Execution of the Dunning Program
IPS510
Lesson: Configuration and Execution of the Dunning Program Lesson Overview This lesson gives you an overview of the main factors that influence the dunning process in Contract Accounts Receivable and Payable, for example, the dunning level, dunning activity and dunning condition.
M
Lesson Objectives After completing this lesson, you will be able to: •
Configure appropriate dunning procedures and know how to execute a dunning run in Contract Accounts Receivable and Payable.
Business Example
IMG Dunning procedure category Dunning procedure
1:n
Dunning level
category Dunning level(s)
I Dunning prerequisites
1:n
Dunning activities
Charge schedule Dunning charge
Figure 266: Dunning procedure: Configuration
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Unit 8: Dunning and Collections
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The “dunning procedure” is the driver for dunning. You can define different dunning levels for each dunning procedure. These “dunning levels” determine the dunning frequency, the calculation method by which the dunning charges are determined, and how interest is calculated and posted. For each dunning level you can also define currency-specific minimum amounts and “dunning activities”.
You should select “Always dunn. notice?” for the last dunning level so that items at this level are not skipped. You can allocate a dunning procedure to contract accounts or for each individual line item in a document.
The dunning data is saved in the dunning history. In Customizing for the dunning procedure you can set an indicator (“do not reduce dunning levels”), which prevents the system from reducing dunning levels. This indicator is processed by the dunning proposal run. Furthermore, for the interest calculation integrated into the dunning run for each dunning level, you can define how high the interest amount must be to be posted.
mn
IMG View “FICA Dunning: Dunning Levels Details"
Dunning procedure
30
Dunning level 3 Dunning level Dunning level category 04 Minimum number oi days that must have passed since due date tor net
payment
Can dunning
_
Legal action to follow
—-
Selection parameter 35 Days in arrears 14 Dunning frequency Always perf. dunning Optional dunning level
Alternative days/arrears Alt. dunning frequency Set dunning level Only already dunned
level be
skipped?
Interest
Charges
02
01 Processing charge 02 Postage costs
Charges schedule
Determ,
interest
x
Interest key
02
Update key
1
X Interest before charges
Payment period Dunning recipient
14
.
Print all items Creditworthiness number
\
Interest calculation (Y/N) according to:
Interest keys (as - configured) or non- statistical statistical posting
X
Target paymient date printed
on the dunnl ng notice (added to date of du nnlng run).
Figure 267: Dunning Level - Customizing Example
Dunning frequency - Minimum number of days that must have passed since the issue date of the last dunning notice.
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Lesson: Configuration and Execution of the Dunning Program
IPS510
Print all items - If you set this indicator, all items that fulfill the same criteria for dunning grouping are listed in the dunning notice, regardless of whether they are due.
Always dun - Causes a dumiing notice to be initiated at this dunning level as soon as the dunning frequency is reached in the the dunning program, regardless of whether the days in arrears or minimum amounts have been reached. Charge schedule - Key for defining a schedule that determines the charges which are usually levied in connection with the creation of dunning notices and other correspondence.
You can use the indicator “Interest before Charges” in Customizing for the dunning level, in order to make the calculation of dunning charges dependent on whether interest has been calculated for items due for dunning. SAP provides the FKKSPECIALCHARGE 0360 function module as an example of a calculation of this type. As standard procedure the interest in the dunning activity run are calculated and posted according to charges. Additionally, you can restrict the amount of dunning charges, if dunning interest (penalty charges) is charged as well as dunning charges. SAP provides the FKK SPECIALCHARGE 0360 module as a template. Print Generate Telephone List
v>
Dunning
Log
Dunning Charges Dunning
Set ■
Dunning Block
Interest
Run
Disc. Document
Start a
Release for Collectioi Agency
Installment Plan
n
Request Cash Security Deposit
Print Dunning or Notice (Container)
Dunning Notice (Directly)
k
Workflow
Reset
Figure 268: Dunning activities
All activities that were carried out are recorded in an application log.
Application forms from the print workbench form the basis of the dunning notice. Printout can be controlled immediately in the spool, or in correspondence management of the print container.
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Unit 8: Dunning and Collections
IPS510
In the dunning procedure (for installments), you can specify an activity that deactivates the installment plan. After the installment plan has been deactivated, the source receivables are dunned again. A workflow can be used, for example, to trigger an agent notification.
In the dunning procedure, you can release a receivable for submission to an external collection agency. In the dunning run, you can automatically set a dunning lock for the dunned contract account. You can use the example function module FKK_SAMPLE_0350_LOCK_VKONT to do this. The module writes a dunning lock reason in the master data.
PQ CRM or Non-SAP call center system
Dunning run with activity: Telephone list Process telephone list FPDUTL
Figure 269: Dunning: Telephone Lists
Telephone dunning: Function module FKK_SAMPLE_0350_TEL_ITEM allows you to implement a new dunning activity in which the dunned business partner is included in a telephone list. A clerk then calls this business partner and works through the list. A list like this that has been generated by the dunning activity run can be forwarded to an external system (for example, a call center in mySAP CRM) automatically at event 1799, using function module FKK TRANSFER CALL LIST l 799, or manually using report RFKKMADUTLTRANF. The call center then processes the list. The events 9010, 9012 and 9013 have to be defined in order to forward the entries. SAP provides function module F KK_C ALLLIST _CRM_9010 as an example.
Alternatively, the new transaction Telephone List can be used if a telephone list is being processed by several agents. You can find this transaction in the menu under Periodic Processing — > For Contract Accounts — > Dunning Notice. In this transaction, an agent can flag an item as completed after a successful telephone call with the business partner. In order to record communication with the business
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Lesson: Configuration and Execution of the Dunning Program
IPS510
partner, the clerk can create customer contacts manually or automatically. In the Customizing settings for customer contacts, you must define the contact configuration for the program context SAPLFKKDUTL.
To provide the business partner with information, the administrator can branch from the detailed information of an entry in the telephone list to, for example, the account balance, objects connected to the dunning notice and customer-specific or industry-specific functions that can be implemented at event 9011.
m
IMG
Define Dunning Activities Activity Description of Activity C
0005 0006
Deact. Installment Plan Print Dunning Form
01 01
0007 Dunning Event 0008 Set Dunning Lock
Function Module
Form for Corresp.
ISUJJUNNING.DEACTJNSTPLJHSO FMCA_OUNNING_DEACTJNSTPL_l
ISU DUNNING PS CORR CONT 0350 FMCA_OUNNING_PR_CORR_CONT_035Q
IS U DUNNING
FMCA.DUNNING
FKK_SAMPI.E_0360_SBHINVVEIS
01
FKK_SAMPLE_0350_LOCK_VKONT
You can define your own function module.
Figure 270: Customizing Dunning Activities
Dunning activities consist of a function module (such as FKK SAMPLE 0350 CCC) and a correspondence form (optional). It is a key representing an activity that is carried out in connection with the execution of a dunning run.
Fonn for correspondence - If this is an activity for creating paper records as part of correspondence, you need to define the application form for the printout.
You can assign any number of dunning activities to various dunning levels. Examples: • • • •
Print dunning form with different recipients (legal department and so on) Start workflow Send note to agent using SAP Office Deact. Installment Plan
You can define your own function modules for standard activities. Example: You can trigger an activity in a dunning procedure which informs the contract system (via RFC) that it should trigger a contract due to non-payment.
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Unit 8: Dunning and Collections
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mn
IMG
Rules for Additional Receivables
Comp.Code Grp
P001 0003 0004 0005 P004
Interest
□ □ □
□ □
Dunning Trig. Interest Key
m □ □ □ □
Dunning Balan. Dunning Lvl
s
□ □ □ □
□ □ □ □ □
I Can an 'additional receivable' alone trigger a dunning activity?
Should an 'additional receivable' be included when determining the dunning balance?
Consideration with dunning level of dunning notice
Figure 271: Dunning Additional Receivables
Each combination of main and sub transaction can be assigned an additional receivables rule.
The maintenance takes place in the Customizing for the additional receivables. You can set the exact properties of the additional receivables, depending on the operational company code: • • •
Subject to interest calculation (for additional receivables) Triggers dunning Take into account when calculating dunning balance
An indicator can be set to ensure that dunning charges and dunning interest are considered with the dunning level in which they were posted. This is necessary if grouping is executed by dunning level, and the additional receivables are to be dunned with their main receivables in the next dunning. Note that a dunning charge can reach a high dunning level in this way, which would not have been reached due to the days in arrears up to this point.
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Lesson: Configuration and Execution of the Dunning Program
IPS510
M
Charge Schedule Defines how to calculate charges for: ■ Dunning ■
■
Certain correspondences, such as account information Disconnection / reconnection
Figure 272: Charge Schedule: Definition
■
Charge category Dunning charge
2
cu 3
Charge category Dunning charge
.
2
V
■§ 0?
05
j3
6
Charge
category 1
|pW
■ What is the individual charge? ■ Which main transaction and subtransaction are used to post the dunning charges?
Figure 273: Dunning Terminology - Charges
A charges schedule can manage the charges data for a maximum of three charges categories. These charge categories can be dunning charges, disconnection and reconnection charges, processing charges, payment document charges, postage charges, or customer defined charges.
For the charge category, the main transaction and subtransaction are determined, with which the charge is to be posted (actual or statistical posting). For each combination of a charge schedule and a charge category, you can set up how charges are to be calculated depending on the currency, the dunning balance and credit-worthiness.
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Unit 8: Dunning and Collections
IPS510
When you define a correspondence variant, you can assign a charge schedule to some correspondence types. When these correspondences are created, the system automatically posts the charges defined in the charge schedule. When defining processing variants for disconnection documents, you can also store a disconnection charges schedule in order to post a charge when entering a disconnection.
mu
A charge can be calculated in the following ways:
Fixed amount
Percentage of the dunning
balance
j-tj
Staggered amounts
Percentage with upper/lower limits
Figure 274: Charge Calculation
You can levy dunning charges as absolute charges, or as percentage charges. Percentage charges refer to the dunning balance.
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2011
Lesson: Configuration and Execution of the Dunning Program
IPS510
M
A dunning is executed in 1. Identify and group all due items al
2. Execute dunning activities
Figure 275: Using the Dunning Program
Before starting the dunning run, you should ensure that the posting situation is as up-to-date as is possible, which means that all existing payments should be posted and a clearing run executed. This means that you avoid dunning items which have already been paid.
You can schedule the dunning proposal run and the dunning activity run together or separately. If you schedule both runs together, you lose the option of deleting and recreating the dunning proposal. You can reverse dunning notices from the dunning proposal. If you would like to have a different dunning proposal, you can delete it, make the necessary changes in the master data, open items or Customizing and then start the dunning proposal run again. A dunning run results in the dunning history and, for example, correspondence, a note to an agent, a charge or interest postings.
m
General Selections
Logs
Technical Settings
Gate 01 Issue
Business Partner
to
Company Code Contract Account Net DLK- Dale
to
to
to
rn
n
Figure 276: Dunning Proposal: Maintain Parameters
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You need to enter parameters for a dunning proposal run whenever you want to create a dunning proposal. Alternatively, you can also define templates which can then be used to create a dunning proposal run. The system looks at the “date of issue” and compares this date to the due date within the document to determine which dunning level is appropriate (see “days in arrears” in Customizing of a dunning level) and to determine appropriate charges, if applicable.
Note 429810 - Dunning proposal run structure in PSCD - outlines the key points in the source code of the dunning proposal run. You get an overview of the dunning proposal run. This allows you, for example, to find out the correct events for a customer-specific request, or to modify the program.
mn
Determine items due for dunning Group items in dunning groupings
Determine dunning levels from dunning history
H3
Check minimum dunning
Dunning header
FKKMAKO Dunning items
FKKMAZE
amount for dunning levels Check requirements for dunning levels
Figure 277: Dunning Proposal Run
The dunning proposal run determines all items due for dunning and combines them in a dunning grouping.
P
Hint: Once a business partner is included in a dunning proposal he/she will not be included in another proposal run. Only the dunning activity run enters the system date as the execution date of the dunning (MDRKD) in the dunning header. The dunning proposal then becomes dunning history. This check prevents duplicate dunning letters in case you postpone the dunning activity run. You cannot run a second proposal run over the same items/accounts unless the first is deleted (go to Environment — » Delete Dunning Proposal Run).
You can use history modules, event modules and function modules to define new dunning levels.
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2011
IPS510
Lesson: Configuration and Execution of the Dunning Program
The dunning proposal run also takes into account the dunning reductions resulting from clarification cases in Dispute Management. (Function module FKKSAMPLE0335 DISPUTE). At event 0335 the dunning groups (I FKKMAGRP) and dunning lines (I FKKMAVS) are also transferred. The allocated dunning reduction amounts are also returned in the C_FKKMARED table. Alternative
Standard Criteria
Dunning Recipient
Business Partner Dunning Procedure
Dunning Group
Resp. Company Code
Currency
Contract
Grouping key: Additional criteria
Account 1
Contract Account 2
\ Dunning activity and dunning notice
Dunning activity and dunning notice
Figure 278: Dunning Grouping
If it is possible, all items of a business partner are grouped together on one dunning notice. However, there are criteria which dictate separate dunning notices for certain items. These items are then grouped together into dunning groups on the basis of these criteria.
The items are used for checking dunning relevance (i.e., amount limits and days in arrears) per dunning group. The grouping key enables you to use other desired criteria such as business area and division in addition to the standard criteria (dunning procedure, currency, main company code).
You then enter grouping key in the contract accounts for which the grouping is to be valid.
2011
© 2011 SAP AG. All rights reserved.
361 5ÿ
Unit 8: Dunning and Collections
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IPS510
Dunning
headers FKKMAKO
Correspondence
Dunning items
Note to agent
FKKMAZE
Release to collection agency
Calculate charges/interest
/
Post charges and interest
Check dunning activity requirements
Update dunning and activity history
Figure 279: Dunning Activity Run
You initiate a dunning activity run in much the same way as a dunning proposal run. First you enter the necessary parameters and then schedule the program run.
If you have made the correct settings in Customizing, the date you entered in the issue date field will appear on the dunning letter. It will also be displayed in the dunning history as the dunning execution date (MDRKD). The dunning levels and appropriate dunning activities are determined based on the dunning groupings and items for dunning.
A dunning activity run can result in a charge or interest posting, or updates in the dunning history and dunning activity history.
P
Hint: Unlike a proposal run you cannot delete a dunning activity run after its execution, even if the intended action was not executed. Instead you must reverse the dunning run (transaction FPVC) or cancel the dunning Overview for certain items. Choose Environment —> Dunning Histoiy * Cancel. .. (the button with the red arrow).
—
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Lesson: Configuration and Execution of the Dunning Program
IPS510
mn
Q Event 0310: Before first interval Dunning group (Event 330: New FKKMAKO cntiyl
Read groups (FKKMAZE) Read Hems (FKKMAKT) Read further items (event 340: All data has been read)
TFK047B Dunning levels
TFK047EA/H Dunning charges
Post charge 1 (event 360: Determine charge 1) Post charge 2 (evont 361: Determine charge 2)
FKKMAKO Ourtulny
Post charge 3 (event 362: Determine charge 3)
Activities
Determine and post Interest (Event 370, 380)
II
ty
Dunning activities (Event 350)
Mass update: Update history FKKMAZE
TFK047L
(event 390)
TFKFBM/S/C Function module(s)
activities
Event 0320 after last Interval
Figure 280: Dunning Activity Run - Technical Information
P
Hint: Technical notes: The following events are used in conjunction with the printing of the dunning notice/dunning activity run: • • • • •
• •
2011
310 (Called within Event 1797) Before the first process interval in the dunning activity run (set application-specific data) 320 (Called within Event 1798) After the first process interval in the dunning activity run (reorganize or delete application-specific data) 330 Event before processing a new dunning header 340 Once all data on a dunning header has been read, you can modify it prior to final processing Any number of activities can be triggered by each dunning notice (correspondence, work-flows, and so on) 360/361/362 Calculation of charges and structuring of charges documents 370 Calculation of interest and structuring of interest document
© 2011 SAP AG. All rights reserved.
363 ET
Unit 8: Dunning and Collections
IPS510
mu
Q
Dunning History Header (Groupings)
FKKMAKO
Dunning History of Individual Items
Activities That Have Been Triggered
FKWdAKT
/ Figure 281: Dunning History
You can call dunning history information using the account balance display (FPL9) or selecting “Dunning History” (FPM3) from the menu. In the dunning history you can see dunning activities (charge documents and interest documents). On the selection screen you can specify ( Selection by Print Date) whether you want to display dunning notices that have been executed or not executed. This allows you, for example, to specify that only dunnings without print date are to be selected.
In the dunning history, you can display a text for the business partner. To do this you must set the Read Business Partner Details indicator. In this case, the system runs event 0391. As standard, a text appears with the name and address of the business partner. With a customer-specific function module defined in event 4700, you can adjust this text to meet your requirements. For performance reasons you should not set the Read Business Partner Details indicator if you want an overview of a large number of dunnings.
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2011
Lesson: Configuration and Execution of the Dunning Program
IPS510
ID
IMG Contract Accounts Receivable and Payable
a
Business Transactions
— Qv,
Dunning Notices Define Charge Categories for Dunning Define Document Types for Dunning Charge Categories
Configure Charge Schedules for Dunning Procedure
L
Define Specifications for Interest on Arrears Configure Dunning Activities Configure Dunning Procedure
L
\m. L1!ÿ !>r
_
Define Dunning Grouping Categories
Define Dunning Lock Reasons
Define Time-Dependent Creditworthiness Ratings Define Execution Variants for Dunning Proposal Run Interaction with Other Business Transactions
LIP), Qj,
Specifications for Automatically Deactivating Installment Plans
Figure 282: Dunning: Customizing
The dunning proposal run evaluates the execution variants at event 300.
It only makes sense to specify an execution variant if you have defined an event.
2011
© 2011 SAP AG. All rights reserved.
365 ET
Unit 8: Dunning and Collections
mu
IPS510
Lesson Summary You should now be able to: • Configure appropriate dunning procedures and know how to execute a dunning run in Contract Accounts Receivable and Payable.
EZT
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Collection Processing
IPS510
Lesson: Collection Processing Lesson Overview This lesson gives you an overview of the ways that receivables can be submitted to collection agencies. It also gives you an overview of how further information regarding submitted items can be updated.
mn
Lesson Objectives After completing this lesson, you will be able to: •
Submit receivables to external collection agencies and know how to update further information about submitted items.
Business Example
mn
Mass run: Release
Collection agency XY
(FP03MJ
FP03
Dunning Activity (Event 0350)
Item 1 BP 1
Item 2 BP 2 Item 3 BP 3 Item 4 BP 4
(FKK_COLL_AGENCY_RELEASEJ>350)
Mass run: Write-off
Total:
(FPQ4M)
USD
205.48fi.00
I
FP03D / FP03DM (submission)
Write Off (FP04)
Manual release (FPQ3E)
I
Status: Released
I DFKKCOLL
DMI Submission File
Figure 283: Submission to External Collection Agencies
If a receivable is submitted to an external collection agency, this means that a customer has not paid a receivable and that the company is not able to collect it.
2011
© 2011 SAP AG. All rights reserved.
367 ET
Unit 8: Dunning and Collections
IPS510
Receivables submission is made up of two steps: 1.
Entry of database table DFKKCOLL. in which all
submitted receivables and receivables to be submitted {Release for Submission ) are managed. 2.
Selection of receivables to be submitted from the DFKKCOLL database table, and physical
submission of the receivables using report RFKKCOL2, which creates a file for each collection agency {Submission to Collection Agency). The dunning activity (FKK_COLL_AGENCY_RELEASE_0350) releases a receivable to an external collection agency. The submission of receivables to collection agencies is possible for the following items: • •
Receivables (also statistical items) Credit memos
The external collection agency is determined by derivation rules defined in Customizing (event 5060). Submission status 0 1: Release Receivable is set.
The periodic submission flow (transaction FP03D or FP03DM) selects the documents and creates a list and/or a submission file (the submission file can also be generated in XML format). The following data is updated: •
•
In the collection agency item (DFKKCOLL): Submission date, submission status (02: Receivable submitted), and possible submission amount, if not identical to the amount in the open item. In the document: Payment block, dunning block, or alternative payer (posting area 1054).
Logs, which are listed in the DFKKOPCOLL table by the mass run for submitting receivables to collection agencies (FP03DM), can be deleted using the FP03DML transaction.
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2011
Lesson: Collection Processing
IPS510
Submission Status •
0 1: Receivable released for submission
Release process (dunning, mass release) •
02: Receivable submitted
Submission run • • •
03: Receivable paid by collection agency (event 0020) 04: Receivable paid partially by collection agency (event 0020) 05: Submission of receivable reversed
Dunning run reversal • • • •
06: Submission of receivable failed (event 0020) 07: Receivable paid partially and submission of outstanding receivable reversed 08: Receivable paid partially and partially uncollectible (event 0020) 09: Receivable recalled Recall receivable
• • • •
10: 11: 12: 13:
Receivable paid directly by customer (event 0020) Receivable partially paid by customer directly (event 0020) Receivable cleared (event 0020) Receivable partially cleared (event 0020)
In addition to the statuses delivered by SAP for items released and submitted to collection agencies, you can also define your own, company-specific submission statuses. You can use the number range 20 to 99 for this. Numbers 01 to 19 are standard settings. Under no circumstances should you change them.
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Unit 8: Dunning and Collections
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IPS510
Submission of Receivables to External Collection Agencies
Step
Description
Step 1
Derivation rule 1
Step 2
Derivation rule 2
Step 3
j Derivation rule 3
Condition
Source fields
Target fields
POST_CODE1
TMPR1 (temporary)
BETRH 1000
TMPR1 (temporary)
INKGP (collection agency)
(Amount)
Type: -Derivation rule •Table access
|Derivation rule 1 l| Source fields 68163
-Assignment -Initialization
| 68163 Derivation rule 2
Derivation rule 3
Target fields Mannheim
Walldorf
Source fields
Target fields
Mannheim
200000078
Source fields
Target fields
Mannheim
200000079
Figure 284: Submission of Receivables to External Collection Agencies
In the Define Derivation Rules for Responsible Collection Agency IMG activity, you can define which collection agency is to be used, depending on the data in the document. The derivation rules defined in Customizing are evaluated by the derivation tool. The derivation tool is always called in the FKK_COLL_AG_SAMPLE_5060 function module when items are released for submission individually in transaction FP03E or in mass release using transaction FP03M. The derivation tool determines the responsible collection agency in one or more derivation steps from a range of source fields of the enhanceable structure FKKCOLLAG. The number of derivation steps corresponds to the number of derivation rules you define in Customizing.
If you want to continue using the old IMG activity because, for example, you have not transferred the derivation to the new IMG activity, define the function module FMCA COLLAG SAMPLE 5060 for event 5060.
370
©2011 SAP AG. All rights reserved.
2011
Lesson: Collection Processing
IPS510
Management of Submitted Receivables
mn
Receivables that were submitted to external collection agencies can be managed using transaction FP03. The following functions are available in transaction FP03:
mn
-
-
Change submission status (change document is generated) Indicator that the receivables were sold to the collection agency Submit receivables Recall receivables Create list of collection items
Inbound Collection Agency Information
mn
The collection agency file contains:
mn
-
Collected payments Uncollected payments Interest Charges
A RFKK60PM collection agency has completed a collection order and now forwards a file to the sold-to-party informing of the receivables that were collected, and those that were only partially collected or not at all.
mn
Doc.
NKPS
4711
001
58.00
4711
002
58.00
4712
001
116.00
Amount
Payment reference ►
Submission RFKKCOL2
i
Payment form Payment form
2345 2346
Payment form Z547 Doc.No. Item Amnt
Submission file
£
4711 4711
2
58 00 58.00
4712
1
116.00
1
Doc. 4711 58.00 Collection Clear, write off... Selection category for payment lot NRZAS
Collection agency file
BE TRW
OPBEL
INKPS
OPBEL
BETRW
GPART
VKONT
GPART
BETRW
VKONT
BETRW
BETRW
BETRW
Payment Lot RFKKCOPM
Figure 285: Collection Agency Payment: Incoming Payment
2011
© 2011 SAP AG. All rights reserved.
371 ET
Unit 8: Dunning and Collections
IPS510
When you submit an item, you can create a payment form that simplifies the assignment of payments to open items. If the file from the collection agency contains collected payments, these can be allocated to the appropriate open items using the payment form number confirmed by the collection agency If the collection file contains interest and charges, the system posts these as interest and credit receivables and they are passed on to the customer.
Receivables that have not been collected and are, therefore, irrecoverable can be automatically written off if you activate the Write-off Item Directly indicator in the write-off parameters of RFKKCOPM. Collection charges to be paid to the collection agency can be determined using a defined function module in event 5068 and posted as payables to the collection agency's contract account. To do this, you must activate Post Collection Charges indicator in the specifications of RFKKCOPM. If the collection agency provides the infonnation personally or in writing, the payments, interest and charges receivables must be posted manually. You can use transaction FPAVI (payment advice note from collection agency) to enter a payment advice note.
mn
Items In collection agency file
VKONT | BETR2 | NINBK | BETRI | BETRC | 50
VK1
3
2
Scenario: A business partner has paid 50 plus 3 interest and 2 charges
Contract Account 1 Receivable
Bank Clearing
50,00
(1) Interest receivable
3,00
(2) Charge receivable
2,00
Define Age Grid for Value Adjustment Variants Maintain Processing Methods for User Exits for Automatic Adjustments
IB
Maintain Default Values for Transfer Posting Run
IB
Maintain Alternative Accounts for Resetting Individual Value Adjustments
Figure 350: Mark as Doubtful/Individual Value Adjustment: Customizing
Exceptions for Adjustment: In this activity you define, for each application area, the main transactions and subtransactions that create postings that you want to exclude from a doubtful entry or value adjustment. You can define the scope of the exception as follows: • • •
Manual doubtful entry or value adjustment Automatic doubtful entry or value adjustment Manual and automatic doubtful entry or value adjustment
User Exits: In this activity you can define methods to be used for making value adjustments for the items. You can enter the method on the initial screen for the Adjust receivables according to age mass activity. You must define the special features for the methods in event 2950. In this event you can implement customer-specific checks as well as value adjustment methods.
ET 456
©2011 SAP AG. All rights reserved.
2011
IPS510
mn
Lesson: Doubtful Entry/Individual Value Adjustment
Lesson Summary You should now be able to: • Explain the procedures and postings for doubtful entries and value adjustment of open items.
2011
© 2011 SAP AG. All rights reserved.
457 ET
Unit 11: Other Business Transactions
IPS510
Lesson: Write-Off Lesson Overview This lesson gives you an overview of how to write off documents in Contract Accounts Receivable and Payable.
Lesson Objectives After completing this lesson, you will be able to: •
Write off items in PSCD
Business Example
mn
Check level BP
Contrat
MM
| DoojjJ
Special authorization: No application
,ÿ>f check rules
V &
-
Check rules ? No credit
—
-
available Event: 5010
X
s
Expense account 50
Tax account 8
Release for collection
Figure 351: Manual Write-Off: Process
With the appropriate authorization, you can set the indicator that determines that the check rules are not used.
Open items can be written off completely, or, partially if the customer is to be let off part of his or her open items. You can specify the partial amount to be written off in the Write Off Items transaction. Partial write-offs must be explicitly permitted in Customizing along with a write-off reason. When an item is written off, the written-off document items are cleared and a write-off document is
ET 458
©2011 SAP AG. All rights reserved.
2011
Lesson: Write-Off
IPS510
created. The system automatically posts the expense or revenue accounts defined in Customizing. Write-off documents can be reversed. If this is done, receivables or payables are open again.
You must define rules for adjusting tax during write-offs. If the posted expense account is tax-relevant, the system also adjusts the posted tax during write-off. Example case. 58.00 • Receivable 16% • VAT 20.00 • Partial payment •50% IVA • Write off receivable
Contract account
[11 58.00 20.00 [3] 38.00 [41
Revenue account Receivables account [1J 58.00 20.00 [3J 38.00 [4]
Bank
[2] 20.00
50.00
[1]
VAT account [4] 5.24 8.00
Cash Clearing [31 20.00 20.00
[2]
Sales deduction [4] 32.76
Electricity
[1]
Figure 352: Write-Off: Posting 1
Posting records: 1. 2. 3. 4.
2011
Bill creation Post incoming payment in general ledger accounting Post payment in sub-ledger accounting and allocate the payment Write off the open item
© 2011 SAP AG. All rights reserved.
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Unit 11: Other Business Transactions
ID
IPS510
Example case. • Receivable 16% • VAT • Partial payment ■ 50% IVA
Contract account [1] 58 00
20.00 [3] 38.00 [6)
■
58.00 20.00
Write off receivable
Revenue account Receivables account [1] 58.00 20.00 [3] 38 00 [4]
Bank [2] 20.00
VAT account 8.00
Electricity
50 00
[1]
[6] 5.24
Cash Clearing (3) 20.00 20.00
[2]
Sales deduction [6] 32.76
[11
Individual value IVA expense Doubtful receivable DR correction adjustment [4] 38.00 38.00(7] [7) 38.00 38.00 [4] [8] 16 38 16.38(5] [5] 16 38 16.38 [8]
t
J
t
Figure 353: Write-Off: Posting 2
Posting records:
1. 2. 3. 4. 5.
Bill creation Post incoming payment in general ledger accounting (bank statement) Post payment in sub-ledger accounting and allocate the payment Mark the receivable as doubtful Individual value adjustment
Steps 4 and 5 generate PSCD documents that are only relevant for general ledger accounting. This means that they do not have any business partner items. 6. 7. 8.
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Write off the open item Reset doubtful entry Reset IVA Note: Mass run FP04M, Tab Parameters, Indicator Do not update write-off histoiy.
©2011 SAP AG. All rights reserved.
2011
Lesson: Write-Off
IPS510
ID
Selection options - No - No
WrOffdoc. Doc.
reversed items statistical items
Amount
WrO
Date
STAK2 Srce Reversal
8711
4711
300
01
06.13.2003
16
8712
4721
700
04
06.13.2003
17
8717
4751
20
03
06.13.2003
8722
4766
600
01
06.13.2003
G
16 16
X
Display variant Figure 354: Write-Off History
Write-off history is automatically updated during write-off. It can also be automatically updated during mass write-off depending on authorization. The reversal of a write-off document is also recorded in the write-off history.
ID
IMG Contract Accounts Receivable and Payable
a
Basic Functions Particular Aspects of Taxation Procedure
Tax Adjustment for Write Off Define Tax Calc. Types Write-Offs and Ind. Val Adj.
a
RS, Define Change in Tax Code with Write-Offs Business Transactions Write Off
Q,
WRITE OFF ITEMS. Enter your business partner and your contract account for the property tax. For the write-off reason, choose “07 - Temporary Waiver” and enter DD/MM/YYYY+1 as the resubmission date. After you choose “Enter", you can activate the items for the property tax in the subsequent list display and you can change the gross clearing amount to 300.00 EUR. To do this, double-click the Gross Amount field in the row with your property tax receivable. In the relevant field, enter 300.00 EUR.
© 2011 SAP AG. All rights reserved.
463
Unit 11: Other Business Transactions
IPS510
Task 2 The clerk for the short-term waiver and remission area wants to check the resubmission cases.
Go to ACCOUNT RESUBMISSION WRITE-OFF and execute the clarification list by choosing “Resubmission cases”. Search for your short-term waiver that you entered in exercise 1-6 and activate the line items. Choose “Clarify”. Display the account balance. What general ledger account for payments and what main transaction and subtransaction were used in the document for the short-term waiver? ->ÿ
Your legal department informs you that the short-term waiver no longer needs to be executed in the clarification list (waiver directory). •
464
Choose “ No Resubmission” in the clarification activity for your waiver and confirm the transaction in the dialog box that appears.
©2011 SAP AG. All rights reserved.
2011
Lesson: Exercise on writing off (installment plan)
IPS510
mn
Lesson Summary You should now be able to: • Remit or waive receivables.
2011
© 2011 SAP AG. All rights reserved.
465 ET
Unit Summary
mu
EZT
466
IPS510
Unit Summary You should now be able to: • Explain account maintenance in Contract Accounts Receivable and Payable. • Explain the principles involved in reversing documents and resetting clearing in Contract Accounts Receivable and Payable. Transfer a document in Contract Accounts Receivable and Payable. • • Explain the procedures and postings for doubtful entries and value adjustment of open items. Write off items in PSCD • Remit or waive receivables.
© 2011 SAP AG. All rights reserved.
2011
Unit 12 Security Deposits Unit Overview This unit gives the participants an overview of the cash and non-cash management of security deposits in Contract Accounts Receivable and Payable.
M
Unit Objectives After completing this unit, you will be able to:
Explain how cash and non-cash security deposits are processed in Contract Accounts Receivable and Payable. Request and settle cash security deposits.
Unit Contents Lesson: Cash and Non-Cash Security Deposits. .468 Lesson: Request, Payment and Settlement of Cash Security Deposits .471
2011
© 2011 SAP AG. All rights reserved.
467
Unit 12: Security Deposits
IPS510
Lesson: Cash and Non-Cash Security Deposits Lesson Overview This lesson gives you an overview of the two types of securities in Contract Accounts Receivable and Payable.
mn
Lesson Objectives After completing this lesson, you will be able to: •
Explain how cash and non-cash security deposits are processed in Contract Accounts Receivable and Payable.
Business Example You assess the credit rating of your business partner and you agree with them that a cash security deposit is required. • •
A request for cash security deposit is created for the business partner in the system. After the incoming payment, the request for cash security deposit is cleared and accounted for as a down payment.
PD Non-cash security
Security deposit request
deposit
Guarantee of payment
c
Security deposit payment
) PSCD FI
Received security deposits
i
m
Figure 356: Security Deposits
The system supports the request and handling of cash and non-cash security deposits of business partners.
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Cash and Non-Cash Security Deposits
IPS510
Non-cash security deposits can be bank guarantees, mortgage bonds, or savings accounts that are stored as security deposits. Cash security deposits are managed as payables, which can be settled according to certain criteria.
A cash security deposit is requested automatically and, when the payment method is changed in the contract account, the cash security deposit is changed by the function module in event 1025.
M
~o
11
Security deposit
Request
Security deposit
payment
-
Release
1 I Received security deposits
I
PSCD
▼
FI
Receivable from (final) bill
Interest payables
Figure 357: Cash Security Deposits
Cash security deposits can be paid out or cleared as long as the cash security deposit is released. The program RFKKSECURITYRELEASE is available for releasing security deposits (menu: Periodic Processing > For Contract Accounts — > Security Deposits — > Release). Non-cash security deposits can be returned or cashed. Non-cash security deposits can be returned or cashed.
—
Interest must be calculated for cash security deposits.
2011
© 2011 SAP AG. All rights reserved.
469
Unit 12: Security Deposits
mu
IPS510
Lesson Summary You should now be able to: • Explain how cash and non-cash security deposits are processed in Contract Accounts Receivable and Payable.
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Request, Payment and Settlement of Cash Security Deposits
IPS510
Lesson: Request, Payment and Settlement of Cash Security Deposits Lesson Overview This lesson is intended to provide a more detailed view on the process of cash security in contracts accounts receivable and payable.
mn
Lesson Objectives After completing this lesson, you will be able to: •
Request and settle cash security deposits.
Business Example
mn
Security deposit
Status
Business partner Contract account Contract Authorization
100004711 1000004711
General data Type of sec. deposit Request reason Request amount Interest key
Requested
Titus Test, Main Street 18, Heidelberg
Non-cash
Cash O Payment history 50.00 USD
®
S
Request documents Stat... Document no. Amount
Crncy
Rsn
Start date
Return date
PortO
a a
BBC
IBS
Usage period
06.13.2006
Start date
Return date
06.13.2007
Figure 358: Request Cash Security Deposit
SAP Menu: Account
1.
2011
—
►
Security Deposit
—
►
Create
The cash security deposit is created either manually or automatically in the Utilities Industry component when a collection is entered in the system. The cash security deposit has the status Requested. A request document is a statistical document with a document header and a line item
© 2011 SAP AG. All rights reserved.
471 ET
Unit 12: Security Deposits
IPS510
Using the function module FKK_E VENT_0820_PAYMFORM_DET, you can create a payment form number automatically when you create a cash security deposit request.
2. 3.
4.
5.
As long as the request document has not yet been cleared, you can reverse the security deposit. A deposit that has been reversed cannot be used again. If you receive a (partial) cash security deposit payment and this clears the request document either completely or partially, the status changes to (Partially) Paid. When the valid for date is reached, or when an early manual release occurs, the status changes to Released. If the cash security deposit payment is cleared by repayment or settlement against open receivables, the end status Returned is reached.
In the menu under Periodic Processing — > For Contract Accounts — > Collateral > Release, you can use the report RFKK SECURITY RELEASE to release the securities.
—
1.
Non-cash security deposits are created manually. When you save the security deposit, the status Requested is given. Further processing is triggered by changing the status. For non-cash deposits, you can define the status in Customizing. For each change of status, a BOR event is triggered; this can start a workflow, whereby you have to model your own workflows.
2.
2.You can display an overview of all security deposits. To do this, choose one of the following paths:
Roles: Cash Security Deposits/Security Deposits (SAP_FI_CA_CASH_DE-
—
POSIT) * Security Deposit Statistics Report
SAP Menu: Periodic Processing — * Statistics
—
>
For Contract Accounts
—
>
Collateral
You can select using the following criteria: Start date
Return date Cash Security Deposits
Non-cash security deposits
Status of security deposits in the case of non-cash security deposits For event 0860, you can define follow-on actions for security deposits that meet certain criteria. For example, that a clerk retrieves a non-cash security deposit from storage if the return date is reached within the next week.
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2011
Lesson: Request, Payment and Settlement of Cash Security Deposits
IPS510
ID
New receivable
Convert outstanding receivable
Business partner Contract account Contract Authorization General data Type of sec. deposit Request reason
Request amount Interest key Sec. dep. payments
100004711 1000004711
®
Cash O Payment history 50.00 USD 25.00
Clear outstanding receivable
Status Partially paid " Titus Test. Main Street 18, Heidelberg
Security deposit
Non-cash
s
USD
Request documents
!'" ll Stat... Document no. 0CO 100003574 ;CCQ 100003574
Usage period Start date
Amount
CurrencyReason Start date
Return date
Posting
25.00 USD Pymt 06.13.2006 06.13.2007 13.0 25.00 USD Pymt 06.13.2006 06.13.2007 13.0
-1 miT m-a E
fiimi—
13.06.2006
Return date
EU E] *
;
06.13.2007
Figure 359: Process Cash Security Deposit
SAP menu: Account
—
►
—
Security Deposit * Display or Change
Enter the number of the security deposit required and select Continue. The following table lists the functions available when changing or displaying a security deposit. Functions with Display and Change
Menu path
Print notification
Environment Printing
Important information
— > Form
A request fonn is printed as sample
Functions only with Change
2011
Reverse
Edit
Release cash deposit
Edit
—
>
Reverse
A deposit that has been reversed cannot be used again.
Release
The clearing restriction of the cash security deposit payment is removed. This means that the payment can now be cleared.
© 2011 SAP AG. All rights reserved.
473 ET
Unit 12: Security Deposits
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Functions with Display and Change
Menu path
Release cash security deposit in part
Edit
Change amount of cash security
Edit —> Clear Remaining You can subsequently Receivable — > Clear New reduce the amount of the cash security deposit Receivable receivable deposit using the Remaining Receivable function, or increase it using the New Receivable function. In the case of the New Receivable, part of the original receivable is written off, in the second case a new cash security deposit receivable is posted with reference to an existing cash security, provided that this has not been reversed or released. The Clear Remaining Receivable function refers to all cash security requests in the contract that are still open. A release means that all security deposits are released.
Post new receivable
Edit
—
►
Important information
Release Partially You can offset the released portion or pay it out if a payment method is defined in the partial release. Prerequisite for partial releasc:The status must be either Paid or Released Partially.
— > New Receivable
© 2011 SAP AG. All rights reserved.
Instead of creating a new security deposit, you can post a new receivable. You can define the same amount of information (such as request reason) as is the case when creating a new security deposit.
2011
Lesson: Request, Payment and Settlement of Cash Security Deposits
IPS510
Activities If you want to automatically release and create cash security deposits when the payment method in the contract account changes, define an installation-specific function module for event 1025 in the Implementation Guide for Contract Accounts Receivable and Payable under Program Enhancements ► Define Customer-Specific Function Modules. To do this, copy the function module FKK EVENT 1025 DEPOSIT CHANGE and adjust the copy to meet your requirements, for example, the amount of the cash security deposit requested, the currency, the request reason, and the reversal reason.
—
Example If a direct payer changes his payment method to bank collection, all of the cash security deposits in the contract account of the business partner are released automatically, since there is no longer any reason to retain the security deposit. However, if a business partner who has previously paid his receivables by bank collection becomes a direct payer, you can automatically request a cash security deposit. New receivable
Release...
Security deposit
Partial release
Status
Business partner Contract account Contract Authorization General data Type of sec. deposit Request reason Request amount Interest key Sec. dep. payments
Partially paid/cleared
100004711 1000004711
Titus Test, Main Street 18, Heidelberg
® Cash
O Non-cash
Payment history 50.00 USD 25.00
a
USD
Request documents Stat... Document no. Amount
0
100003574 OCQ 100003574
BE!
"'
Usage period Start date
Cmcy
Rsn
start date
Return date
Posting
25.00 EUR Pymt 06.13.2006 06.13.2007 13.0 25.00 EUR Pymt 06.13.2006 06.13.2007 13.0
06.13.2006
I
atilE Return date
iH
B
06.13.2007
Figure 360: Release Cash Security Deposit
2011
© 2011 SAP AG. All rights reserved.
475
Unit 12: Security Deposits
mu
IPS510
Contract account
[1]
50.00
Sec, deposits received
Sales revenue account
Bank
Cash Clearing
Receivables
VAT account
Figure 361: Security Deposits: Posting (1)
[1] Posting the request for the cash security deposit in PSCD: • •
mu
The cash security deposit is posted statistically so that no transaction relevant to the general ledger is generated. A notification containing the requested amount, the terms and methods of payment, etc. can be generated.
t1]
Contract account 50.00
Sec, deposits received
Bank [2]
50.00
Receivables
Sales revenue account
Cash Clearing
50.00
(2]
VAT account
Figure 362: Security Deposits: Posting (2)
[2] Posting incoming payment in FI. The business partner pays by bank transfer.
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Lesson: Request, Payment and Settlement of Cash Security Deposits
IPS510
mn
Contract account 50.00 50.00 [3]
[— ([1]
' *
0.00)
Sales revenue account
Sec deposits received 50.00 [3]
[2]
Bank 50.00
Cash Clearing
[3]
50.00 50.00
[2]
VAT account
Receivables
Figure 363: Security Deposits: Posting (3)
[3] Allocation of the payment in PSCD and FI. When payment is allocated to the request for the cash security deposit, credit corresponding to the payment amount is posted. The statistical request is cleared. Customer info Interest simulation
mn Calculation and posting of interest
Post interest document Mass interest run
c
Cash sec. dep. interest
o
Debit interest
o
(General ledger relevant or
Create installment plan Dunning run
cD
ft" p/
statistical?)
£
IS-U Invoicing
0)
Advance payment bonus
Credit interest (General ledger relevant) Interest notification
Figure 364: Interest Calculation for Cash Security Deposits
2011
© 2011 SAP AG. All rights reserved.
477 ET
Unit 12: Security Deposits
IPS510
The way in which the interest key for a cash security payment is detennined differs to the standard way of calculating interest on items: • •
If an interest key is specified in a payment, this is the one that applies. If no interest key is specified in a payment, the system tries to determine a key from the relevant security deposit. If no interest key can be found, no interest calculation takes place.
An interest lock at the level of contract account-dependent data is not considered during the calculation of interest on cash security deposits.
To calculate interest on individual cash security deposit payments, choose one of the following paths: • •
SAP menu: Account — > Security Deposit — > Interest Calculation The procedure is similar to posting debit and credit interest. SAP Menu: Periodic Processing * Collateral > Interest for Cash Security Deposit
—
—
You can display cash security deposit interest that has been posted in the security deposit maintenance.
In the menu under Environment overview of the interest run.
mn
—
>
Interest Calculation List, you can display an
IMG Contract Accounts Receivable and Payable
a
Business Transactions
3.
Security Deposits
n*,
re re
re
Define Number Ranges for Security Deposits Define General Parameters for Security Deposits
Create Special Definitions for Security Deposits Define Request Reasons for Security Deposits Define Status of Non-Cash Security Deposits
[~\
Define Non-Cash Security Deposit Categories
ire
Define Default Values for Cash Security Deposit Interest (Dialog)
re re
fly Q [re
Define Reversal Reasons for Security Deposits
Define Types of Notes for Security Deposits
Maintain Specifications for Transfer of Security Deposits Maintain Specifications for Reversing Transfer of Sec. Dep.
Define Specifications for Cash Security Deposit Interest (Mass Processing) Assign Withholding Tax Code to Main and Sub-Transactions
Figure 365: Security Deposits: Customizing
ET 478
©2011 SAP AG. All rights reserved.
2011
IPS510
mn
Lesson: Request, Payment and Settlement of Cash Security Deposits
Lesson Summary You should now be able to: • Request and settle cash security deposits.
2011
© 2011 SAP AG. All rights reserved.
479 ET
Unit Summary
mu
EZT
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IPS510
Unit Summary You should now be able to: • Explain how cash and non-cash security deposits are processed in Contract Accounts Receivable and Payable. • Request and settle cash security deposits.
© 2011 SAP AG. All rights reserved.
2011
Unit 13 Correspondence Unit Overview This unit gives the participants an overview of correspondence creation in Contract Accounts Receivable and Payable.
M
Unit Objectives After completing this unit, you will be able to:
Define and explain the different types of correspondence in Contract Accounts Receivable and Payable Configure and handle correspondence. Explain the principles of the print workbench. Create and print bank statements Create an invoice
Unit Contents Lesson: Lesson: Lesson: Lesson:
2011
Definition and Types Handling and Customizing The Print Workbench Exercise on Correspondence Handling
© 2011 SAP AG. All rights reserved.
.482 .489 .497 .502
481
Unit 13: Correspondence
IPS510
Lesson: Definition and Types Lesson Overview This lesson gives you an overview of the correspondence types in Contract Accounts Receivable and Payable.
mn
Lesson Objectives After completing this lesson, you will be able to: •
Define and explain the different types of correspondence in Contract Accounts Receivable and Payable
Business Example Your company wishes to create account statements and other correspondence in Contract Accounts Receivable and Payable.
mn
Correspondence
= All written output you send to your business partner as well as printed evaluations, reports, statements, and so on
Inbound correspondence
= A business partner's obligation to file a written item without reminder
Correspondence history entries for written correspondence and = Contains stores requests and receipt of incoming correspondence
Print Workbench
= A tool for generating printed correspondence
n
Figure 366: Correspondence: Definitions
ET 482
©2011 SAP AG. All rights reserved.
2011
IPS510
Lesson: Definition and Types
mn
You can create correspondence in the following ways: ■ In
a mass run Periodic Generation/For Contract Accounts/Correspondence
On demand / individual generation Menu selection for certain transactions: Account balance, cash desk, contact
center
In connection with other processes Function module in Customizing or customer enhancement
5
/
Figure 367: Correspondence: Use
SAP provides several correspondence types, for example: • •
Business Partner Statement = All open items that were posted after the last business partner statement (event 1913) Account Information = All items for a certain contract account
Use business partner statements if for example: •
•
Several contract accounts exist for a business partner and you only want to use one correspondence to inform your business partner of the status of the account relationship. Several contracts exist for one business partner and you only want to use one correspondence to inform the business partner of the status of the customer relationship.
Use balance notifications if for example: • •
2011
External auditors want to inform a group of customers about the current status of their customer accounts. Customers must be informed about the account balance once in each period (requirement in specific countries).
© 2011 SAP AG. All rights reserved.
483 ET
Unit 13: Correspondence
mu
IPS510
SAP provides the following types of correspondence:
■ Returns (0001)
■ Installment plan (0005)
■ Account statement (0002)
■ Payment advice note (0006)
■ Account information (0013)
■ Interest statement (0007)
■ Document (0014)
■
■ Dunning notice (0003)
Check printout (0015)
X
■ Public sector bill (P004) ■ Invoicing in FI-CA (0042) ■ Write-off notice (0034)
Figure 368: Correspondence Types (1 of 2)
The account statement is a correspondence type whose output cannot be influenced by user selections. For example, if the user requests an account statement for contract account ABC then he will receive output that consists of all of the items that have been posted against this account (you cannot specify any limiting search criteria when viewing this type of correspondence).
The account information contains exactly those items that were selected in the account balance display (transaction FLP9). The bill processing function is used to infonn business partners of receivables for which you are responsible and to send them printed payment requests. The business partner then pays for the open items listed.
Bill processing is a mass activity fully integrated in the Correspondence component. A bill groups all open items into a payment amount. The bill with this amount is then sent to the customer. Depending on your customizing settings, the notification sent to the customer is a printed bill with (or without) an attached payment document.
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2011
IPS510
mn
Lesson: Definition and Types
SAP provides the following types of correspondence:
■ Payment notice (0019)
■ Payment form for installment (0008)
■
Cash receipt (0009)
■
Online check (0021)
■
Incoming public sector correspondence
(P700)
■ Correspondence dunning (0020)
Figure 369: Correspondence Types (2 of 2)
You can define your own correspondence types.
You can now set the application form that you want to use for all individual correspondence.
mn
You cun allocate a lull >
to a contract account.
You maintain bill types in CustomiJing, You can determine the following:
■ Whether ye u wa nt to Includ e ite m s tha t ha ve a I rea d y been e ate red in a printed bill (so that the business partner gets a complete overview of all
open Items)
■ Whether you want to include statistical Items ■ Whether you want to Include deferred Items ■ Whether you want to include negative items ■ Whether you want to Include a negative balance You Ihen allocate the relevant application form to It
m
Figure 370: Bill Creation (IS-PS-CA)
The system uses the payment program to determine which items should be included in bill processing.
2011
© 2011 SAP AG. All rights reserved.
485 ET
Unit 13: Correspondence
IPS510
The system checks whether you have maintained an incoming payment method. If you have, this allows you to initiate payment yourself and you need not bill your business partner. If not, then the system will include the open items in the billing run. The basic steps are as follows: • • • • • •
Those open items that have not been printed on a bill are selected Open items are grouped and the bill type is determined (from the master data) No bill is created if a lock is active A unique bill number (payment form number) is created The open items are saved under this number A correspondence header is stored
Depending on what is stored in the master data, different bill types can be printed. The bill type determines the items to be printed and what the bill looks like.
Additional texts should be added to the bill at the time of printing (PSCD Print Workbench) by an exit in the application form. You can define whether the mass activity for creating bills only groups together items for bills that have no incoming payment method (as was the case until now), or whether all items, irrespective of their payment method, are included (event 0600, FMCA_INV_ALL_ITEMS_0600).
PD
Correspondence type; 0002 (Account statement)
Recipient control Da
w*
allow iddllLcnal
Alternative recipients;’
w
Events
Other
* Generation even! 4 Pirlfit avanl
* Application * P-eric-dic correspondence 4 Arm {jap* Jillonwl? * Suppress eet respandence
4
Your
if no
Havrrx «xist? Inbound correspondence?
‘
account
Figure 371: Correspondence Type Configuration
Recipient control is set at the level of correspondence type. For example, you can specify for a given correspondence type that no alternative recipient is allowed.
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IPS510
Lesson: Definition and Types
There are two necessary events associated with a correspondence type. The first is a “print” event (function module that is needed to print a correspondence request for a given correspondence type after the correspondence container has been read). The other is a “generation” event (function module needed to create or generate a correspondence request). The other settings control which application area can use a given correspondence type and/or if the correspondence type event is periodic, and so on.
2011
© 2011 SAP AG. All rights reserved.
487
Unit 13: Correspondence
mu
IPS510
Lesson Summary You should now be able to: • Define and explain the different types of correspondence in Contract Accounts Receivable and Payable
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Handling and Customizing
IPS510
Lesson: Handling and Customizing Lesson Overview This lesson gives you an overview of the task of a correspondence container in Contract Accounts Receivable and Payable.
M
Lesson Objectives After completing this lesson, you will be able to: •
Configure and handle correspondence.
Business Example
M
Application program 1
Application program n
Correspondence data container
I
L DATA
Correspondence creation program 1....n
ALL application programs with printed output load the correspondence data container
Figure 372: Underlying Concept
The correspondence “data container” is a set of tables (technical tip: the main one is DFKKCOH); each entry within this table represents an object that can be sent to a business partner. The printing run is done in a separate step within the menu “correspondence”. From the correspondence data container, you can select any data that you wish to print.
2011
© 2011 SAP AG. All rights reserved.
489
Unit 13: Correspondence
IPS510
It is recommended that printing be carried out not too long after correspondence is generated. For example, if there is a significant delay in the printing of the generated dunning notices, customers may be dunned who have paid their balances in the meantime.
*
Input
Dunning data
Account
Returns data
Additional data
statement data
M I/
Additional data
Generation
Storage
i
Basic data
Correspondence Data Container Tables (DFKKCO*)
I
Output
- '[print ■any l iyp
Figure 373: Handling Correspondence Data
Correspondence data is stored in an abstract manner. Key data from dunning, returns, account statements etc., are all stored in the same location.
In general, the data container references additional data that resides in the originating program. Creation of histories
Processing in different languages Shipping control (paper, fax, e-mail)
Archiving
parallel printing
\
\
Address determination
\
\
Figure 374: Additional Features of Correspondence
490
©2011 SAP AG. All rights reserved.
2011
Lesson: Handling and Customizing
IPS510
Correspondence History: Stores information about all correspondence, including inbound correspondence. History features - Archiving of correspondence; pixel viewer for letters. The pixel viewer is a viewing tool similar to Acrobat Reader used to read optically archived documents.
Introduction of additional print options such as “shipping control”. In shipping control you define the underlying options for shipping. Shipping control is primarily used by the correspondence variants. The correspondence variant summarizes correspondence type in order to control periodic correspondence and can be assigned to contract accounts at contract account and business partner level. Contract account / Correspondence data Billing Bill type Lock
I Correspondence control I Correspondence variants
[
Correspondence
to alternative/additional partners
Correspondence variants Correspondence dunning procedure Correspondence dunning lock
l Recipient tor individual correspondence types Activity
Correspondence recipient Correspondence type
Correspondence Alt/Add. Correspondence Partner Recipient recipient name
Activity Description
■
Figure 375: Correspondence control
If an entry exists in the “Correspondence Recipient” field then this business partner will replace the original recipient in all cases except if any specific correspondence types are defined to go elsewhere (for example, recipients for individual correspondence types). If the “Alternate or Additional Correspondence Recipient” flag specifies whether a correspondence recipient is acting as substitute for the original recipient. If this flag is not selected, then any partners listed will receive a copy of the correspondence. If the flag is selected, only the alternative correspondence recipient receives a copy. The correspondence is not sent to the actual business partner.
2011
© 2011 SAP AG. All rights reserved.
491
Unit 13: Correspondence
IPS510
H
mu Print parameters Output device
x FormhJÿ
Outp. forint SAPscript Outp. formt Smart Archiving mode
1
—
RDI mode
Output request after last document
Possible Actual print
Test print Reprint
o o
entries (F4)
RDI Short description
X I
s
Form settings are essential Formatting by SAPscript (OTF) Raw data interface (output mode: spool) Raw data interface (output mode: IDoc) Raw data interface (output mode: spool)
Figure 376: Correspondence Output Options
You select the print setting via the appropriate indicator in print dialog. There are five possible settings:
• • • • •
* SAPscript Formu settings are essential X Raw data interface (output mode: spool) I Raw data interface (output mode: IDoc) S Raw data interface (output mode: spool (simple RDI)) - Formatting by SAPscript (OTF)
Raw data is sent to the print workbench and processed there, instead of creating separate forms in each program.
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2011
Lesson: Handling and Customizing
IPS510
B
mn Event controlled by business transactions ifewiitrnl
Dunning
§,3
Correspondence request
0003
0001 event
Interest calc.
/1
.
SAPLFKCC
1
1 6 wot /01 It . function j
Returns
Correspondence print
I
Correspondent
□
■*
container
0007
*
Selection
i
7Mla -i Ifvent t Function 1
0003
Q
J
“'ssiD
0001
Contract
account T
Periodically using correspondence
runs Reference data
Bank
=-f
| Selection \
_FC: FI CA Print Workbench
Dunning
Form
Dunning data
Correspondence request
er Bil
Request additional data
CT: Correspondence type FC: Form class
m I
|
tifttim
Reminder
:
Figure 377: Creation of Correspondence: Overview
General steps for creation of correspondence: • • • •
2011
Correspondence requests are created using business transactions or correspondence runs. Reference data is stored in the correspondence container. Select the correspondence data from the correspondence container and prepare the data for print out via a correspondence print run. Print out of correspondence data via SapScript, print-workbench, or use the raw data interface to print via an external printing system.
© 2011 SAP AG. All rights reserved.
493 ET
Unit 13: Correspondence
IPS510
mu
IMG
Correspondence variant Z001
Change "Correspondence Variant" view: Overview Correspondence type
Corresp.
name
0002
Bank statement
0003 0013
Account information
Periodic Shipping control Charge schedule
1
Dunning
Key that defines the type of correspondence (such as a return notification or an account statement) and accompanying control attributes
\
Determines the frequency with which correspondence is generated for the specified correspondence run
Figure 378: Customizing of Correspondence Variants
(Correspondence) charge schedules are charges that can be set per correspondence type. For example, if you wanted to charge your customer a small fee for re-invoicing you would configure a charge schedule and then enter it in the correspondence variant. Dispatch Control is used to send a document, such as an invoice or dunning notice, in different forms and in multiple copies (for instance by email or fax). Customizing of dispatch control is performed in the “print workbench” area of the IMG {General Application Fnnctions>Print Workbench>Shipping Control). You can assign correspondence variants to contract accounts and/or contract objects. The control parameters defined in a correspondence variant are evaluated when the correspondence is created.
All “periodic” correspondence (for example, type 0002 - account statement) must be defined in the correspondence variant.
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2011
Lesson: Handling and Customizing
IPS510
IMG Contract Accounts Receivable and Payable
ID [~B
— LB
Basic Functions
Correspondence Define Correspondence Types
[B ~ [5 - [B (& ~
~ ~
[3 Qj> [B Q
LB
“
—
j~B Q>
Define Charge Types for Correspondence Configure Charge Schemes for Correspondence
Configure Correspondence Variants
Define Correspondence Roles Configure Address Determination Configure Correspondence Activities
Define Standard Form Classes for Correspondence [_B ~ | ■% I Define Application Forms for Correspondence — LB Define Payment Note ID for Forms — LB Q> Check Number Ranges for Payment Forms
EB &
— TB LB
,[B Q
] ]
Define Status for Correspondence Define Fields for Selecting Master Data Changes
Define Correspondence Creation Modules for Master Data Changes Process Change Document Display
_
Figure 379: Correspondence: Customizing
2011
© 2011 SAP AG. All rights reserved.
495 ET
Unit 13: Correspondence
mn
IPS510
Lesson Summary You should now be able to: • Configure and handle correspondence.
ET 496
©2011 SAP AG. All rights reserved.
2011
Lesson: The Print Workbench
IPS510
Lesson: The Print Workbench Lesson Overview This lesson gives you an overview of the purpose of the print workbench in Contract Accounts Receivable and Payable.
mn
Lesson Objectives After completing this lesson, you will be able to: •
Explain the principles of the print workbench.
Business Example
H
ID ■ A tool for generating printed forms
■ Separation of data retrieval and
layout design
■ Dynamically generated print programs ■ Full integration of a form with the corresponding application ■ High flexibility of forms achieved by user exits ■ Faster creation of forms by means of flexible tools
Figure 380: The Print Workbench
2011
© 2011 SAP AG. All rights reserved.
497 ET
Unit 13: Correspondence
IPS510
The print workbench is not a replacement for SAPscript/Smart Forms. It is simply a tool enabling you to work with SAPscript/ Smart Forms and PDF-based fonns more easily. The print workbench offers an improved means of creating of forms. In addition, it makes data retrieval flexible and easy to understand.
The print workbench separates data retrieval from the layout design of a form and makes creating and maintaining forms easier.
You can find more details about the Print Workbench in the documentation for SAP component CA-GTF-PWB.
a
PD SAPscript/
Form class
Smart Form/
Data
PDF-based
hierarchy
forms
I
Form class
Layout information
Application form
library
-t
I Eventcontrolled hierarchy
Data Select* from Call function
OPEN_FORM
,
Print program
Generates
Figure 381: Overview
The form class library is created by an SAP developer and represents a “super-set” of data that is available for use in an application form. It is also an ABAP program and its coding is copied to the print program when generated.
In the application form you define the sequence of text modules. The business partner determines what data is printed on a specific piece of correspondence. The SAPscript/Smart Form is an independent object. Itis used to define where and how data defined in the application form is to be printed.
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Lesson: The Print Workbench
IPS510
H
mn ■ Contaris a logical view of the application data ■ Contains detailed information about the application data ■ Represents all possible dele that is available to an application
■ Is provided and maintained by SAP ■ Is allocated to, and integrated with, an application form
■ Can be used by different application forms
Figure 382: The Form Class
Form classes form the basis for all forms of the print workbench. The form classes are updated every time the system is updated by SAP.
m
(ID
■ Is allocated to a form class ■ Reflects the flow logic of the form in a hierarchy ■ Is maintained by the customer ■
Is treated using SAPSoript, Smart Forms or PDF-Forms
■ Contains multiple user exits far individual requirements
■ Generates s complete print program ■ Is integrated with the system via the form class ■ Can be grouped and processed together with other application forms using 'collections*
Figure 383: The Application Form
2011
© 2011 SAP AG. All rights reserved.
499 ET
Unit 13: Correspondence
IPS510
In the print workbench, in addition to SAPscript, you can also use Smart Fonns to create and maintain application forms. The previous use of SAPscript is not affected by this function enhancement. Smart Fonns have the following advantages over SAPscript: • • • • • • •
More flexible creation of form layout (for example, with tables and templates) More efficient creation and maintenance of fonns (reduces the time by half) Form adjustment without programming knowledge as a result of completely graphical user interface Web publishing using a generated XML output Performance improvement Clear separation between data selection, form preparation, and form logic XML-based SAP standard interfaces (XSF, XDF) for external further processing
As of release ERP 2005 the print workbench supports the use of PDF-based forms for creating and issuing outgoing standardized correspondence. SAP therefore provides the new form category PDF-based form for application forms. You can use the new XML-based raw data interface (XFP) for PDF-based forms to prepare raw data outside of the SAP system. Existing implementations in SAPscript and Smart Forms are not affected by this change.
gzr 500
© 2011 SAP AG. All rights reserved.
2011
Lesson: The Print Workbench
IPS510
mn
Lesson Summary You should now be able to: • Explain the principles of the print workbench.
2011
© 2011 SAP AG. All rights reserved.
501 ET
Unit 13: Correspondence
IPS510
Lesson: Exercise on Correspondence Handling Lesson Overview
mn
Lesson Objectives After completing this lesson, you will be able to: • •
Create and print bank statements Create an invoice
Business Example Your business partner requires a bank statement. You create the required account statement and use a test print to check whether the bank statement contains the relevant data. Your business partner requires a parking pennit for his new car. The parking permit costs 50 EUR. You post an acceptance request and generate a bill that you forward to your customer.
Task 1 Generate an account statement for the contract account 'property taxes and fees'. •
Since account statements are usually generated periodically, you can find the transaction under “PERIODIC PROCESSING -» FOR CONTRACT ACCOUNTS CORRESPONDENCE CREATE ACCOUNT STATEMENTS ”. To create the account statements, enter the current date in the Date ID field and enter your group number “GR##” in the Identification field. On the “General Selections” tab page, enter your business partner and the company code “0001”. To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. Save your entries. The next step is to execute the program. To do this, choose “Schedule Program Run”, select “Immediately” and then execute the program run by choosing “OK”. Choose “Refresh” (directly under the detail status) until the system displays a message telling you that the job has finished. -ÿ
• • •
• •
•
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© 2011 SAP AG. All rights reserved.
-ÿ
2011
Lesson: Exercise on Correspondence Handling
IPS510
Choose “Application log” and look at the message texts. The correspondence container is now filled with the data required to create the account statement based on the correspondence run that you started previously. To execute the correspondence print, go to “ PERIODIC PROCESSING -> FOR CONTRACT ACCOUNTS -> CORRESPONDENCE ->• PRINT (FPCOPARA)”. To create the account statements, enter the current date in the Date ID field and enter your group number “GR##” in the Identification field. On the “General Selections” tab page, enter your business partner and the company code “0001”. On the “Correspondence selection” tab page, choose correspondence type “0002” and on the “Print Parameters” tab page choose output device “LOCL” and “test print”. To obtain detailed infonnation about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. Save your entries. Execute the program directly (see above). Go to the “Logs” tab page and when you see that the correspondence print has finished, go to your spool entry by choosing SYSTEM —* OWN SPOOL REQUESTS. Choose “Display contents” (glasses icon) to display the printout.
Task 2 1.
Post an acceptance request of 50 EURO for your contract object 'parking fees' with the due date DD/MM+l/YYYY. To do this, go to POSTING
-*ÿ
REQUEST -» EDIT REQUEST
(FKKORD1).
• •
Select the request category “Acceptance request” and choose “Create” (sheet of paper icon) to enter the posting data. Enter company code “0001”, your business partner and your contract object for the parking fees, the main transaction/subtransaction “4010/0400”, the amount of 50 EURO and the due date DD/MM+l/YYYY.
Approve the request. 2.
Ensure that you have set assigned correspondence variant 01 and invoice type 01 to your contract object for parking fees and that you have set the correspondence parameter indicator for the contract object as active. To do this, go to MASTER DATA -» CONTRACT OBJECT -ÿ EDIT CONTRACT OBJECT (PSOBWORK)
2011
© 2011 SAP AG. All rights reserved.
503
Unit 13: Correspondence
IPS510
Select your contract object. • Choose “Change” (pencil icon) and double-click your business partner in the tree structure. • Go to the “Correspondence” tab page. Choose “ PERIODIC PROCESSING FOR CONTRACT ACCOUNTS -» CORRESPONDENCE -> GENERATE INVOICES" (FMCAM2). •
3.
-ÿ
To create the invoice, enter the current date in the Date ID field and enter your group number “GR##” in the Identification field. On the “General Selections" tab page, enter your business partner and • the company code “0001”. • On the “Detail Selections” tab page, set the net due date interval from 01.01.YYYY to DD/MM+l/YYYY. • To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. • Save your entries. • Execute the program directly (see above). • You can display the data that you have created by choosing ENVIRONMENT -ÿ INVOICE HISTORY in the current menu or by following the menu path ACCOUNT -» FURTHER INFORMATION *• INVOICE HISTORY to go to the invoice that you have created. You can also print the invoice. •
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4.
•
•
• • •
•
• •
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The correspondence container is now filled with the data required to create the invoice based on the correspondence run that you started previously. To execute the correspondence print, go to PERIODIC PROCESSING -*ÿ FOR CONTRACT ACCOUNTS CORRESPONDENCE -*ÿ PRINT (FPCOPARA). To create the account statements, enter the current date in the Date ID field and enter your group number “GR##B” in the Identification field. On the “General Selections" tab page, enter your business partner and the company code “0001”. On the “Correspondence selection” tab page, choose correspondence type “P004” and on the "Print Parameters” tab page choose output device “LOCL” and “test print”. To obtain detailed information about the program run, go to the “Logs” tab page and choose “Additional Information” under the settings for the application log in the problem class. Save your entries. Execute the program directly (see above).
© 2011 SAP AG. All rights reserved.
2011
IPS510
Lesson: Exercise on Correspondence Handling
Go to the “Logs” tab page and when you see that the correspondence print has finished, go to your spool entry by choosing SYSTEM > OWN SPOOL REQUESTS. Choose “Display contents” (glasses icon) to display the printout.
—
2011
© 2011 SAP AG. All rights reserved.
505
Unit 13: Correspondence
mn
IPS510
Lesson Summary You should now be able to: • Create and print bank statements • Create an invoice
ET 506
©2011 SAP AG. All rights reserved.
2011
Unit Summary
IPS510
M
2011
Unit Summary You should now be able to: Define and explain the different types of correspondence in Contract • Accounts Receivable and Payable • Configure and handle correspondence. • Explain the principles of the print workbench. • Create and print bank statements • Create an invoice
© 2011 SAP AG. All rights reserved.
507
Unit Summary
ET 508
IPS510
©2011 SAP AG. All rights reserved.
2011
Unit 14 Further Integration of Contract Accounts Receivable and Payable in SAP Modules Unit Overview This unit gives the participants an overview of the integration of Contract Accounts Receivable and Payable with other SAP applications.
Unit Objectives After completing this unit, you will be able to: • • • • • • • •
• •
•
•
2011
Explain the integration of Contract Accounts Receivable and Payable into other SAP components and applications. Describe the logic that PSCD uses to update Funds Management Describe how account assignment is derived in Funds Management Assign business partners to the vendors and customers Describe the connection between Funds Management and PSCD Describe the update of the financial status from Contract Accounts Receivable and Payable. Explain the integration of SD orders into Contract Accounts Receivable and Payable. Understand the important activities regarding the business partner and the integration of other SAP applications with Contract Accounts Receivable and Payable. Explain how to derive segments for the new general ledger accounting from Contract Accounts Receivable and Payable. Explain the principles of risk-based customer segmentation and credit risk monitoring in SAP Credit Management and its integration into Contract Accounts Receivable and Payable. To explain the main features of financial customer services in the IC WebClient based Financial Customer Care. Explain the PSCD content for Business Intelligence.
© 2011 SAP AG. All rights reserved.
509
Unit 14: Further Integration of Contract Accounts Receivable and Payable in SAP Modules
IPS510
Explain the outbound interface for postings in Contract Accounts Receivable and Payable
Unit Contents Lesson: Overview of the Integration of Contract Accounts Receivable and Payable 511 ,514 Lesson: Funds Management Lesson: Cash Management 524 Lesson: Contract Accounts Receivable and Payable and SD 528 Integration Lesson: CustomerA/endor Integration (Master Data, SD and Vendor Interface) 536 Lesson: Integration with the New General Ledger (Segment Reporting) 540 Lesson: Credit Management 545 Lesson: Financial Customer Care 552 Lesson: Business Intelligence 558 561 Lesson: Outbound Interface
gzr
510
© 2011 SAP AG. All rights reserved.
2011
Lesson: Overview of the Integration of Contract Accounts Receivable and Payable
IPS510
Lesson: Overview of the Integration of Contract Accounts Receivable and Payable Lesson Overview This lesson provides several examples of how Contract Accounts Receivable and Payable can be integrated into other SAP applications.
M
Lesson Objectives After completing this lesson, you will be able to:
Explain the integration of Contract Accounts Receivable and Payable into other SAP components and applications.
•
Business Example CO-PA
Business Information Warehouse
CO
gg; n
■ so I
>
Invoicing
.MAimfTa
Customer Relationship Management
Invoicing in TRM
SAP Financials
7 _
External Billing
m8
TR-CM Kf
FSCM
Figure 384: Integration: Overview
SD billing documents can be transferred directly to PSCD subledger accounting.
You can use a standardized IDoc interface to import invoice documents from external billing systems into PSCD where they can then be processed. Tax and Revenue Management (TRM) billing documents and invoices can be posted in PSCD (you can transfer billing documents and invoices from TRM into PSCD).
2011
© 2011 SAP AG. All rights reserved.
511
Unit 14: Further Integration of Contract Accounts Receivable and Payable in SAP Modules
IPS510
The postings in PSCD contract accounts can trigger immediate posting in the Cash Management (TR-CM) application component. Postings from subledger accounting are transferred regularly (for example, daily) to the general ledger.
Additional account assignments from cost accounting are included, and forwarded to the specified account assignment object. The CO-PA component is supplied with the necessary information from the invoicing applications for different update types. This infonnation is transferred regularly using transfer reports that are triggered in PSCD. The integration in Financial Supply Chain Management improves customer-oriented processes. Business partners can use the Biller Direct component to check invoices and initiate payments (as well as other functions) on the Internet. Companies can use this information channel to interact with their customers. The Credit Management component enables you to carry out risk-based customer segmentation and credit risk monitoring. Extractors for open and cleared PSCD items and other debit-relevant information exist for SAP Business Infonnation Warehouse (BW). The integration of PSCD in Customer Relationship Management (CRM) makes it possible to process receivables in Financial Customer Care efficiently.
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© 2011 SAP AG. All rights reserved.
2011
IPS510
mn
Lesson: Overview of the Integration of Contract Accounts Receivable and Payable
Lesson Summary You should now be able to: • Explain the integration of Contract Accounts Receivable and Payable into other SAP components and applications.
2011
© 2011 SAP AG. All rights reserved.
513ET
Unit 14: Further Integration of Contract Accounts Receivable and Payable in SAP Modules
IPS510
Lesson: Funds Management Lesson Overview After completing this lesson you will be familiar with the logic that PSCD uses to update Funds Management. You will be able to explain how account assignment is derived in Funds Management and how to assign business partners to the vendors and customers. You will also be able to describe how Public Sector Management (PSM) and PSCD are connected.
mn
Lesson Objectives After completing this lesson, you will be able to: • • • •
Describe the logic that PSCD uses to update Funds Management Describe how account assignment is derived in Funds Management Assign business partners to the vendors and customers Describe the connection between Funds Management and PSCD
Business Example Certain companies and organizations use Funds Management for budgetary control and reporting.
All postings should be updated automatically in Funds Management (FM) to • •
Meet the legal requirements for reporting Increase the expenditure budget in accordance with receipts
Your company therefore wants to use the active availability control.
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Funds Management
IPS510
Funds Management Integration Funds center
Structure in SAP FM area
EZi
/
Fund B Fund A
O''
Budget structure Budgvt plan
4 4 ’S
i
i
r
fell I
i
Hi in Commitment item
Figure 385: Funds Management Integration: Structure in FM
Funds Management is activated by the FICA_FM switch (FI-CA, Funds Management). The FM table fields are then activated automatically by the structures SIFKKFMOP and SI FKKFMOPK. These structures replace the customer includes CI FKKFMOP and CIFKKFMOPK.
Note that if you have already integrated Contract Accounts Receivable and Payable with Funds Management, the FICA FM indicator (FI-CA, Funds Management) is activated when you upgrade to ERP 2005. New FM table fields are added during this upgrade and this leads to activation errors because these fields now exist twice. You must delete the duplicate fields from the customer includes CI_FKKFMOP and CI FKKFMOPK after the upgrade. See SAP Note 834815 for the steps you need to take.
2011
© 2011 SAP AG. All rights reserved.
515
Unit 14: Further Integration of Contract Accounts Receivable and Payable in SAP Modules
IPS510
Funds center
mu
Structure in SAP FM area
C3
Fund B Fund A
Cf Budget structure '
Ml
Buaj.1 pl.n
i 4
J8 "SJ
I
I
11 111 Commitment item
Figure 386: Funds Management Integration
You must specify an FM account assignment in the items. If you do not specify an FM account assignment, the Customizing settings mean that it is determined automatically by the derivation tool (transaction FMDERIVE) when you save the data.
Each document is classified according to a transaction class and also contains an FM category. This category decides whether an item is to be updated in FM. The line items are summarized and transferred to the general ledger and FM by the report RFKKGLOO. The FM account assignment is a criterion that is used for summarization. The business partner items and the general ledger items must be balanced according to the account assignment before they can be posted in PSCD.
To activate FM, you must activate the customer includes for the FM fields. In Customizing, go to: Financial Accounting * Contract Accounts Receivable and Payable — > Integration — > Funds Management (PSM-FM).
—
Payment reconciliation with FM can only be carried out for posted and transferred reconciliation keys.
Restriction: Taxes can be updated only for the same commitment item as the receipt item (net update).
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© 2011 SAP AG. All rights reserved.
2011
Lesson: Funds Management
IPS510
*ÿ
Payment lot
i
Totals table
DFKKSUM
Business partner item BP 1 I Object Tax A FM type C (Clearing)
FM account
200*—
G/l Item 6/L account Bank FM type FM account
i I
I
Revenue 1
prr account
?00
FM account
FM type
1400i
Revenue 1
C
13100
Bank
Z
m,, 200
Bank
r
~
13100
Revenue 1
14000
200
200
Red. bill
•200
Payment
200
Figure 387: Funds Management Integration
ID
Lines are classified by transaction:
FM value type
FM type +
FfoFM update
*A
Bill
54
♦0
P-5 3 bill
57
*C +6
during
5F
Clearing of bill In previous year Clr-.irlr.g or bill In tsurtrieqiaenl yr-.v
57
Tniwftr Paymertt on account
57 54 47
+H
Omen payment
51
*|
gii acccunl
* Ff ♦
*G
Eran*ler
Bft
+J *K
C IpMo artlan wwtllBt
SB
*L
TranVlcr
*M
AutMTiDtlenlly generated
ISM Items
cicdll tiacumrnl Inlnliicr Heitrnnl ol Hll from previous yenm
No update H+updrtt, H
+
Cf
Lines are classified by transaction class: # gall
Payment or deling * WrlEe oil *♦ Reve-rs.nl
Figure 388: FM Update Logic: Interpretation of Documents
The FM account assignment and FM category are also saved in the totals table DFKKSUM. When the totals table DFKKSUM is posted in FI, the system generates FM document line items from the FM categories.
The transaction class is determined automatically according to the business transaction and G/L account that are used. The transaction class is saved in the document header.
2011
© 2011 SAP AG. All rights reserved.
517ET
Unit 14: Further Integration of Contract Accounts Receivable and Payable in SAP Modules
IPS510
When the FM value type is updated in FM, the FM category is interpreted. Example: A line with FM value type (54) is generated for invoice (B). For paid invoice (B), the invoice (54) is broken down in FM and the payment line (57) is generated. For FM category "Payment on Account", just one payment line (57) is generated for the template FM account stored in FM.
PD
Funds
center 9000 9000
Fund
Commitment Item
1000000 1000000
Value type
Amount type
Amount
Transaction
Fiscal year
Invoice
Original
100.00
Invoice
Original
200.00
FI-CA FI-CA
2006 2005
9000
1000000
invoice
Reduction
-70.00
FI-CA
2005
9000
1000000
Payment
Paid
70.00
FI-CA
2005
i RFKKFMCF
Funds
center 9000 9000
Fund
Commitment item
1000000 1000000
l Value type
Invoice Invoice
Amount type Carry!'orward for
prevtlous year Carryforward to flowing year
Amount
Fiscal year
Transaction
-230.00
2005
FI-CA
230.00
2006
FI-CA
Figure 389: Fiscal Year Change in PSCD
For each account assignment, the report “Transfer Open Items from PSCD” (RFKKFMCF) carries forward the amounts of the open document in FM from the old to the new FM fiscal year. This means that the new fiscal year change is not carried out on a document-by-document basis; instead, it is carried out on a totals basis for each account assignment according to certain fields at the time of the carryover into the new fiscal year. The restriction is made according to the value types invoice, down payment and clarification worklist.
You can execute the report several times and a new carryover document is generated with each run when you do so. Activating Funds Management Integration: Step One
PD
gzr sis
Activate the Funds Management fields for the document field tables as described in Customizing (DFKKOP, DFKKOPK). Assign the corresponding commitment items (financial transaction 30,60,90) to the corresponding general ledger accounts.
© 2011 SAP AG. All rights reserved.
2011
Lesson: Funds Management
IPS510
Activating Funds Management Integration: Step Two
mn
The following derivation rules must be maintained in transaction FMDERIVE:
Derivation for the commitment item with financial transaction 60/2 for the reconciliation accounts that are used in the PSCD environment. Derivation for the commitment item with financial transaction 30 for certain main transactions and subtransactions (for example, 0060/0100 payments on account). The “Payment” indicator must be set for main transactions and subtransactions that represent payment transactions. Derivation for commitment item with financial transaction 90 for bank accounts and bank clearing accounts. Derivation for the commitment item with financial transaction 50/3 for the clarification accounts that are used in conjunction with the clarification process. See SAP Note 686383 for further information. Derivation Tool
mn
Predefined derivation rules Derivation steps
Derivation rule
Function call
Table access
Step types
Enhancement
Move
Clear
Figure 390: Derivation Types
2011
© 2011 SAP AG. All rights reserved.
519ET
Unit 14: Further Integration of Contract Accounts Receivable and Payable in SAP Modules
ID
-
1 t'£
Customizing
Source field
Target field
COST_CENTER
•
IPS510
OTotal field contents ® Part of field contents
FUND_CENTER
From character item (starting with 0) Number of characters Field length 16 _
I
0 6
Total Reid contents 0) Part of field contents From character Item (starting Number of characters 10
Figure 391: Assignment
mn
Srrurra N?lf nt Item
_
50030
50040
Figure 392: Define Derivation Rule
520
©2011 SAP AG. All rights reserved.
2011
Lesson: Funds Management
IPS510
Source flfrli From-Tfi VaiiiKlMfOUT
ControLliing arra
Cottfyp*
Valid from
MOO
MO301
91.01.2003
9000
500302
01.01.2003
CommtlmfliiT ilr-m s
50030 «*MQ
Figure 393: Table Access 0001 Company code
Brown
Debit
800456
Business
Contract
partner
account
Main/subtran sactlon
01/26/2001 Due date
2000 Period key
Contract account cat
Account determination ID
300.00 Amount
■
Source fields: BUKRS HVORG TVORG KOFIZ PERSL SPART
FIPEX FISTL
FM derivation
FKBER FONDS
Figure 394: Derivation of FM Account Assignments
2011
© 2011 SAP AG. All rights reserved.
521 ET
Unit 14: Further Integration of Contract Accounts Receivable and Payable in SAP Modules
IPS510
Fund Accounting
'10
Revenue Example: $ 100,000 grants for housing support
Expense Example : $40,000 for housing support
Payments Example . $ 10.000
Fund for housing support Balance sheet Cash Receivables
$ 10,000 $ 90,000 $ 100,000
$401000 Payables $ 60,000 Total fund balance Profit and loss statement
Revenue Expense Fund balance
$100,000
40,000
t 60.060
Figure 395: Fund Accounting in PSCD
ID
FI-CA DR 1 DR 2 CR CR
400000 Expense 400000 Expense 3 160000 Credit 4 160000 Credit
FUND1 $ 10,000 FUND2 $ 40,000 FUND1 510,000 FUND2 $ 40,000
Fund 1 Balance sheet Bank Total Fund 1
FI-CA
$ 40,000 $ 40,000
Profit and loss statement
DR 1 160000 Credit DR 2 160000 Credit DR 3 113500 Clearing CR 4 113500 Clearing CR 5 113109 Bank
FUND1 510,000 FUND2 $ 40,000
FUND2 5 40.000 FUND2 $ 40,000 FUND1 S 50,000
Expense
Total Fund 1
$ 40,000 $ 40,000
Figure 396: Example of Posting in PSCD
When Funds Management is active, Contract Accounts Receivable and Payable splits the Funds Management account assignments into expenditures and receipts.
522
© 2011 SAP AG. All rights reserved.
2011
Lesson: Funds Management
IPS510
M
Lesson Summary You should now be able to: • Describe the logic that PSCD uses to update Funds Management • Describe how account assignment is derived in Funds Management • Assign business partners to the vendors and customers • Describe the connection between Funds Management and PSCD
2011
© 2011 SAP AG. All rights reserved.
523
Unit 14: Further Integration of Contract Accounts Receivable and Payable in SAP Modules
IPS510
Lesson: Cash Management Lesson Overview This lesson gives you an overview of the integration of Cash Management and Overhead Cost Controlling with Contract Accounts Receivable and Payable.
mn
Lesson Objectives After completing this lesson, you will be able to: •
Describe the update of the financial status from Contract Accounts Receivable and Payable.
Business Example
mn
In the contract account master record you can define the following data for updating the liquidity forecast:
■
■
Cash management group This means that contract accounts with automatic debit authorlzatlon can be viewed separately from the contract accounts of direct payers.
Additional days
These days are considered when determining the expected cash receipt date. The due date for net paym ent or the cash d I scou nt date Is used as the baseline date for this.
npn-
Planning group Additional days
Figure 397: Integration Treasury - Cash Management
This update is made immediately when you post a document in PSCD. This means that the liquidity forecast and cash position in Cash Management are always up-to-date.
524
©2011 SAP AG. All rights reserved.
2011
Lesson: Cash Management
IPS510
In the contract account master record you can define the following data for updating the liquidity forecast: •
Planning group
This way, contract accounts with collection authorization can be considered separately from contract accounts to be paid on demand. They are proposed when you enter the document. •
Additional days These days are considered when detennining the expected cash receipt date. The due date for net payment or the cash discount date is used as the baseline date for this.
You define a planning level in the G/L account master record for G/L accounts which require the cash position to be updated. The system detennines the planning level when you post the document and enters it in the G/L item. There may be wait times for mass postings that run in parallel processes due to competing accesses when the data for Cash Management is being updated. PSCD provides a parallel update mode for these postings that you can activate for specific types of mass runs in the IMG under Technical Settings > Activate Parallel Update of Cash Management. The update of Cash Management then occurs at the end of a process. If the process is tenninated before Cash Management is updated, the update occurs when you close the respective reconciliation key.
—
m
Determining the planning level:
Contract account master record
r
Planning Group
1
*'ÿ •
PSCD transaction
i
■
■
k Payment lock
Planning level
Alternative planning level for transaction
Alternative planning
level for payment lock
Figure 398: Treasury: Determination of Planning Level
2011
© 2011 SAP AG. All rights reserved.
525
Unit 14: Further Integration of Contract Accounts Receivable and Payable in SAP Modules
IPS510
Overhead Cost Controlling is updated automatically during the general ledger update.
CO object
&
The Profitability Analysis is updated with an extra run
Figure 399: Integration Controlling
526
©2011 SAP AG. All rights reserved.
2011
Lesson: Cash Management
IPS510
M
Lesson Summary You should now be able to: • Describe the update of the financial status from Contract Accounts Receivable and Payable.
2011
© 2011 SAP AG. All rights reserved.
527
Unit 14: Further Integration of Contract Accounts Receivable and Payable in SAP Modules
IPS510
Lesson: Contract Accounts Receivable and Payable and SD Integration Lesson Overview This lesson gives you an overview of the integration of SD in Contract Accounts Receivable and Payable.
PQ
Lesson Objectives After completing this lesson, you will be able to: •
Explain the integration of SD orders into Contract Accounts Receivable and Payable.
Business Example
Business Partner: SD customer and BP in PSCD
PQ
When you create a contract partner in PSCD, it is possible to create an SD customer in the background at the same time. The standard customer can:
Take advantage of services Purchase goods A standard customer is created based on a predefined reference customer Different integration scenarios are possible:
-
-
EZT
528
You can post SD billing documents in PSCD.
© 2011 SAP AG. All rights reserved.
2011
IPS510
Lesson: Contract Accounts Receivable and Payable and SD Integration
mn
o
SD Invoice
—
o-
/--
3
o o
■C FI-SL)
£
S'
FI-AR
•
■s3
< CO-PA
O O
&
U
£
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