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SAP Utilities

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

Documentation

SAP Customer Relationship


Management

SAP Help Portal (help.sap.com):


SAP Business Suite SAP Customer
Relationship Mgmt.

SAP NetWeaver Business Intelligence

SAP Help Portal (help.sap.com):


SAP NetWeaver (or other
release) German SAP NetWeaver
by Key Capability { BI
Content Industry Solutions
Utilities

SAP NetWeaver Portal

SAP Help Portal (help.sap.com):


SAP NetWeaver Portal Content

SAP Utilities Customer E-Services

SAP Solution Manager

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

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

You can use Basic Functions to manage addresses and regional


structures. You can generate schedules for meter reading, budget billing,
and billing.

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

You can use Device Management to manage the installations, meter


reading, and the certification of all devices for a utility company.

The Billing component is used to bill the standard divisions: Electricity,


gas, water/waste water, district heating, and multimedia services (for
example, cable TV).

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

In Customer Service you can use the Customer Interaction


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

Energy Data Management (EDM) is a solution that meets the


requirements of interval reading, schedule management, and the billing of
interval energy consumption. EDM includes the following functions:

Central database for energy data (Energy Data Repository)

Settlement and schedule management using the settlement


workbench

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

Intercompany Data Exchange (IDE) fulfills the requirements of the


deregulated market. IDE includes the following functions:

Infrastructure for processing deregulated business processes

Unbundling

Data exchange processes

Change of supplier processes

Bill and payment processing in the deregulated environment

Work Management combines various SAP components and enhances


them to include industry-specific functions for planning, calculating,
executing, and billing work orders.

SAP Waste and Recycling (IS-U-WA) is a comprehensive logistics,


billing, service, and customer service system that covers all the business
processes required by a waste disposal company.

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

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

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

Utility Contract
Definition
Utility contracts are utility service agreements between the utility company and its
business partners. The following contract categories exist:

Delivery contracts, for example for residential contracts, nonresidential


contracts, cable television, telecommunications

Purchase contracts for small power producers, solar installations and


other forms of energy transmission

Plant consumption contracts for generation and distribution installations


of the utility company

Company consumption contracts, for example for the electricity


consumption of offices at the utility company

Waste disposal contracts for the waste disposal industry.


For more information, see Waste Disposal Contract in the Waste Disposal
Industry (IS-U-WA) component.
Service contracts (such as for maintenance and repair) are not
managed in this component; the Customer Service component (CS) is
used instead. Service contracts are billed in the Sales and
Distribution (SD) component.
Use
A contract is related to a division. It links one single contract account to one
installation (see graphic for the master data (ISU-BF) component). However,
several contracts can be grouped together in one contract account.
A contract contains control data for contract billing and contract accounts
receivable and payable. This data includes:

General data (for example, contract account)

Move-in and move-out data

Schedule data (for example, start date and cancellation date)

Data relevant to billing

Account assignment data (for example, account determination ID)

Sales and distribution data

Deregulation data (for example service providers)

Data relevant to budget billing

The Contract Model: What Data Comes From Where

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

Contract Accts Receivable and Payable for the Utilities Industry


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

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

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

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

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

SAP Business Partner (SAP BP)


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

SAP Business Partner


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

Business Partner Concept


Concept

Remark

Business Partner
Category

The data that is available for your business transactions


depends on thebusiness partner category.

Business Partner Role

A business partner can take on different business


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

Business Partner
Relationship

A relationship connects two business partners and is


characterized by the business partner relationship
category.

Business Partner
Group Hierarchy

You can represent the structure of an organization


using the business partner group hierarchy

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

Processing

Merging Business Partners (IS-U)


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

SAP Note Number

FAQs for Transferring Open Items (FP40)

616098

IS-U Transactions and Batch Input

432178

Merging Business Partners

624341

Move-In: No Meter Reading Results Proposed

503243

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

partners that have been created more than once are referred to as duplicates.
Duplicate can occur due to the following reasons:

Migration from legacy systems without merging business partners

Migration from different legacy systems without a duplicate check

New creation of business partners in SAP systems without duplicate


checks
Data Cleansing
The Cleansing Tool (transaction CLEAR_INT) enables you to process duplicates.
It has been available since ABAP Release 5.0A and is already used by the SAP
business partner (as of SAP CRM Release 3.0, for example).
These data cleansing functions are not released for systems with
industry add-ons.
For further information, see the release information about Changes to Data
Cleansing on the SAP Service
Marketplace under http://service.sap.com/releasenotes mySAP
Solutions R/3 SAP R/3 Enterprise 4.70x110 (English) Chapter 04 Cross
Application Components (page 12).
Features
For further details about business partner merging, read the following information
on business partner objects and further functions and tools:

Objects in Contract Accounts Receivable and Payable

Objects and Enhancements in SAP Utilities

Customer Change

Objects and Enhancements in SAP CRM

Automatic Business Partner Merging


In the following, the business partner to be removed from the system is referred
to as the source business partner. The business partner that replaces the source
business partner is referred to as the target business partner.

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

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

Contract Account Category


Definition
A contract account category defines certain attributes for a contract account.
Use
You have to assign a contract account category to each contract account when
you create it. The fields that appear when you create a contract account are
among the things controlled by the contract account category.
Structure
The contract account category determines the following contract account
attributes:

Whether you are allowed to assign only one business partner or more
than one to a contract account

Whether you are allowed to assign only one contract or more than one

Whether you are allowed to maintain a contract account online

The number range that is allowed for external or internal number


assignment

Whether it is a collective bill account (industry component Utilities)

Whether it is a one-time account

Whether it is a deposit account and the account contains deposit


contracts (industry component Insurance)

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

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

Use
Alternative correspondence recipient
You can define an alternative correspondence recipient in the contract account
(see Recipient and Sender Determination).
Planned changes to the contract account
You do not have to activate contract account changes to have immediate effect,
but rather you can enter a date as from which the changes should become
effective. This data is not written to the database but recorded in change
documents. The planned changes function only applies to changes to the
contract account. You cannot schedule the creation of a contract account.
To activate this data, you should run program BUSPCDACTon a daily basis. This
writes the scheduling to the database. You can use the application object FICAto
activate planned changes to the contract account.
When you are in display mode for change documents, you can delete
inconsistent data, for example, data that arises when planned changes are
cancelled.
Check digits in the contract account
When you create a contract account, you can add a check digit to the contract
account number. The prerequisites are as follows:

You add the check digit procedure using event 1051. (Sample function
module FKK_SAMPLE_1051_2_CHECKDIGITS for two check digits is
supplied by SAP)

The contract account is created with internal number assignment.

Only procedures with one or two check digits are supported. The
number range is configured such that it begins with a leading zero (check
digit procedure with one check digit) or with two leading zeros (procedure
with two check digits).
Contract account enhancements
You can make enhancements using the Business Data Toolset (BDT) in the
menu for transaction CAWM.
Structure
Every contract account master record consists of general data that is the same
for all business partners assigned to the contract account and business partnerspecific data that can be set differently for each business partner in the contract
account.
In the industry component Insurance, you can also define this
data for the insurance relationship.
The master data is structured according to the processes that depend on the
contract account data, such as incoming and outgoing payments,
correspondence, dunning.

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

Controlling Specifications in Contract Accounts


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

You can define:

General data
Cross-partner data

Account management
data

The key under which the contract account is managed in


the SAP system and under which it may have been
managed in an operational system.

Whether this business partner is an associated


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

Invoice creation

transactions (for example, year-end settlement in a


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

That invoices are sent to an alternative invoice


recipient.

Which collective invoice account is used by this


contract account together with other contract
accounts.

The tax jurisdiction valid for calculation of tax


(US/Canada)

That no invoice is created as a result of specifying


a lock reason for a master data record.

Payments/taxes
Incoming and
outgoing payments

Taxes

That payments are processed by an alternative


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

That the withholding tax code is set for incoming


and outgoing payments in the relevant country. That
several characteristics are defined for each tax
code, the tax rate, for example.

The number and validity period of the certificate

issued for exemption from withholding tax.


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

Dunning/
correspondence
Dunning control

That the dunning notice is sent to an alternative


dunning recipient but that the actual business
partner can also receive the dunning notice

The grouping category to which the contract


account's due items are assigned when executing
the dunning run.

The dunning procedure with which the business


partner is dunned.

A dunning lock reason for open items. Several


limited-time locks are possible.

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

Important Information in the Contract Account (IS-T)


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

Flag for additional bill


Transaction currency
Payment terms
Account category
Settlement category

Account determination ID
Application form
Language

Dunning Control:

Flag for additional dunning notice

Payment control such as:

Automatic debit procedure


Number of automatic debits performed
Number of returned automatic debits
Flag for recurring entry
Flag for No payment document

Link Between Contract Accounts and Business Partners


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

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

When a contract account was created or last


changed and by whom. There is a difference here
between general and business-partner-specific
data.

Extras Account
Changes

All the changes to an account. When you choose


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

Extras Field Changes

Changes to the field on which the cursor is


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

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

Automatic Master Data Transfer


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

Automatic Transfer of Master Data (IS-T)


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

Automatic Account Maintenance (IS-T)


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

Creating, Changing, and Displaying Contract Accounts


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

Correspondence for Master Data Changes


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

6.

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

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

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

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

Postings and Documents


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

An official document number can be assigned to a document as well as the


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

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

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

can be statistical. Statistical items do not update transaction figures in the


general ledger. The corresponding open items are only needed for creating
follow-on postings. For example, when you clear a statistical charge receivable, it
triggers the creation of a non-statistical charge receivable, its clearing and the
posting of the respective revenue. When you clear a budget billing request, it
triggers the creation of a budget billing posting.
Documents can contain repetition specifications. In this case the document
represents a time-dependent sequence of transactions with the same structure.
For example, you can post a budget billing request for which budget billing
payments are requested every month for twelve months as a document. In an
additional item category, known as repetition items, data that varies with time
(such as the due date for cash discount, due date for net payment, or billing
period) is recorded.
Repetition specifications can only be made if the document just contains
statistical items.

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

The number range from which the document number is assigned.


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

Posting Dates and Posting Periods


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

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

Screens and Navigation


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

Summarized list of business partner items


All items with the same data in the following fields are summarized:

Company code

Business partner

Contract account

Contract

G/L account

Division

Due date for net payment

Due Date for Cash Discount


You can choose between two predefined variants with
the Line Layout function: Contract, Division or Due Net/Due with Cash
Discount.
The overview screen for document display also contains the automatically
created postings that cannot be displayed when you enter a document. The
following specifications also appear as part of the overview:

Compressed list of G/L account items per company code and G/L
account.

Compressed display of the items cleared with this document (for clearing
documents).
Tax screens
Tax screens are display screens for the tax items to be created or that have
already been created. The tax screens used depend on whether you have
selected the field for the jurisdiction code (USA or Canada) in the document
header.
Screen for processing open items
If you want to clear open items straight away with the line items you enter, you
can process the open items on a separate screen for clearing. For more
information, see Processing Open Items.
Prerequisites
In Customizing, you define the fields that you do not require and screen variants
for the list screens (see the IMG structure for Contract Accounts Receivable and
Payable Basic Functions Postings and Documents Document Screen
Preparations).
Activities
You can navigate between the processing screens. The following functions are
available:
You want to:

Choose the following function:

Enter a business partner item

Detail screen: BP item


List screen: BP item

Enter a G/L account item

Detail screen: G/L item


List screen: G/L item

Display tax items

Taxes

Select open items

Select open items

Process open items

Process open items

Display header data

Header

Display document overview

Overview

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

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

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

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

Line items that result in tax


You enter the tax code, tax jurisdiction, and tax date. A line item that
involves tax may generate several tax items. You enter these items
involving tax in the lower half of a list screen (for business partner items or
G/L account items).

Tax items
You cannot actually enter tax items: You can, however, display them with
the Taxes function.
If you delete a line item that results in tax, all tax items generated from this item are
deleted.

In the industry solution


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

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

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

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

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

Posting the Document


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

Roles
Manual Postings (SAP_FI_CA_MANUAL_POSTINGS) Post
Document

SAP Menu
Document Post

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

Functions Available for Displaying and Changing Documents


If you want to display or change a document, choose one of the following paths:

Roles
Manual Postings (SAP_FI_CA_MANUAL_POSTINGS) Display/Change
Document

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

Display
Document header data
First document item

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

Business partner items, G/L account items,


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

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

Display

Goto Physical View

Displays business partner items and


repetition specifications separately

Goto Logical View

Displays integrated business partner


items and repetition specifications, with
due date, clearing numbers, and open
residual amounts

Goto Due Date View

Displays due dates, deferral date,


payment and dunning blocks in a
logical view

Goto Payments/Returns

Displays the payments, payment


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

Extras Interest Supplement

Displays the interest data for an item


on which interest has been calculated

Extras Payment Card Supplement

Displays the payment card data for a


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

Extras Profitability Analysis

Displays the profitability analysis


account assignment for the G/L item

Extras Deferred Revenues

Displays the trigger for deferred


revenue postings for receivables for
which a revenue deferral has been
carried out.

Extras Corrections

Displays the trigger records for doubtful


items.

Environment Document Changes

Displays document changes

Environment Master Data

Displays the contract account,


business partner, and contract data for
the document

Environment Posting Totals

Displays the posting totals for the


reconciliation key used to post the
displayed document.

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

Extras Clearing History

Environment Clearing Document

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

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

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

Environment Line Items: Collective Bill


Environment Installment Plan
Goto Dunning History

Displays the individual invoices that make


up a collective bill
Displays the installment plan for the
installment plan document
Displays the dunning history for the
dunned items

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

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

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

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

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

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

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

Mass Changes to Documents


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

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

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

Payment data

Dunning data

Due date data

Locks

Payment data (alternative payer, alternative payee)

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

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

Amount

Business
Partner

Payment
Lock

4711

100

1002

4733

200

1002

Alternative Payee

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

Subitem
Amount

Business
Partner

Alternative Payee

4711

20

1002

G1

4711

30

1002

G2

4711

50

1002

4733

40

1002

G1

4733

60

1002

G2

4733

100

1002

Payment
Lock

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

Public Sector-Specific Mass Changes to Documents


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

on contract accounts, select object type contract account and


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

Cross-Company Code Documents


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

You can enter a tax company code that applies to all line items in the
document header. This company code is used for posting tax. This tax
company code is the company code that issues the business partner a bill
(which displays the tax) or that contains a business partners bill (on which
tax is displayed).

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

Reversing Documents
Use
You may sometimes have to reverse a document posting or the clearing of open
items, as well as all the postings that were created automatically. Depending on
the situation, you choose one of the following functions:

Return

Reset Clearing

Reverse documents
Prerequisites
You can reverse a document if it contains items that were cleared by another
document. Otherwise you first have to reset the clearing. Reversal documents
themselves can be reversed, but you receive a corresponding warning. A

reversed document cannot be reversed again unless the related reversal


document itself has been reversed beforehand.
For the creation of the offsetting items for the business partner items of the
document to be reversed, you have specified the main and subtransactions in the
Implementation Guide for Contract Accounts Receivable and
Payable under Basic Functions Postings and
Documents Document Maintain Document Account
Assignments Maintain Subtransactions. For each main and subtransaction,
you have to specify a combination of main and subtransaction that is to be used
for the offsetting item in the reversal document in the case of a reversal.
You have entered default values for the reversal parameters in the
Implementation Guide for Contract Accounts Receivable and
Payable under Business Transactions Reversal Define Default Values for
Reversals.
Features
Reversing documents
There are two reversal methods. In the classic method, open business partner
items are cleared by the reversal and clearing is cancelled by the reversal. The
second method is restricted to the creation of offsetting items. In particular, this
method is used when the document to be reversed has already been archived
and therefore, neither clearing nor clearing reset is possible.
Reversing a document has the following effect:

Depending on the reversal method selected, the system clears all


business partner items of the document or creates offsetting items with
opposite +/- signs.

In the reversal document, for every general ledger item, the system
creates a corresponding item with the opposite +/- sign.
Reversing payment documents
Reversing a payment document has the following effect:

Depending on the reversal method selected, the system either resets the
clearing data of the original items paid, or creates offsetting items for the
clearing items within the reversal document.

If clearing is reset, in the payment document the system creates one or


more business partner items as replacement for clearing. These
replacement items are cleared by the reversal document.

The system logs the transaction in the clearing history, provided clearing
is to be reset.
Before reversing a document, you can use the Cleared Items function to check
whether you have entered the correct document number.
If you reverse a payment document that was posted directly without clarification,
in a dialog box when posting the reversal, you can decide whether you want to
reverse the payment document or transfer to the clarification account. If the

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

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

...
Choose one of the following paths:
Role
Manual Postings (SAP_FI_CA_MANUAL_POSTINGS) Reverse
Document

SAP menu
Document Reverse
25.
2.
To select the document to be reversed, enter its document number.
If you want to reverse documents with the same reference number, enter
the reference number instead.
In the case of a document with repetition specifications, you must also enter
the desired date of the repetition, or indicate that all open repetitions should
be reversed.
To reverse documents that have already been reversed, set the
indicator Check Archive.
26.
3.
If you reverse a document that has been archived, enter one of the
following reversal methods:

Clear business partner items/reset clearing

Create offsetting postings if document is in archive

Create offsetting postings for business partner items


27.
4.
Choose Document Reverse.
Using event 0073, you can add customer-specific data to the
business partner items created in the reversal document. The event is
processed if business partner items are created with inverse +/- sign
(for example, reversal of invoice). To do this, define an installationspecific function module in the Implementation Guide for Contract
Accounts Receivable and Payable under Program
Enhancements Define Customer-Specific Function Modules.

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

Activities
You should first be familiar with the basics of archiving (see Introduction to
archiving). To archive, choose one of the following paths:

Roles
Archiving (SAP_FI_CA_ARCHIVING) Document Archiving

SAP Menu
Periodic Processing Archive Data Documents.
The programs for archiving Contract Accounts Receivable and
Payable documents appear under Actions. For more information about the
individual programs, see the program documentation.

Automatic Document Transfer


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

Roles
Transfer Posting
Data (SAP_FI_CA_POSTING_DATA_TRANSFR) Transfer
Documents

SAP Menu
Periodic Processing Transfer Data Documents Transfer

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

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

SAP Menu
Periodic Processing Transfer Data Documents Process
Errors

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

Workflows for Checks and Approvals


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

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

You have written installation-specific function modules for the events


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

You have defined the workflows. (See: Features)

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

Features
Checks and approvals are supported for the following transactions:

Posting documents

Reversing documents

Changing documents

Creating installment plans

Creating repayment requests

Creating, changing, or reversing requests or standing requests

Write-offs

Creating and changing payment specifications

Creating or changing promises to pay

If a confirmation is required for the transaction, the function module returns a


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

Payments

Clearing

Dunning

Calculation of interest on arrears

Document Changes

Posting and reversing documents


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

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

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

SAP delivers the sample workflow 21000093 FICA_DCHAPPR. The role


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

See Approval and Release of Payment Specifications by Workflow.


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

System Reaction/Activity to be
Executed

Approve posting

The check reason is removed from the


document. The workflow is completed
and the document is posted.

Reject posting

The screen for processing the reversal


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

Approve reversal

The screen for processing the reversal


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

Reject reversal

The check reason is removed from the


document to be reversed. The
document is not reversed.

Accept document change

The check indicator is removed from


the document automatically; the
change is included in the document.

Reject document change

The check indicator is removed from


the document automatically; the status
of the document does not change.

Accept installment plan

The check indicator is removed from


the document automatically and the
installment plan is created.

Reject installment plan

The check indicator is removed from


the document automatically. The
original receivables are not changed.

Accept repayment request

The repayment request is released.

Reject repayment request

The repayment request is reversed.

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

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

You can enter the classification key in the document header and it is available as
an input field for the document display, document change, document reversal,
and mass reversal.
The classification key is inherited in the business partner items and can be
displayed in the account balance or in the processing of open items.
It can be used as selection criterion in the account balance, in the selection of
open items (for example, in the payment lot or in online posting), for write-offs, in
payment advice notes for incoming payments, or for the creation of an
installment plan.
Broker
The field is:

An additional specification for document entry, document change, and


document display

Selection criterion for the account balance

Selection criterion for the account maintenance

Selection criterion for other clearing processing

Selection criterion in payment lot


Activities
You activate the Classification Key and Broker fields in the Implementation Guide
for Contract Accounts Receivable and Payable under Program
Enhancements Prepared Enhancements. When you run the corresponding
reports in Customizing, these create the fields and database indexes required. In
test mode, the report shows which enhancements would be made in an update
run.
If the classification key is active and you have posted documents
with classification keys, the system administrator must update the
database statistics for table DFKKKO.
If the broker is active, you should update the database statistics for
table DFKKOP.
This is the only way to make sure that the new indexes are also used.
If you use requests, the same applies for table DFKKORDERPOS.
You can deactivate the classification key and the broker but only manually. To
do this, for the classification key, remove the field OPORD from the CI includes
to which it was added, and for the broker, the field BROKR. You then have to
convert the database tables. This conversion can have a long runtime if a lot of
data records are affected. SAP therefore recommends that you weigh-up the
activation of the field and then adhere to this decision.

Customer-Specific Enhancements for Postings and Documents


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

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

0010

Trigger additional actions when you are posting a document


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

0020

Trigger additional actions when you are posting a document


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

0030

Close additional actions initiated by event 0010 (document posted) or


0020 (document posted and items cleared). You can use the
document header, including the document number assigned
(I_FKKKO_OPBEL).
See the documentation for the sample function module
FKK_SAMPLE_0030.

0090

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

Additional Items in the Document


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

The event is not processed if you post reversals, returns, or


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

Dual Control Principle for Write-Offs


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

Tax Postings
Features
The following sections contain information:

About posting taxes in Contract Accounts Receivable and Payable

About creating tax returns for the tax authorities

Posting Taxes in Contract Accounts Receivable and Payable


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

Documents Document Define Account Assignments for Automatic


Postings Automatic G/L Account Determination Define Accounts for Tax on
Sales and Purchases.
Determination of Tax Amount
To determine the tax amount, the system calculates a base amount, which is
composed country-specific. You can define whether the cash discount amount
agreed is to be included in this base amount. If the base amount contains the
cash discount amount, it is gross, if it does not, it is net. In addition to the tax
base amount, you can define the base amount for the cash discount amount per
company code in the system settings (see Implementation Guide for Financial
Accounting, Financial Accounting Global Settings Tax on
Sales/Purchases Calculation Define Base Amount).
The system controls the entry and automatic determination of the tax amount
using the tax code. You define tax codes in the Implementation Guide
for Financial Accounting under Financial Accounting Global Settings Taxes on
Sales/Purchases Calculation Define Tax Codes for Sales and
Purchases. The system proposes tax types for the definition of a tax code. Tax
types

Cover the taxes relevant in the respective country or group of countries,


for example, output tax in Germany or sales tax in the USA

Define the calculation and posting of the tax amount


The system determines the tax types by means of the country key that you
specify when you define a tax code.
Tax accounts
In a G/L account master record, you can specify whether the account is a tax
account, and if so, which tax type can be posted to the account. For all other G/L
accounts, you can specify a tax rate and a tax type in the master record, or
specify that it is not tax-relevant. You define tax accounts in the Implementation
Guide for Financial Accounting under Financial Accounting Global
Settings Taxes on Sales/Purchases Posting Define Tax Accounts.
You can differentiate tax accounts by tax codes. That is, you can determine
whether for a tax transaction represented by an account key, a single tax account
should always be posted to, or separate accounts according to the tax code in
each case. Since the advance return for tax on sales/purchases is created from
the documents, you do not need to differentiate tax accounts according to tax
code.
Chart of Accounts

AAAA

Chart of Accounts
According to German
Law

Transaction/account key

MWS

Output tax

Tax Code

G/L account

V1

175100

V2

175200

Account Assignment of Tax Items


Features
In Contract Accounts Receivable and Payable, the account assignments listed
below can be inherited by tax items from receivables items:

Profit center

Segment

Business area

Commitment item

Funds center

Fund

Functional area

Funded program

Grant
The system can also distribute the tax items to different account assignments.
If you want to use enhanced account assignment for tax items, you have to
activate this option in Customizing for each company code. If the new function is
active, the system determines for each tax item all other related G/L items that
have the same tax code. These items can contain various combinations of the
account assignments mentioned above. The system determines the total amount
for each combination. The tax item is then mathematically split into subitems and
the appropriate account assignment combination is assigned to each subitem.
The subitems are relevant for updating totals records for the reconciliation keys
and therefore also for updating the general ledger.
EXAMPLE
You post an invoice with two revenue items and a tax item as follows:
Account

Profit center

Tax code

Amount

Revenue

P001

A1

400

Revenue

P002

A1

200

A1

114

Tax

Base amount

600

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

Account

Profit center

Tax code

Amount

Base amount

Tax

P001

A1

76

400

Tax

P002

A1

38

200

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

Activation is performed per company code. To activate the function, in


Customizing choose Contract Accounts Receivable and Payable
Organizational Units Set Up Company Codes for Contract Accounts
Receivable and Payable .
CAUTION
You are not allowed to activate this function for company codes in which
separate data is recorded for tax reporting. (For more information, see Tax
Reporting.)

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

Withholding Tax
Withholding tax can arise in the following two forms:

Credit-side withholding tax


In this case the enterprise deducts the tax when it pays a business partner.
The enterprise withholds the tax.

Debit-side withholding tax


In this case the business partner deducts the tax when it pays the
enterprise. The business partner withholds the tax.
Contract Accounts Receivable and Payable supports both forms of withholding
tax.
The following applies to the posting of withholding tax:

Credit-side withholding tax


The system posts credit-side withholding tax either directly when the invoice
is created or not until payment is made. If the posting is made when the
invoice is created, the system splits the invoice into the part to be paid to
the vendor and the tax part to be deducted. In a corresponding manner, you
can configure the system for the posting of credit memos so that the credit
memo is split into a part to be paid to the business partner and a tax part,
directly during posting. You achieve this by assigning an appropriate
withholding tax type to the main transaction/subtransaction.

Debit-side withholding tax


For debit-side withholding tax, the system posts the expected withholding
tax deduction as an additional statistical credit item.
For the calculation of debit-side as well as credit-side withholding tax, the system
uses the following calculation procedures:

Simple calculation procedure


Using the simple calculation procedure, the system calculates the
withholding tax base amount using a defined percentage of the amount of

the receivable or payable. The system calculates the withholding tax


amount from the withholding tax base amount using a specified percentage
rate. The percentage rates can be scaled here, in other words, different tax
rates apply depending on the amount of the base amount.

Extended calculation procedure (only for credit-side withholding tax)


For each posting, the system updates a report file that contains the necessary
data for reporting withholding tax.
Withholding tax supplements are possible. This means that, in addition to the
withholding tax posting, you can create one or more additional postings for
amounts to be paid to the tax authorities. For each supplement, the system
separately determines a base amount and a posting amount. With the simple
calculation procedure, the base amount of the supplement is:

The withholding tax base amount

The withholding tax base amount less withholding tax

The withholding tax amount


Using the extended calculation procedure, you can specify a different base
amount at event 0176 both for the withholding tax calculated in the first step as
well as for the withholding tax supplements. With the simple calculation
procedure, the system calculates the supplement amount using a specified
percentage of the base amount; with the extended calculation procedure, you
can adjust the supplement amount in event 0177.
Activities
You can make all the necessary settings for withholding tax settlement in
Contract Accounts Receivable and Payable in Customizing for Contract Accounts
Receivable and Payable under Basic Functions Withholding Tax .
To change the standard procedure, you can use events 0171 (Set Alternative
Withholding Tax Code in Line Item) and 0172 (Set Additional Data in Statistical
Items for Expected Withholding Tax Deduction). You can process your own
function modules there. For more information, see the sample function modules
FKK_SAMPLE_0171 and FKK_SAMPLE_0172.
For defining the extended procedure for credit-side withholding tax, you can use
events 0176 (Adjust Tax Base Amount for Withholding Tax) and 0177 (Add to
and Correct Withholding Tax Supplements). In event 0177, you can adjust the
withholding tax amounts. For more information, see the sample function modules
FKK_SAMPLE_0176 and FKK_SAMPLE_0177.
If you wish to implement your own program logic here, you must enter the names
of the new function modules for the appropriate events in Customizing for
Contract Accounts Receivable and Payable under Program Enhancements
Define Customer-Specific Function Modules .
You activate the extended calculation procedure in Customizing for Contract
Accounts Receivable and Payable under Organizational Units Set Up
Company Codes for Contract Accounts Receivable and Payable .

Posting Stamp Tax (Bollo)


You can levy Bollo for customers with tax exceptions (in Italy).
Prerequisites
You made the necessary system settings for posting stamp tax (bollo) in
Customizing under Contract Accounts Receivable and Payable Basic
Functions Particular Aspects of Taxation Procedure Stamp Tax (Bollo)
(Italy) .
You registered function module FKK_CHECK_CALC_BOLLO_INTERN at event
0100 in Customizing under Contract Accounts Receivable and Payable
Program Enhancements Define Customer-Specific Function Modules .
Features
If you configured the system accordingly, the system always posts Bollo if the
total of the items excluded from tax and the Bollo-relevant items exceeds a set
amount determined by law. It is irrelevant whether the items are debits or credits.
Only the absolute amount is decisive. The bollo amount is always a fixed
amount.
You can levy Bollo for the following items that are excluded from tax:

Cash security deposits

Interest

Items that would otherwise be taxed but that are excluded from tax for a
specific customer group (tax exception)
You cannot reverse Bollo. This also means that the reversal of a Bollo-relevant
posting does not reverse the Bollo posting. Programs in FI-CA post Bollo only if
you registered function module FKK_CHECK_CALC_BOLLO_INTERN for event
0100.

Parallel Update of External Tax Systems


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

Central Settings for Posting . Set the Parallel Tax Update for U.S.A. indicator.
Also see the documentation (F1 help) for this field, which contains additional
technical information.
Features
In Contract Accounts Receivable and Payable, you can use a mass activity to
update external tax systems using parallel processing. Parallel processing
assists in speeding up the update.
Activities
1. On the SAP Easy Access screen, choose Periodic Processing
Transfer Tax Data Update External Tax Systems .
2. Enter a date and an ID that you can use to identify the run later.
3. Choose Continue.
4. If you want to limit the update, you can enter a document number range
on the General Selections tab page. Or you can make restrictions using the
processing status of the tax data. You can select one of the following
processing statuses:

' ' (Update in External Tax System Still Not Made)

V (Update in Normal Mode Failed Due to Amount


Check)

E (Error, Update Was Not Possible)


If you do not make an entry in this field, then the program processes all new
tax data and all tax data that could not be successfully processed in
previous program runs.
5. During the update of the external tax system, there is a standard check of
the amounts. If the amounts to be reported do not agree with the newly
calculated amounts, then the system rejects the update. The tax data
receives the status V (Update in Normal Mode Failed Due to
Amount Check. If you want the update to take place without checking the
amounts, then select the Force Update indicator.
6. Schedule the program run. For more information, see Functions for
Scheduling Program Runs.
If you execute the run as a simulation, the system does not update the tax
data.

Advance Return for Tax on Sales/Purchases


You have the following two options for creating the advance return for tax on
sales/purchases:

You create the advance return for tax on sales/purchases in General


Ledger Accounting.
From the General Ledger menu, choose Reporting Tax Reports
General Advance Return for Tax on Sales/Purchases Advance Return
for Tax on Sales/Purchases .

You create the advance return for tax on sales/purchases in Contract


Accounts Receivable and Payable.
Special Considerations When Creating the Advance Return for Tax on
Sales/Purchases in General Ledger Accounting
As another option, you can fill the tax reporting date (field VATDATE) in the
document header of accounting documents as follows:

You can specify in Customizing for Contract Accounts Receivable and


Payable for each company code that the system fills the field either with the
document date or the posting date of the accounting document created
during the transfer to the general ledger. This ensures that tax reporting
takes into account the accounting documents that were created during the
transfer from Contract Accounts Receivable and Payable to General Ledger
Accounting. In this case, the system stores the tax reporting data neither in
the documents nor in the totals records of Contract Accounts Receivable
and Payable. Instead the system only sets the date in the document header
of the accounting document during the transfer.
If you choose this option, specify for your company codes which date the
system uses to fill the tax reporting date during the transfer to the general
ledger. To do so, in Customizing for Contract Accounts Receivable and
Payable choose Organizational Units Set Up Company Codes for
Contract Accounts Receivable and Payable and specify in the Tax
Reporting Date field which date is used to fill the Tax Reporting Date field
during the transfer.
If you make an entry there, you override any Customizing settings made
under Financial Accounting (New) Financial Accounting Global Settings
(New) Tax on Sales/Purchases Basic Settings Define and Check Tax
Reporting Date . This means that you can specify a different rule for filling
the tax reporting date for documents from Contract Accounts Receivable
and Payable.

You can fill the tax reporting date in the document header of the FI-CA
document. However, you cannot set the tax reporting date manually.
Instead you have to add it using a customer-specific module at event 0062.
Contract Accounts Receivable and Payable stores the tax reporting date in
the document header and in the totals records. You can use the tax
reporting date for the EC sales list.
You can also change this date afterward in the transactions for changing
accounting documents. However, this does not have an effect on the documents
in Contract Accounts Payable and Receivable. You cannot change the tax
reporting date subsequently in FI-CA documents.

Exchanging Tax on Sales/Purchases Code for Credit Memos


In some countries, such as the Czech Republic, Slovakia and Slovenia, you are
required to delay reporting tax on sales/purchases on credit memos until you
receive confirmation that the credit memo was received by the customer. To
enable you to reflect this process in the system, the add-on SAP IS-UT CEE is
available in the industry components Utilities and Telecommunications. Follow
these steps:
1. You post credit memos with a temporary tax code. Until the customer
confirms receipt of the credit memo, you post the tax on a separate G/L
account, which you do not consider in the advance return for tax on
sales/purchases.
2. Once the customer confirms having credited the credit, you change the
status of the credit memo in the system and transfer the tax to the final G/L
account, which you consider in the advance return for tax on
sales/purchases.
The add-on SAP IS-UT CEE contains table /sapce/fk_ndcrn, in which
the system records credit memos with their statuses. It also contains
program /SAPCE/FK_NDCRN_TRANSF that you can use to transfer the tax
items to the final G/L account.
You exchange the tax on sales/purchases codes in event 0067. The system
processes event 0067, if the document to be posted has the following
characteristics:

The document is not statistical and it is not a down payment.

The tax on sales/purchases code is filled.

The document is not cleared.

The balance of credits and receivables is less than zero (credit


memo).
CAUTION
The basis for the calculation of the newly determined tax on
sales/purchases code is not allowed to differ from the basis for the
calculation of the original tax on sales/purchases code. That means that the
percentages must be the same.
NOTE
If there is no tax on a credit memo, the system immediately posts it with the final
tax code to the final G/L account.

EC Sales List

The EC sales list assists tax authorities in capturing information for monitoring
the movement of goods within the European Union.
To this end, companies are required to submit an EC sales list to the tax
authorities if they deliver goods within the EU or provide other services in the rest
of the EU, for which the recipient, who resides in another EU country, is subject
to tax.
Contract Accounts Receivable and Payable supports you in creating the EC
sales list for services you have provided.
Prerequisites

You have activated the creation of entries for the EC sales list for each
company code in Customizing for Contract Accounts Receivable and
Payable under Basic Functions EC Sales List Make Specifications
for EC Sales Lists . With the type of reporting date, you specify here the
date that the system uses for recording the data for the EC sales list the
posting date, document date, or net due date.

A VAT registration number is entered for the affected business partners.

Postings and reversals fulfill the following prerequisites:


Posting

The document is not a sample document (FKKKOXMBEL = SPACE).


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

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

Note

Reporting
Date Type
(DATTY)

The reporting date type that applies is the one entered in


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

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

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

Country
Currency
(LWAER)

The system calculates the tax base amount in the country


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

Country for
Tax Returns
(LSTML)

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

Number of
Reversed
Document
(STBEL)

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


number of the reversed document.

VAT
Registration
Number
(STCEG)

The system generates an entry in table DFKKREPZM, even if no


VAT registration number is entered in the business partner
master record at the time of the posting. Field STCEG remains
blank. However, the program for creating the EC sales list
does not consider database entries that do not have an EU tax
number.

Country of
Business
Partner
(LAND1)

If the country delivered to is filled in the business partner item of


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

Name of
Business
Partner
(NAME1)

Depending on the business partner category, the system fills the


field with the last name (category Person), the Name1 field
(categoryOrganization) or Name1 field (category Group).

You create the EC sales list using the following reports:

EC Sales List in Data Medium Exchange Format (RFASLD20)

EC Sales List (Belgium, Luxembourg) (RFASLD02)

EC Sales List (RFASLM00)


The programs call the data from Contract Accounts Receivable and Payable
using RFC. Contract Accounts Receivable and Payable fills the RFC with data as
follows:

The system groups entries in table DFKKREPZM with the same company
code (BUKRS), same VAT registration number (STCEG) and same tax on
sales/purchases code (MWSKZ). If the +/- Sign for Availability
Control (BP_SIGN) indicator is set, then the positive/negative sign of the
amount is also treated as a separating criterion.

The indicator for whether it is a triangular deal within the EU (field XEGDR)
is never filled in Contract Accounts Receivable and Payable, since it is not
possible to specify this.

The Number of Documents Created FAGL_RNUM_DOCS field is filled with


the number of related entries in table DFKKREPZM.
Deleting the Data
There is a deletion report you can use to delete obsolete data from
table DFKKREPZM.
Initializing the Recorded Data
There is an initialization report you can use to add missing relevant entries to the
recording table DFKKREPZM. You run this report, if relevant postings were made
before the activation of recording and there is no recording data for these
postings.
Updating of VAT Registration Number
There is an update report you can use to add missing VAT registration numbers
(field STCEG) to the recording table DFKKREPZM. If no VAT registration number
was entered for the business partner at the time of the posting, and this number
was added subsequently, the report reads the VAT registration numbers and
enters the numbers for the entries for the business partner in table DFKKREPZM.
Test Programs

You can use the following programs for internal tests:

RFKK_REPZM_DISPLAY_DB
The program displays the data that the system recorded for the EC sales list
in database table DFKKREPZM.

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

Data Access and Verifiability of Digital Documentation


Features
On 01/01/2002, the German Principles of Data Access and Verifiability of Digital
Documentation came into force. These new legal requirements similar
requirements exist, for example, in Switzerland and France have been
implemented in Contract Accounts Receivable and Payable. This means that you
can give the tax auditors access to all documents posted within the last 10 years:

Access 1: Directly in the online system (Z1)

Access 2: Indirectly in the online system or via reports (Z2)

Access 3: To data media that can be evaluated automatically (Z3)


You can also restrict the auditor's access to the data stored to specific periods
using an extended authorization concept. You define the control data for these
checks in tables TPCPROG, TPCUSERN, and
TPCDATEN.
Due to the large data volumes in Contract Accounts Receivable and Payable,
you cannot keep the tax-relevant data in the productive system permanently for
auditor access. You can therefore extract the data before archiving and transfer it

to a separate system that is used exclusively for the government tax audit. Using
the data retained in this system, you can perform analyses and create extracts
that you can then forward to the tax auditor for evaluation using a data medium
that can be evaluated automatically.
Due to the mass data processed in Contract Accounts Receivable and Payable,
you cannot use the SAP Data Retention Tool (DART) to create the data extracts.
Therefore, for all releases that are still being maintained, Contract Accounts
Receivable and Payable provides separate extractors that you can use to extract
industry and customer fields and to carry out field transformations in FI-CA
events. In SAP industry solutions that use Contract Accounts Receivable and
Payable, you can use further extractors in addition to these basic functions.
The required document data is stored in the tables DFKKKO_SHORT,
DFKKOP_SHORT, and DFKKOPK_SHORT. To manage these tables you can
use the following transactions in the menu under Periodic Processing Data for
Tax Audit Documents.

General

FPDE Overview of Document Extracts: Provides an overview of


the extracts imported.

FPDE_EXTR Export Extracted Documents: Exports a document


extract (from DFKK*_SHORT) for the tax audit.

Object-specific

FPDE_EXP Export Document Extracts: Exports a document


extract in a file.

FPDE_AEXP Export Document Extracts from Archive: Exports a


document extract from an archive file to a file.

FPDE_IMP Import Document Extracts: Imports a file with a


document extract to the tables DFKKKO_SHORT, DFKKOP_SHORT,
and DFKKOPK_SHORT

FPDE_DEL Delete Document Extracts: Deletes an imported


extract.
You can also select SD documents for the FI-CA documents and export them.
The extracts can also contain data records from earlier releases (before 4.72) or
from external systems. You can extract business partner data, such as name,
address, communication data, and texts for basic Customizing details with the
reports RFKK_BP_EXTR_EXP and RFKK_CUST_EXTR_EXP.
All export programs support the SAP format AIS, which can be imported into
IDEA.

Calculating and Reporting Telecommunications Tax from External Tax


Systems (US/CA)

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

We recommend running this report at least once a day.


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

Open Item Management


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

Display open items in the document display (see Postings and


Documents) and account balance display (see Account Balance Display)

Change open items using the document change function (see Postings
and Documents)

Clear open items to document that a business transaction has been


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

Account maintenance (see Automatic Account Maintenance and Manual


Account Maintenance)
Allows you to clear or partially clear posted open items, such as invoices
and payments on account, if the total amount of the selected line items is
zero.

Payment program (see Creating Forms and Payment Media)


All items paid by the payment program are cleared.

Post a payment lot (see Processing Incoming and Outgoing Payments)


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

Functions with which you can reset clearing

Resetting clearing
If open items were cleared accidentally with a payment, you can reset
clearing.

Reversing a document
When you reverse a clearing document, all items that were cleared by the
clearing document become open items again.

Posting a return
When you post a return for a payment document, all items that were cleared
by the payment document become open items again.

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

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

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

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

Manual Account Maintenance


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

Automatic Account Maintenance


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

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

SAP Easy Access screen


Periodic Processing For Contract Accounts Automatic Clearing

40.

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

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

What needs to be done?

Choose the
following
function:

The business transaction that


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

You have to (partially)


reset clearing.

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

The business transaction that


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

Not only the clearing and


the related postings have
to be reversed, all other
postings related to this
business transaction also
have to be reversed.

Reversal (see
also Entering
Documents)

An incoming payment that was


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

The return, based on the


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

Posting
Returns
Lots (see
Returns)

incoming cash but to the


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

Only some of the business partners, contract accounts, or contracts were


selected incorrectly.

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

You can create a new open item in the amount of the clearing document.
This item is posted to one of the contract accounts involved in clearing.

You can retain the distribution to contract accounts and contracts.

You post the clearing amount to the clarification account.


System activities
Using the Reset Clearing function, the system carries out the following actions for the
clearing document number you specify:

A reset document is created.


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

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

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

Account Balance Display

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

Account Balance
You can display the account balance as a list or an ALV Grid Control; it is divided
into sublists that are displayed on tab pages:

Receivables/credit: Items according to the line layout variant selected

Down Payments

Totals: Summation of items in categories such as open receivables,


payment on account postings, down payments, and balance display of the
selected items.

Payment list: Display of the incoming and outgoing payments with the
following information:

Date, amount of payment

Items cleared with the payment

Items posted on account


The display in the ALV Grid Control is similar to the list display. However, the
detailed display of a payment in the ALV Grid Control is not on the tab
page Payment List in the normal list; instead, you double-click on the payment to
display the details. This takes you to the document display. There you can
display the items of the clearing document and the items thus cleared.

You can configure the layout of the header area to meet your requirements in
event 1217; specify the number of a subscreen on which you want to display any
additional data.
You can call up a context menu by clicking on the right mouse button when the
cursor is on an item in the account balance. In events 1247, you can adjust and
supplement the functions of the context menu to meet your requirements.

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

Integrating a Selection Screen in the Account Balance


You can integrate an additional selection screen in the account balance that
meets your specific requirements.
Features
To display an additional selection screen in the account balance, you have the
following options:

You can integrate the selection screen directly in the account balance
display.

You can place a variant of the account balance next to the standard
account balance and integrate the selection screen in this variant.
Activities
To create a variant of the account balance with an additional selection screen,
proceed as follows:
1. Define a structure with the fields that you want to display on the additional
selection screen.
2. Create a PAI module, and in the top include of the corresponding function
group, make the structure available that you defined in the first step. You

can use function module FKK_FPL9_SAMPLE_PAI as a template for the


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

Navigation in the Account Balance


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

If you enter a business partner, the list contains all contract accounts of
the business partner.

If you enter a business partner and a contract account, the list contains
all contract accounts of the business partner.

If you enter a contract account, the list only contains this contract
account.
The name of the contract account also appears. You can see the name and
number of the business partner in the first line in the list.
If you double-click on a specific contract account line, the item list then contains
only those items that belong to this contract account. If you want to display all of
the items for the business partner again, double-click on the line for the business
partner.
In the following cases the navigation area does not appear:

When selecting the items you selected the postings from other partners.
This means that in the detail view of the list category, you have set the
indicatorWith Postings from Other Partners.

In your user master record, the indicator Hide Navigation is set.

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

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

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

Open

Due

Due since 30
Days

Payment on
account

140

140

140

Down payment

160

160

160

Down payment
clearable

390

390

390

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

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

Sorting Items in the Account Balance Display


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

Displaying Additional Fields in the Account Balance


Use
If you temporarily require additional information in the account balance display,
you can display additional fields.

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

Searching for Items in the Account Balance Display


Use
To search for items and filter the list.
Features
Cursor position

Result

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

The system searches for all items with the


value 06/01/2002 in the Doc.Date field

On the column header


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

The system displays, one after the other, a


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

Totaling Items in the Account Balance Display


Use
Totaling items in the basic list.

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

The system totals all items after this field


Outputs the list with the corresponding subtotals.

Traffic Lights in the Account Balance


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

Meaning

Green

Paid

Yellow Not paid, not yet due


Red

Not paid, overdue

Calling Up Account Balances


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

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

Roles
Information about Business Partner
Account (SAP_FI_CA_PARTNER_ACCOUNT_INFO) Account
Balance

SAP Easy Access screen


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

44.
45.
46.
47.

1.
1.
2.

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

3.

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

Choose the pushbutton to


Limit the time period for which the
system selects items

(Enrich Selections Using


Relationships)

Include in the display the account


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

(Write Selection Variant)

Save the entered selection parameters


for master data and company code
(user-specific or user-independent)
under a name for later use

(Read Selection Variant)

Call a selection variant that was saved


previously

(Initialize Selection Criteria)

Delete all selection criteria currently


entered in the input fields

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

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

Working with the Account Balance


You want to:

Please proceed as follows:

See which
items are still
open

Select open items only, for


example, sorted by due date.

See which
items are
cleared

Select cleared items only.

See the
remaining
amount of a
receivable

Include the Remaining


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

See partial
payments

Include the Partial Payment


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

Even when only open items are


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

See which
invoices were
cleared by
which
payments

Select open and cleared


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

The total of all invoices and


clearings with the same clearing
document number is zero.

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

Important information:

Cleared items must already be


activated. Data from the archive
is not displayed.

A clearing item is simulated and


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

the Clearingfield (XZAHL) if you


include it in the variant.
Display zero
clearing

Set the parameter 820 (Zero


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

Hide
reversals

Choose Settings Hide in the This allows you to hide all


reversed documents and the
menu for account balance
corresponding reversal
display.
documents. This only applies to
line layout variants of the
type line item variant.

Display debit
and credit
amounts in
different
columns

Select the Debit Local


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

Define a
hierarchy of
line layout
variants.

Define the totals variants with


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

In the line layout, you can define


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

Show the
clearing
history of an
item which

Define a variant with the


field Document Number.
To display the clearings for
this item, position the cursor

Choose Environment Returns


History to access the general
display of all returns for the
business partner/contract

As standard, zero clearing is


hidden.

could not be
collected
despite
multiple
attempts

and choose Clearing History.


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

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

Switch from the account


balance to the document
display.
In document display
choose Items Cleared Earlier

Show bank
data for a
payment

If the payment was entered


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

Show
payment
transactions

Choose the Payment List tab


page.

Display a
chronological
list of
transactions
for the
account

Choose the Chronology tab


page.

account (not documentspecific).

Display which Choose Navigation


other
accounts the
business
partner has
Display
archived
items

To display items from the


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

To output archived items in the


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

Display Define Line Layout


Variants for Account Balance).
Send a
payment form
to a business
partner

From the menu in the account


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

The system creates the


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

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

If the SD document has been


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

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

If an original document exists


for the selected document, the
system displays it.

Place the cursor on the


corresponding document in
account balance
display.Choose Invoice.

Information About Installment Plans


You want to:

Please proceed as follows:

Display installment
plan items for a
specific installment
plan

On the initial screen, enter the


installment plan and choose a
list type that has the
indicator Installment Plan
Item in the area Statistical
Items.

Important information:

Display the source


receivables for an
installment plan

Place the cursor on the display


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

Source receivables are


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

Information About Collective Bills


You want to:

Please proceed as follows:

Important information:

Display the line


items of a collective
bill

Enter the collective bill.

The original receivables


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

Display the source


receivables for a
collective bill

Position the cursor on the


relevant item in the collective
bill item display and
choose Environment Original

receivables for collective bills

integration of Functions in Account Balance


The account balance display integrates numerous functions that you can use to:

Display further information (such as histories) for the displayed items

Access further processing (such as, changing and reversing) for the
displayed items
Features
To navigate from the account balance display to the processing functions for the
document, select the document. Then in the menu, choose Environment
Document and one of the following menu functions:
Menu Entry

Function

Change

The system offers the item to be changed.

Reverse

The system navigates to the initial screen of


the Reverse Document transaction and adopts the
selected document number.

Reset Cleared Items

The system navigates to the initial screen of


the Reset Cleared Items transaction and adopts the
selected document number.

Display :

Item

Logical View

Physical View

Due Date View

Payments/Returns

Invoice

The system displays the selected item in the


detailed view or in the selected view.

For Installment Plan Item: The system displays the installment plan for the
installment plan item.

Installment Plan

Source Receivables
Collective Bill Line Items

The system displays the line items that belong to the


collective bill item.

Line Item Bundle

The system displays the line items that belong to the


bundle item.

Cash Security Deposits

The system displays the cash security deposit for


the cash security deposit request document.

Budget Billing Plan

The system displays the budget billing plan for the


budget billing plan document.

Histories:

Dunning History

Clearing History

Interest History

The system displays the dunning history for


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

Interest Supplement

The system displays the interest supplement for the


interest document.

Dispute Case

The system displays the dispute cases for the


document in Dispute Management.

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

Function

From Payment
Run

For a payment document from the payment run, the system


displays the payment data (bank data, payment method) in a
dialog box.

From Payment
Lot

For an incoming payment, the system displays the bank data


from the payment lot.

From Returns
Doc

For a returns document for an incoming payment, the system


displays the payment data from the returns lot.

From Repayment For a repayment request (from credit processing or a payment


Request
lot), the system displays the bank data from the repayment
request.
From External
Cash Desk

For a payment that was entered at an external cash desk, the


system displays the payment data.

Payment Usage

In a dialog box, the system displays the receivables and


credits for which the payment was used.

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

Function

Note

Mass Change

The system offers the items that


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

To have the system


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

Account Maintenance

The system goes to the initial


screen for account
maintenance and proposes the
business partner and contract
account provided they can be
determined uniquely.

Installment Plans

The system displays the


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

Budget Billing Plans

The system displays the budget The display is


billing plans for the business
implemented using
partner, contract account, and
event 1215.
contract provided they can be
determined uniquely.

Dunning Notices

The system displays the


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

Returns

The system displays the returns The systems calls


history for the business partner the
and contract account provided report RFKKRF02.
it can be determined uniquely.

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

Submit to Collection Agency:


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

Write-Offs

The system displays the writeoff history for the business


partner and contract account
provided it can be determined
uniquely.

Installment Plan History

The system displays the


installment plan history for the
business partner and contract
account.

Dispute
Cases(Create, Display)

Create: The system asks for the


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

The system calls


the initial screen of
the
reportRFKKMA02.

The prerequisite for


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

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

The system displays the


creditworthiness data of the
business partner.

Locks for Partner

The system displays all locks for


the business partner in dialog
mode.

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

Function

Business Partner

The system navigates to the display of the business


partner.

Change Business
Partner

The system navigates to the transaction for changing the


business partner.

Contract Account

The system navigates to the display of the contract


account.

Change Contract
Account

The system navigates to the transaction for changing the


contract account.

Contract

The system navigates to the display of the contract.

Change Contract

The system navigates to the transaction for changing the


contract.

Account Balance Display by Snapshot


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

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

Creating Payment Forms from the Account Balance


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

Display the amount according to the items attached


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

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

5. If you choose Continue, the payment form is printed on the printer


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

Creating Account Information


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

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

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

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

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

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

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

Properties/attributes

Hierarchy

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

SAPscript texts (SAPscript)

User exit includes

User top includes

Generated print program

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

The SAP application

Customer-defined configurations and implementations of user exits

Calls of the components SAPscript, Smart Form, and SAP Interactive


Forms.
Application forms are usually defined in Customizing tables or master data in the
application. An application form is printed by calling the module EFT_PRINT that
then calls the generated module for the application form.

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

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

Calling Form Printing in ABAP Programs


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

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

Printing Processes and Printing Scenarios


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

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

Using Print Action Records


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

BOR object type (key field)


BOR object key (key field)

Form classes

From date

To date

Maximum number of processing times

Frequency

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

Creating and Issuing Correspondence


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

Features
Correspondence is created and issued by means of the integrated use of the
following components:

Correspondence Tool

Print Workbench

SAPscript

Smart Forms

PDF-based forms
The exact form of the correspondence creation and issue is dependent on the
using application.

Correspondence
Purpose
Correspondence is essential for the business processes of companies.
Correspondence, which is created daily in great numbers and sent to customers
in the form of letters, faxes, and e-mails, fulfills various communication purposes:

Transfer of information
(for example, notification about changes to conditions)

Documentation of business processes


(for example, notification about the creation of a standing order,
confirmation of termination, installment plan agreement)
The Correspondence application component supports you when creating periodic
and event-controlled correspondence. The main focus is on the creation of
standardized mass correspondence by the application.
Creation Types of Correspondence

Correspondence is created:

Event-controlled if correspondence is required for a specific business


transaction (for example, confirmation of a change of address).
The system creates correspondence as a single run when it executes the
respective application program.

Periodically if correspondence is required for business transactions that


occur regularly (for example, bank statement).
The system creates correspondence as a mass run when it periodically
executes the respective application program. Using the selection criteria of
the program, you can define which business objects are to be considered
when you create correspondence (for example, confirmations of execution
for standing orders, invoices).
Integration
The system controls the creation and output of correspondence using the
following application components:

Correspondence tool
The correspondence tool manages the process of correspondence creation
using correspondence requests.

Print Workbench
The Print Workbench creates print programs and obtains and configures
data. The Print Workbench enables you to configure the layout of
correspondence to meet your requirements. You can send correspondence
in different ways: as a letter, e-mail, fax, or SMS. If you output
correspondence as a flat file, you can process the data externally with an
output management system (OMS).

SAPscript, Smart Forms, PDF-Based Forms


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

Cross-Application Services Print Workbench

Business Services Smart Forms/PDF-Based Forms/SAPscript (BCSRV-SCR)


Creation of Standardized Correspondence

Constraints
The following functions are not part of correspondence creation and need to be
performed in an output management system:

Automatic assignment of marketing material for a correspondence

Grouping multiple correspondence to enable them to be sent together (for


example, sending a bank statement, a confirmation of a standing order, and
a change to conditions together)

etermining Correspondence-Specific Data


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

An alternative correspondence recipient replaces the original one so that


correspondence is only sent to the alternative recipient.

An additional correspondence recipient is added to the business partner


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

For alternative or additional recipients, you can also define correspondence


roles in the master data. The correspondence role allows you to determine the
recipient address type, and also to define special application forms.

Event-Controlled Correspondence in Contract Accounts Receivable and


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

Periodic Correspondence in Contract Accounts Receivable and Payable


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

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

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

Suppress company code determination

Suppress recipient determination

Suppress sender determination

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

When you are processing incoming payments, you can select the open items
using the payment form number.
To display all open and cleared items in a payment form, choose one of the
following menu paths:

Role
Incoming Payment
Processing (SAP_FI_CA_INCOMMING_PAYMENTS) Payment Form
Items Overview

SAP Menu
Payments Clarification Activities Payment Form Items
You can select several payment forms with the same reference number.
During clearing (with a payment lot, for example), you can select the open
items in a payment form using the payment form number, provided that the
business partner used the payment form to make the payment.
You can delete payment forms. To do this, choose one of the following paths:

Role
Archiving (SAP_FI_CA_ARCHIVING) Delete Payment Forms

SAP Menu
Periodic Processing Delete Data Payment Forms.

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

Output in SAPscript format (see SAP NetWeaver Library SAP


NetWeaver by Key Capability Application Platform by Key
Capability Business Services SAPscript (BC-SRV-SCR) BC
SAPscript: Printing with Forms)

Output in raw data format for further processing in an external text


processing system (see SAPscript Raw Data Interface).

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

Dunning Inbound Correspondence


Use
You can dun inbound correspondence due from your business partners.
Prerequisites
The inbound correspondence requests have already been created and are in the
correspondence container.
Features
The correspondence dunning run selects all outstanding correspondence in
accordance with your selection criteria.
The following events are then run:

742 - Checks the master data for any dunning locks, and determines the
dunning procedure

743 - Checks the correspondence to see if it needs to be dunned. The


number of days in arrears for the first dunning level is considered.

744 - Determines the dunning level

745 - Determines and posts dunning charges

746 - Executes the dunning activities


You can use authorization object F_KKCODU to protect the
reversal of correspondence dunning.

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

Function

with the quick info text Change


Documents

Display change history for individual


correspondence entries
Changes to status, deferral date, and
date of entry are displayed

with quick info text Change Status of Assignment of correspondence status


Correspondence
to individual correspondence entries

with the quick info text Display


Correspondence Archive

Displays a document from the optical


archive

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

Function

with the quick info text Set Date of


Receipt of Inbound Correspondence

Define date of receipt of


correspondence

with the quick info text Deferral Date


of Inbound Correspondence

Postpone the date on which


correspondence is due.
The deferral date is taken into account
when youdun inbound correspondence.

with the quick info text Dunning Lock Set a dunning lock for inbound
for Inbound Correspondence
correspondence
This dunning lock is considered in the
correspondence dunning run and can
prevent correspondence dunning.
Alternatively, you can call up the functions listed above under Goto in the menu.
Under Settings Display Variantin the menu, you can use the
functionCurrent.... to modify the display variant to meet your requirements.
Via Choose...., you can use previously defined display variants.
You can use authorization object P_CORR to protect the following activities in
the correspondence history:

Change status

Set date of receipt (only for inbound correspondence)

Set date of deferral (only for inbound correspondence)

Manually change the amount


Activities
To call up the correspondence history of the correspondence tool, in the SAP
menu choose Cross-Application Components Correspondence Display
Correspondence History.
To call up the correspondence history from the application, in the SAP menu
choose Account More Information Correspondence History.
The data to be displayed is selected in the same way in both transactions. See
the Displaying Correspondence History section of the correspondence tool.

Manual Correspondence Creation


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

Integration
In Financial Customer Care (FCC), you can create correspondence manually in
the documentation view. You can access this view from the navigation bar or
from the transaction for processing collection work items.
Prerequisites
You have defined correspondence templates for creating correspondence
manually. (See Customizing for Contract Accounts Receivable and Payable
under Basic Functions Correspondence ).
Features
The Web Dynpro application provides a framework with which you can:

Create correspondence manually and send it to the relevant recipients

Request inbound correspondence (only in the industry component Public


Sector Contract Accounts Receivable and Payable (PSCD))
You enter the information required to create and request the correspondence in a
guided procedure.
By configuring the relevant ISR scenario, you can check and approve the
correspondence by workflow. (See the SAP Easy Access screen: Office
Workplace ).
You print using the print workbench.
To make it easier to create and print correspondence that has a template based
on an ISR scenario with PDF, SAP provides generic correspondence type 0400.
To meet your own specific requirements, you can define your own
correspondence types using the events 0781 and 0782. After the
correspondence entries have been created in the correspondence container, you
can trigger the printing of the correspondence in one of these ways:

As single print, on the SAP Easy Access screen, by choosing


Account Further Information Correspondence History

As mass printing, on the SAP Easy Access screen, by choosing


Periodic Processing For Contract Accounts Correspondence
Print
You can load outbound and inbound correspondence into the Document
Management Service (DMS). Depending on your system settings, you can, for
example, load the image of printed correspondence to DMS and link it to the
application object that triggered the correspondence. In a similar way, you can,
upon request, load inbound correspondence to the DMS, and link it to the
appropriate application object.
Using the following parameters, you can integrate the guided procedure in other
Web Dynpro applications:
Name of the Web Dynpro application

FKK_WDY_CORR_MANUAL

Name of configuration of the Web Dynpro


application

CORR_MANUAL_GAF_CONF

Name of the Web Dynpro component

FKK_WDY_CORR_MANUAL

You have the following enhancement options:


Step of Web
Dynpro
guided
procedure

Enhancement option

The BAdI definition BADI_APPOBJ derives the master data set


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

You can implement the logic for deriving the correspondence


address at event 0770.

The BAdI of the ISR scenario provides the following events for
enhancements:

LOAD_DATA_EVENT
This event runs in steps 2 and 3.

REFRESH_DATA_EVENT
This event runs after the event of the Web Dynpro add-on;
you can enhance the correspondence creation step in the
Web Dynpro interface IF_FKK_WDY_CORR_ADDON.

CHECK_DATA_EVENT
This event runs in steps 3 and 4.
In event 0787, you can derive the contents for individual
correspondence recipients (such as, address in PDF-based
form).

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

If you want the workflow to start before an entry is created in the


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

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

Creation of Customer Contacts


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

Industry-Specific Component SAP Media


You can create customer contacts in the following ways:

You can edit customer contacts in the separate transactions Create


Customer Contact (BCT0), Change Customer Contact (BCT1), and Display
Customer Contact (BCT2).

You can enter a customer contact in the contact processing component


of the CIC.

Customer contacts are created automatically when you process output


records. For example, you can have the system create a customer contact
when you print output or send e-mails. When you do this, the system
creates a customer contact for the business partner in the output status
(NAST-PARNR). The following printing programs currently support contact
creation:
RJNASTCO (Mail/EDI)
This report replaces RSNASTO and RSNASTED if you want to create
customer contacts.

RJHAU101 (M/AM order)

RJHAU102 (M/AM order with prices)

RJHINV01 (M/AM billing document)

RJHABN02 (M/AM contract confirmation)

RJHABN03 (M/AM contract run time end note)

RJHABN05 (M/AM contract settlement)

RJKCON01 (M/SD: Order confirmation, subscription, header level)

RJKCON02 (M/SD: Order confirmation, retail, header level)

RJKPOS01 (M/SD: Order confirmation, subscription, item level)

RJKREM01 (M/SD: Monitoring for renewal-controlled


subscriptions)

RJFINV01 (M/SD: Billing document, subscription)

RJFINV02 (M/SD: Billing document, retail)

RJFWBZ01 (M/SD: Billing document, WBZ)

RJLPRO01 (M/SD: Employee commission settlement)

RJLPRO02 (M/SD: Service company commission settlement)

RJLPRO03 (M/SD: WBZ commission settlement)

RJLZUS01 (M/SD: Employee home delivery settlement)

RJLZUS02 (M/SD: Service company home delivery settlement)

RJNBAR01 (M/SD: Bank returns research)

Editing and Evaluating Customer Contacts Manually


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

Procedure
15.
...
60.
1.
Choose Create Customer Contact.
61. 2. Enter the key of the desired business partner
or contact person, make entries in the fields on
the Contact attributes tab page and enter a note if
you wish.
You can enter the business objects linked to the
contact on theBusiness objects tab page. You can
now access the individual objects by double clicking
on them.
If the system creates a contact automatically, the
business objects are derived from Customizing.
You can also use the following additional functions
when you enter a contact:

Create master data of a business/contact partner


If the business partner/contact partner master data
does not exist in your system, you can create it. To do
this, choose
with the quick infor text Create Contact
Person or Create Business Partner beside
the Business Partner or Contact Person field. This
button accesses the transaction for entering business
partner master data. (See Creating Business Partners
or Relationship Type "is Contact Partner Of")

Set master data of a business/contact partner for


deletion
To set a business/contact partner record for deletion,
set the indicatorDelete. This releases the data record
for deletion for the appropriate programs.
62. 3. Save your entries.

Change Customer
Contact

Display Customer
Contact

Evaluate Customer
Contact

16.
63.
64.

...
1.
Choose Change Customer Contact.
2.
Enter the key of the contact and
choose Continue.
65. 3. Change the required details and then save
your entries.
17.
...
66.
1.
Choose Display Customer Contact.
67. 2. Enter the key of the contact and
choose Continue. The required customer contact is
displayed.
18.
...
68.
1.
Choose Evaluate Customer Contacts.
69.
2.
Enter the parameters according to which you
want to select the customer contacts in the system
and add further restrictions if required under Time
Restrictions. Alternatively, select the customer
contacts exclusively by the date and time of creation.
70.
3.
Choose
with the quick info text Execute in
the application toolbar.
The program selects the customer contacts, groups them
according to your specifications under List Sorted By
and outputs these groups in the form of a list. Double
click on a group in the list to obtain further details:

If a group only has one customer contact, the


detailed display for this contact appears immediately.

If a group has several customer contacts, the


system displays a list with the customer contacts in
this group.
You can influence the way in which the selected records
are displayed by making specifications under Filter. The
standard functions for editing lists are available here.

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

Prerequisites
You made settings for the contact history in Customizing for Contract Accounts
Receivable and Payable by choosing Basic Functions Interaction History .
Features
SAP provides Customizing for displaying information in the interaction history for
the following objects:

Outbound correspondence

Customer contact

Notes on enforcement work items

Notes on master data groups


The interaction history offers the following functions that you can use to format
the information displayed in the list:
Function Activity
Selection By choosing the Selection pushbutton, you can use various
parameters to add more entries to the selection or overwrite existing
selections.
Find

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

Filter

By choosing Filter ( ) and the Delete Filter pushbutton, you can


switch between different views and, in addition, you can set a filter for
the contents of a view.

Printing

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

Sort

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


column.

Conditional Processing Locks


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

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

Setting Conditional Locks


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

locks with the module FKK_S_LOCK_DELETE. To do this, enter C in the import


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

Object

21

Insurance contract

22

Partner locks for insurance policy

41

Utility contract

51

Contract object partner account

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

82.

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

Checking Conditional Locks


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

Locks According to Preselection


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

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

Requests
The functions described below are not relevant for the following industry
components:

Insurance

Telecommunications

Media
You can use requests to park and process posting data for incoming and
outgoing payments. In contrast to entering a document, where you have to
specify the G/L accounts to be posted to, when you enter a request you can use
the standard account assignments used in your work area.
Integration
Contract Accounts Payable and Receivable offers a direct link between requests
and earmarked funds documents of Funds Management (PSM-FM). This makes
it possible to have a real-time budget check directly when you post requests,
before the documents are transferred to Funds Management (PSM-FM).
The system generates certain earmarked funds with taxes when a request is
posted. These earmarked funds can receive special items for the taxes, if you
choose. The earmarked funds items for the taxes receive the same account
assignments as the tax items in the FI-CA document that is generated (and the
same as in the general ledger).
In this context, if you reference already existing earmarked funds in a request,
then you have to enter the earmarked funds items for the net amount and the tax
amount.
Features
You post documents with requests in two steps. In the first step, you enter
document data without updating transaction figures. In the second step, the
system uses the posting data entered in the request to create an accounting
document in Contract Accounts Receivable and Payable. There are two different
types of request in Contract Accounts Receivable and Payable:

Requests
You use requests as input help for posting one-time incoming or outgoing
payments. The amount and business partner are known. A request results
in an FI-CA document with a specific due date.

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

Whether the system creates an FI-CA document from the data entered in
a request when you save

Whether you want to post the document later in the transaction Create
Documents from Requests (SAP Easy Access screen: Request). If you
want to create the documents later in a mass run, you have to set the
indicator Generate Documents from Requests in Mass Run in Customizing
for Contract Accounts Receivable and Payable under Basic Functions
Requests Define Basic Settings for Document Creation .

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

Function

(Create)

Create request

(Create with Template)

Create request using template

(Display)

Display request

(Change)

Change request

(Delete)

Delete request

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

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

91.

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

Define several run periods for the due dates


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

Add special dates

Remove special dates

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

Display standing requests

Change standing requests

Reverse standing requests

Create standing requests with template

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

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

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

the payment within debit memos transactions is a special case in general


payment requests. This can be used to represent standing requests and the
participation in debit memo collection procedure (for example vendor debit
memos for insurance amounts).
General requests can also be used in connection with the cash desk or cash
journal. This payment request process corresponds to the process described
underAssignment of Incoming Payments of General Requests.
Prerequisites
The following IMG activities must be carried out in Customizing of Contract
Accounting:

Define Number Ranges

Assign Number Ranges to Request Categories

Define basic settings for general requests.

Define Specifications for Clearing Documents for General Requests

Define settings for approving requests.

Define Specifications for Document Creation

Define Accounts for Receivables/Payables

Define Accounts for Revenue/Expenses

Define Funds Management (FM) Account Assignment Derivation

Assign External Transactions (for Public Sector Contract Accounting)

Define Interpretation Rules for Note to Payee

Process Selection Values from Note to Payee


Process Flow
1.
You enter a general request with the request category acceptance request
or payment request. For a successful automatic payment assignment, it is
essential that you enter a unique contract object (referred to as contract in the
following description) with which the system can create a link to the
payment. Unique means that this contract is exclusively used in a general
request and only in one line.
As of release 4.72, you can define whether the assignment of
payment to request should take place via the contract or via the
classification key in the Customizing of Contract Accounting.. For
assignment using the classification key, you must define function
moduleFMCA_EVENT_TFK113E_03OPORD as the program
enhancement for all used clearing types in the Customizing
of Contract Accounting.
When the general request is saved, the system derives the G/L accounts and
the Funds Management account assignments automatically according to the
Customizing settings of Contract Accounting and saves the document in the

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

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

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

Writing Off Items.

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

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

Workflow for Checking and Approving Requests


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

yet been finally approved or rejected, it has the status To Be Approved. No


documents can be generated from a request or standing request that still has this
status. If the request or standing request is approved, the status changes
toApproved. When a request is approved, depending on the settings in
Customizing, a document is either created immediately or you can post the
document using the transactions Create Documents from Requests/Create
Documents from Standing Requests. If deletion is approved, the status is set
to Deleted.
If the request or standing request is not approved, the status is changed from To
Be Approved to Saved. You cannot create documents from a request or standing
request with this status. However, the request or standing request is not deleted,
and the changes remain in effect.
Activities
To approve requests via worklist:
25.
...
96.
1.
From the SAP menu, choose Request Approve Request.
The approval takes place using the clarification processing of Contract
Accounts Receivable and Payable.
97.
2.
Enter the parameters required for selecting the requests and run the
program.
In administrator mode, all requests to be approved are displayed. If you
select the function
Resubmission Cases, only those requests marked for
resubmission are displayed.
98.
3.
Select the required entry and choose the button
Clarify.
In the list you can use all the functions of the ALV Grid Control.
99.
4.
On the detail screen, you can set the status required using the
buttons
Approve and
Reject in the application toolbar.

Creating Documents from Requests


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

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

Transferring Open Items and Requests

Using this program, you can transfer open business partner items and requests
at the same time.
Features
If you transfer only open business partner items, this program offers the same
functions as the already existing program for transferring open items. Both
programs evaluate the same Customizing settings, and the same restrictions
apply. For more information, see Transferring Open Business Partner Items.
When you transfer requests that are not yet closed, the program sets the
status Transferred and Deleted for all selected requests, standing requests,
general requests, and request templates, and generates a new request of the
same type. The program replaces the source master data (business partner,
contract account, and contract) with the target master data. The program copies
all other posting information from the source request. The execution data of the
new standing requests are adjusted so that only those due dates are taken into
account for which no documents were generated yet. If you have transferred
requests, the programs for processing requests also display the number of the
transfer request or the number of the transferred request.
To document the reasons for the transfer, you can enter transfer reasons in
Customizing for Contract Accounts Receivable and Payable. There you can also
define default values to automate the entry of the transfer document. You make
these settings in Customizing for Contract Accounts Receivable and
Payableunder Business Transactions Transfers .
The following can be transferred:

Individual items - receivables and credits (for more information,


see Clarifying Credits in the explanation for transfers)

All items of a business partner

All items of a contract account

All items of a contract

Items in an installment plan; The existing installment plan is automatically


deactivated and a new installment plan is created in the amount of the still
open original receivable.

Items belonging to a collective bill; The collective bill is updated


automatically. You can reverse the transfer document.
Constraints
You can only transfer open receivables or credits. When you transfer, the system
does not determine any new G/L accounts for the posting. That means that there
are no new postings to receivables and revenue accounts. If the original contract
account also contains items with account assignment to a contract, you have to
enter a target contract for each contract determined by the transaction. You can
only carry out the transfer without specifying a target contract if the target
contract account does not have any underlying contracts. If the original contract
account has postings that are only assigned to contract accounts, then the

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

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

Debit Entries and Credit Memos

Security Deposits

Payments

Interest Calculation

Dunning

Collections Management

Disconnection/Reconnection of a Utility Installation

Returns

Deferrals and Installment Plans

Promises to Pay

Write-Offs

Submission of Receivables to External Collection Agencies

Transfer of Open Business Partner Items

Deferred Revenue Postings

Debit Entries and Credit Memos


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

Data is transferred using the Invoicing component of the industry


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

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

posting Collective Bills


Purpose
Joint processing and management of items for individual contract accounts in
one collective bill account.
Prerequisites
To use the functions described below, in the Implementation Guide for Contract
Accounts Receivable and Payable, under Program Enhancements Define
Customer-Specific Function Modules, enter FKK_COLL_BILL_CREATE_0063
for event 0063, provided this module is not already integrated in the industryspecific module for event 0063. In the industry
components Utilities and Telecommunications, this module is already integrated
in the industry-specific module for event 0063.
Make the following entries in the Implementation Guide for Contract Accounts
Receivable and Payable:

Basic Functions Contract Accounts Number Ranges and Contract


Account Categories Configure Contract Account Categories and Assign
Number Ranges
Create a contract account category for collective bill accounts. Set the
indicator in the column CB (Contract Account Is Collective Bill Account) and
assign a number range to the contract account category.

Basic Functions Postings and Documents Document Maintain


Document Account Assignments Document Types Maintain
Document Types and Assign Number Ranges
Create a document type for collective bill documents and assign a number
range to this document type.

Basic Functions Postings and Documents Document Maintain


Document Account Assignments Maintain Defaults for Document Type
for Collective Bills
Define the document type that you defined in the previous step as the
default for creating collective bill documents.
The main and subtransaction for the collective bill item are determined in event
2222. You can overwrite industry definitions implemented for this event. This
event has already been defined for the industry component Utilities.

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

Origin

Posting date

Due Date

Due date for cash discount

Cash discount percentage rate


Currency

+/- sign of amount (credit/receivable)


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

Clearing Collective Bills


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

If you completely clear a collective bill document, the system clears the
related individual line items completely.

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

Posting of Clearing for a Collective Bill

Automatic
clearing
Account
maintenance

In automatic clearing (SAP menu: Periodic Processing For


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

Payment Run

In the payment run, you access payment at the level of the


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

Payment Lot
Cash Desk

The payment assignment at individual document level is an


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

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

Processing Collective Bills


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

Include open items for a contract account that belongs to a collective bill
in an existing collective bill or create a new collective bill for these items

Remove open items from an existing collective bill and create a new
collective bill for them

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

111.

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

Business Transactions for Collective Bills


Use
Processing collective bills for:

(Partial) reset of a clearing

Dunning overdue receivables

Posting security deposits

Posting interest arrears

Writing off receivables

Adjusting receivables

Granting installment plans

Writing off collective bills

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

Procedure

Resetting clearing

With the transaction Reset Clearing in the SAP menu


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

Dunning

Dunning notices are created at the level of the


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

The dunning run only uses information from the


collective bill account.

A dunning lock or deferral is only considered if it


is in the collective bill document. Deferrals or
dunning locks in line items in a collective bill are
not considered.

Security Deposits

You have to create security deposits and down


payment requests at individual account level. The
system also posts a statistical collective bill document
for the collective bill account.

Interest Calculation

In the item interest calculation, you can only select


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

Write-Off

The automatic write-off (transaction FP04M) takes


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

Adjustment of
receivables

In the transaction for adjusting receivables (FPZW),


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

Installment Plan

You can only create installment plans at the collective


bill account level.

Changes to master data

To cancel the assignment of a contract account to a


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

Displaying Collective Bill Items


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

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

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

Security Deposit Status


Definition
Specifies the current status of a security deposit.
Use

Cash security deposits


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

Non-cash security deposits


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

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

Reasons for Request


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

Security Deposit Categories


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

Cash Security Deposit Request Document


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

Processing Security Deposits


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

Subtransactions for IS-U/IS-T and Define Account Assignments for Automatic


Postings Automatic G/L Account Assignment.
Then make the following entries in the Implementation Guide for Contract Accounts
Receivable and Payable:

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


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

For non-cash securities you have to define the categories. You can also create additional
statuses (see Implementation Guide for Contract Accounts Receivable and Payable,
Business Transactions Security Deposits).
Process Flow
Cash security deposits
33.
...
121.
1.
The cash security deposit is created either manually or
automatically in the Utilities industry component when a move-in is entered
in the system. The cash security deposit has the status Requested.
Using the function module FKK_EVENT_0820_PAYMFORM_DET, you can
create a payment form number automatically when you create a cash
security deposit request.
122.
2.
As long as the request document has not yet been cleared, you
can reverse the security deposit. A deposit that has been reversed cannot
be used again.
123.
3.
If you receive a (partial) cash security deposit payment and this
clears the request document either completely or partially, the status
changes to (Partially) Paid.
124.
4. When the return date is reached, or when an early manual release
occurs, the system changes the status to Released.
125.
5.
If the cash security deposit payment is cleared by repayment or
settlement against open receivables, the end status Returned is reached.
In the menu under Periodic Processing For Contract Accounts Security
Deposits Release, you can use the report RFKK_SECURITY_RELEASE to release
the securities.
Non-cash security deposits
34.
...
126.
1.
Non-cash security deposits are created manually. When you save
the security deposit, the status Requested is given.
Further processing is triggered by changing the status. For non-cash

deposits, you can define the status in Customizing. For each change of
status, a BOR event is triggered; this can start a workflow, whereby you
have to model your own workflows.
127.
2.
You can display an overview of all security deposits. To do this,
choose one of the following paths:
Roles
Cash Security Deposits/Security
Deposits (SAP_FI_CA_CASH_DEPOSIT) Security Deposit
Statistics Report
SAP Menu
Periodic Processing For Contract Accounts Security
Deposits Statistics
You can select according to the following criteria:

Start date

Return date

Cash security deposits

Non-cash security deposits

Status of security deposits in the case of non-cash security


deposits
For event 0860, you can define follow-on actions for security deposits that meet certain
criteria. For example, that a clerk retrieves a non-cash security deposit from storage if the
return date is reached within the next week.

Calculating Interest on Cash Security Deposits


Prerequisites
In Customizing, you have defined the specifications and default values for
calculating interest on cash security deposits in addition to the general definitions
for calculating interest (see Implementation Guide for Contract Accounts
Receivable and Payable Business Transactions Security Deposits). The
way in which the interest key for a cash security payment is determined differs to
the standard way of calculating interest on items:

If an interest key is specified in a payment, this applies.

If no interest key is specified in a payment, the system tries to determine


a key from the relevant security deposit. If no interest key can be found, no
interest calculation takes place.
An interest lock at the level of contract account-dependent data is not considered
during the calculation of interest on cash security deposits.

Features
This function has the same features as the posting debit and credit interest
function (see Manually Posting Debit and Credit Interest).
Activities
To calculate interest on individual cash security deposit payments, choose one of
the following paths:

Role
Interest Calculation on Cash Security
Deposits (SAP_FI_CA_CSH_DEP_INTEREST_CAL) Calculate and
Post Interest on Cash Security Deposits.

SAP Menu
Account Security Deposit Interest Calculation
The procedure is similar to posting debit and credit interest.
Alternatively you can also make an interest calculation on cash security deposits
in a mass run.
35.
...
128.
1.
To do this, choose one of the following paths:

Role
Calculation of Interest on Cash Security
Deposits (SAP_FI_CA_CSH_DEP_INTEREST_CAL) Cash
Security Deposit Interest Run.

SAP Menu
Periodic Processing Security Deposits Calculation of Interest on
Cash Security Deposits
129.
2.
Enter a date and an ID that you can use to identify the run later.
130.
3.
Restrict the cash security deposits on which interest is to be
calculated using general criteria on the tab page General Selections, or
select them according to required posting parameters.
131.
4.
On the tab page Interest Parameters, enter the period for the
interest calculation. If you set the indicator Create Correspondence, you can
create interest notifications.
132.
5.
Schedule the program run. You can also carry out a simulation
run. For more information about scheduling program runs, see Functions
for Scheduling Program Runs.
You can display cash security deposit interest that has been posted in the
security deposit maintenance.
In the menu under Environment Interest Calculation List, you can display an
overview for the interest run.

Creating Security Deposits (IS-T)


Procedure
36.
...
133.
1.
Choose one of the following paths:

Role
Cash Security Deposits/ Security
Deposits/ (SAP_FI_CA_CASH_DEPOSIT) Create Security Deposit

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

Autom. Creation of Security Deposits During a Move-In (IS-UT)


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

If you use the Display Security Deposit transaction (FPSEC3) to call a


security deposit that was requested during a move-in or a move-in/out
in a service territory, the number of the document that caused the
request is displayed in the Move-In Document field in the Triggering
Object screen area.

Processing Security Deposits


1. Choose one of the following paths:

Roles

Cash Security Deposits/Security


Deposits (SAP_FI_CA_CASH_DEPOSIT) Display Security
Deposit or Change Security Deposit

SAP Menu
Account Security Deposit Display/Change

2. Enter the number of the security deposit required and select Continue.
The following table lists the functions available when changing or
displaying a security deposit.
Functions with
Display and
Change

Menu Path

Explanation

Print
correspondence

Environment Form
Printing

An application form is supplied as a


sample

Functions only with Change


Reverse

Edit Reverse

You cannot use a deposit that has


been reversed again.

Release cash
deposit

Edit Release

The clearing restriction of the cash


security deposit payment is
removed. This means that the
payment can now be cleared.

Release cash
security deposit in
part

Edit Release
Partially

You can offset the released portion


or pay it out if a payment method is
defined in the partial release.
Prerequisite for partial release:
The status must be
either Paid or Released Partially

Change amount of
cash security
deposit request

Edit Clear
Remaining
Receivable
or
Edit New

You can reduce the amount of the


cash security deposit receivable
later using the function Clear
Remaining Receivable, or increase
it using the function New
Receivable.

Receivable

In the first case, a part of the


original receivable is written off, in
the second case a new cash
security deposit receivable is
posted with reference to an existing
cash security, provided that this has
not been reversed or released.
The function Clear Remaining
Receivable refers to all cash
security requests in the contract
that are still open.
When you make a release, all
security deposits are released.

Post new
receivable

Edit New
Receivable

Instead of creating a new security


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

Status of Cash Security Deposits for Changes to Payment Methods


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

New Status

Action

Requested

Reversed

The cash security deposit


request is reversed.

Paid

Released

The cash security deposit


is released for payment.

Partially paid

Released

The paid part is released;


the residual part is
reversed.

A new cash security deposit is created and existing deposits are released immediately
when you save the change to the contract account. As standard, the function module
FKK_EVENT_1025_DEPOSIT_CHANGE creates a cash security deposit in the amount
of 100 units of the national currency using the first cash security deposit reason found in
the list.
Activities
If you want to automatically release and create cash security deposits when the payment
method in the contract account changes, define an installation-specific function module
for event 1025 in the Implementation Guide for Contract Accounts Receivable and
Payable under Program Enhancements Define Customer-Specific Function Modules.
To do this, copy the function module FKK_EVENT_1025_DEPOSIT_CHANGE and
adjust the copy to meet your requirements, for example, the amount of the cash security
deposit requested, the currency, the request reason, and the reversal reason.
Example
If a direct payer changes his payment method to bank collection, all of the cash security
deposits in the contract account of the business partner are released automatically, since
there is no longer any reason to retain the security deposit.
However, if a business partner who has previously paid his receivables by bank collection
becomes a direct payer, you can automatically request a cash security deposit.

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

Processing Incoming and Outgoing Payments


Creating Incoming and Outgoing Payments
Check Management
Receipt Management
Processing Credits

Processing Incoming and Outgoing Payments


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

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

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

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

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

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

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

Creating Incoming and Outgoing Payments


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

Determines the open items to be paid according to the selection criteria


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

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

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

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

Payments Check Management

Check Escheatment
Contract Accounts Receivable and Payable supports the check escheatment
process for checks that were not cashed by the recipient within a certain time
period.
EXAMPLE
In the United States, uncashed checks and money orders must be escheated to
the state government after a specified amount of time has expired, when,
according to federal law, they then become property of the given state. Insurance
companies are required to undertake reasonable measures to find the check
recipient and to determine if a check has been lost or needs to be re-issued. The
last known address of the lawful check recipient determines which U.S. state
laws are applicable.
Prerequisites
Activate check escheatment per company code in Customizing for Contract
Accounts Receivable and Payable under Organizational Units Set Up
Company Codes for Contract Accounts Receivable and Payable .
Make additional system settings for check escheatment in Customizing under
Contract Accounts Receivable and Payable Basic Functions Check
Management in the activities Enter Receiver Codes for Check
Escheatment and Enter Specifications for Check Escheatment.
Process
In the standard system, escheatment is handled automatically. However, at event
0431, you can intervene in the process flow and identify checks that you want to
process manually in Clarification Processing. You can, for example, define event
0431 so that the system transfers checks to manual processing based on their
amount and/or the address of the check recipient.
Automatic check escheatment has the following steps:

Check creation
At the time the check is created, the system determines the receiver code
and the earliest possible start date for the escheatment process, based on
the current standard address (region) of the recipient. The system stores
this date in the check.
At event 0430, you can change the receiver code and specify one of the
following for the check:

No escheatment should take place.

No escheatment should take place if the check recipient's place of


residence is outside of the country.

Selection of checks for escheatment

Creation of notification letters

Escheatment

Outgoing payment
The payment program automatically creates a payment advice for the
recipient (the U.S. state).

Clarification and manual check processing


Perform the individual steps in the escheatment process at regular intervals as
needed in relation to one another.
You can display checks that are in the escheatment process or already
escheated. On the SAP Easy Access screen, choose Periodic Processing
Data for Externals Tax Authorities Check Escheatment Display
Escheatment Data .

Selection of Checks for Escheatment


To start the escheatment process, you have to select the checks that are to be
escheated.
Features
You start the escheatment process by selecting all escheatable checks.
Escheatable checks are those that meet the following criteria:

Their status is open and they were not yet cashed.

The escheatment process was not yet started for them. (The check does
not contain an escheatment date.)

They are older than the number of days specified in Customizing.

Their amount is greater than the amount specified in Customizing.


The program generates a persistent worklist containing the checks that can be
escheated and sets the escheatment date and receiver code for these checks
based on the last known address of the payee.
You can also change the receiver code in event 0431.
Activities
1. On the SAP Easy Access screen, choose Periodic Processing Data
for Externals Tax Authorities Escheatment Start Escheatment
Process .
2. Limit the selection of checks to be escheated by making entries in
the Selection Criteria group box.
3. If you have not made any specifications for the number of days until
escheatment in Customizing, make an entry in the No. of Days Until Esch.
Proc.(number of days until escheatment process) field.

4.

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

Creating Notification Letters


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

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

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

Clarification: Manual Check Processing


If a business partner responds to the notification letter, then you can react
accordingly during clarification processing.
Prerequisites
Escheatable checks are included in clarification processing in these cases:

You defined event 0431 so that certain checks are selected for manual
processing.

You set process category 2 (Manual) for checks already in the


escheatment process. On the SAP Easy Access screen, choose Periodic
Processing Data for Externals Tax Authorities Escheatment
Change Escheatment Data .

In check management (on the SAP Easy Access screen under Payments)
you set process category 2 (Manual) for the display of the check and its
escheatment data.
In this case, the check must also already be in the check escheatment
process.

The system cannot determine a receiver code.

Customizing is not set up or is set up incorrectly.

You are in the check clarification process (on the SAP Easy Access
screen, under Payments Clarification Activities Cashed Checks ).

Features
In clarification processing, you can respond to the following reactions of the
recipient:

Cashing the check in n days

Postponement of the escheatment date, for example, because the check


needs further clarification

Notification that the check was lost


You can:

Issue a replacement check

Search for the current address of the payee in the business partner data

Create a notification letter

Set the check for resubmission

Specify an escheatment date that overwrites the escheatment date set by


the program

Change the receiver code in accordance with the last known address of
the payee

Specify the address to which the notification letter is sent

Transfer a check to automatic processing


The check is escheated when the escheatment date is reached only when
automatic processing is used. If you close manual processing (for instance, by
entering a new address), then you must then transfer the check for automatic
processing. The check escheatment is then automatic when the escheatment
date is reached. If you have not yet created a notification letter, the system
informs you of this.
NOTE
If a check is specified for manual processing, then the check cannot be
escheated, even if the escheatment date has been reached.
Activities
1. To manually process the clarification worklist, on the SAP Easy Access
screen, choose Periodic Processing Data for Externals Tax
Authorities Escheatment Clarification .
2. In the tree structure on the left side of the screen, choose the parameters
you want to use for selecting a check. To do so, position the cursor on a
field and choose
(Copy Selected). In the same way, you can remove
individual selection criteria by choosing the pushbutton
(Delete Selected
Objects).
3. Enter the selection criteria and choose
(Execute).
For more information about clarification processing, choose the
(Selection
screen help) pushbutton in the application toolbar.

Receipt Management
Use
In the transaction Receipt Management, you can display all receipts printed for a
payment document that meet selection criteria that you specify in an overview.
Prerequisites
If you want to use Receipt Management, make the following settings in the
Implementation Guide for Contract Accounts Receivable and Payable:

Activate Receipt Management under Basic Functions Postings and


Documents Basic Settings Maintain Central Posting Settings. To do
this, set the indicator Receipt Management Used. If you have set the
indicator, when you post payments, required clearing information is
recorded in the system; this information is then used in Receipt
Management when you (repeat) print receipts.

Define the Specifications for Managing Receipts under Business


Transactions Payments Processing Incoming/Outgoing
Payments Receipt Management.

Each printed receipt receives a separate receipt number. You control the
assignment of these numbers using a separate number range. Maintain
number range 01 under Business Transactions Payments Processing
Incoming/Outgoing Payments Receipt Management Maintain Number
Ranges for Printing Receipts.

Under Business Transactions Payments Processing


Incoming/Outgoing Payments Receipt Management Define Reasons
for Repeat Print, you can also define reasons for a repeat print.
Features
The list is output with the ABAP List Viewer. You can define the display by
defining the required layout. You can select layouts in the menu under Output
Parameters.
Activities
38.
...
138.
1.
Choose Payments Receipt Management.
139.
2.
Specify the parameters that you want to use to select receipts.
Under Specifications for Selection you can restrict your selection further:

Only output receipts for which stamp tax is posted

Only output payment documents for which a receipt was printed

Also output reversed receipts


140.
3.
Depending on the display required, choose
with the quick info
text Execute or Without Line Item Display.
If you choose
with the quick info text Execute the system displays the receipts
that correspond to the selection criteria. For payment documents for which no
receipt exists, the program simulates a line with print information for the receipts

(not yet printed). If you subsequently want to print the receipt, the program
accesses these simulated lines. The receipt line is only simulated if you
have not selected the indicator Only Display Receipts as selection criterion. You
can use the following functions in the display:

If you also display the line items in the list, you can print the receipts for
the payment documents displayed by selecting the corresponding line and
choosing
Receipt.

If the corresponding payment document has already been reversed, you


can reverse printed receipts in the list by selecting the corresponding line
and choosing
Reverse.

Doubleclick on a line to display the payment document.

Using the button


Mass Receipt Print you can navigate to the
transaction for the mass print for receipts.
If you select the button Without Line Item Display, the amounts, net amounts,
and stamp tax amounts are output totaled by company code, origin of the
payment document, clerk, branch, and cash desk. The output is in the ABAP List
Viewer. By selecting the totals line you can display the line items considered in
the totals line.

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

Credit clarification
Processing credits

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

Credits that were selected and placed in clarification processing by the


mass activity Create Credit List

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

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

Payment Card Security


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

payment Card Security


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

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

Protection of Card Data in Master Records of SAP Business Partner


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

Protection of Payment Card Data in ERP Applications


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

No Additional Security Measures

Masked Display, No Encrypted Storage

Masked Display and Encrypted Storage

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

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

Displaying Masked Card Numbers


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

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

Additional authorization check


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

Reporting on Data Accesses


Use
You can use access logs to evaluate accesses to payment card data.

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

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

Archiving of Encrypted Payment Card Data


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

To individually display archived, encrypted payment card data, use archive


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

Periodic Replacement of Keys


Prerequisites
For you to be able to periodically replace keys for encrypted payment card data,
the following requirements must be met:

You activated the business function PCA_KEYV (Periodic Key


Replacement for Payment Card Encryption).

You activated versioned encryption of payment cards in Customizing


under Cross-Application Components Payment Cards Basic
Settings Make Security Settings for Payment Cards . There you also set
the security level Masked Display and Encrypted When Saved and you set
the Key Replacement Active indicator.

You specified the payment card types that you want to save in encrypted
form in Customizing under Cross-Application Components Payment
Cards Basic Settings Maintain Payment Card Type .
Features
To further increase the security of encrypted payment card data in your system,
you can replace the keys on a periodic basis.
If you activate the business function PCA_KEYV (Periodic Key Replacement for
Payment Card Encryption), then the following functions are available to you in
addition to those described above:

Periodic replacement of the keys used for encrypting payment cards

Deletion of keys that are no longer used


The key versions that are generated during the key replacement for payment
cards are managed by the SAP system in parallel in the Secure Store and
Forward (SSF) application PAYCRV. All programs that support encrypted storage
of payment cards, and therefore use versioned encryption, use the SSF
applicationPAYCRV.
NOTE
Activating the key replacement does not have any effect on the data itself. The
system can always decrypt credit card data that was already stored in encrypted
form.

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

Interest Calculation Rule


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

Interest calculation method


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

Graduated interest calculation


Interest can be calculated on a scale.

Interest interval
The defined interest rate is a yearly, monthly, weekly, or daily interest rate.

Rounding for interest calculations


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

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

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

Description

Tolerance days

Granted to a customer in the case of overdue items.


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

Transfer days

Consider the time needed for a payment method. Interest


is calculated from the date that equals due date +
tolerance days.

Transfer and
tolerance days

If both transfer and tolerance days have been entered for


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

Interest frequency The interest frequency prevents interest from being


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

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

Interest Document
Definition
Document in Contract Accounts Receivable and Payable that arises as part of
interest posting.
Use
An interest document is generated when interest is posted. Posting interest is
integrated into some business transactions.
In addition to the usual document data, an interest document also contains
information about the basis of interest posting. This information is contained in
the interest schedule. The schedule shows the items for which interest was
calculated for which amounts at which interval. The interest key is retained in the
interest schedule. This allows you to find out which factors were valid for interest
calculation and posting.

If the system settings for the interest calculation rule or for the
interest rule are changed at a later time, you will no longer be able
to retrace interest calculation using the interest schedule.
Structure
An interest document includes the structures of a document in Contract Accounts
Receivable and Payable: document header, line items and general ledger (G/L)

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


created for interest documents.

Posting Debit and Credit Interest Manually


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

For a more detailed procedure, see Editing Items Due for


Interest.
Interest cannot be calculated on an item for the following reasons:

The item is locked for interest calculation.


An interest lock reason has been entered in the item.

No interest key can be determined for the item.


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

interest key can be determined, the item is locked from interest


calculation. Interest keys are determined on an industry and/or
customer basis.

An item is not yet due.


Overdue interest cannot be calculated.

An item is not ready for interest calculation.


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

Interest was already calculated on an item in the current time period.


Repeated interest calculation is not permitted.

Items where no interest calculation is possible because of the statistical


key, or because the item is an additional receivable, do not appear in the
item selection for interest calculation.

Automatic Posting of Debit Interest


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

interest Control Using Interest Keys


Use
The system calculates interest only on those items for which it is able to
determine an interest key. An interest key can be assigned to contract account,
items or dunning levels. The system normally determines the interest key for
each industry, but can also do so on a customer-by-customer basis.

Generally, an interest key is determined as follows:


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

Methods of determining an interest key may vary among application


areas (industry components).

Amount Limit Checks in Interest Calculation


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

determined online when an installment plan is created, which allows


the clerk to decide whether interest will be posted or not.

Calculating Interest on Installment Plans


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

You can charge interest on the installment plan over its whole life.
If individual installment payments are late, you can charge interest on the
overdue installments.

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

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

Calculating Interest on Cash Security Deposits


Prerequisites
In Customizing, you have defined the specifications and default values for
calculating interest on cash security deposits in addition to the general definitions
for calculating interest (see Implementation Guide for Contract Accounts
Receivable and Payable Business Transactions Security Deposits). The
way in which the interest key for a cash security payment is determined differs to
the standard way of calculating interest on items:

If an interest key is specified in a payment, this applies.

If no interest key is specified in a payment, the system tries to determine


a key from the relevant security deposit. If no interest key can be found, no
interest calculation takes place.
An interest lock at the level of contract account-dependent data is not considered
during the calculation of interest on cash security deposits.

Features
This function has the same features as the posting debit and credit interest
function (see Manually Posting Debit and Credit Interest).
Activities
To calculate interest on individual cash security deposit payments, choose one of
the following paths:

Role
Interest Calculation on Cash Security
Deposits (SAP_FI_CA_CSH_DEP_INTEREST_CAL) Calculate and
Post Interest on Cash Security Deposits.

SAP Menu
Account Security Deposit Interest Calculation
The procedure is similar to posting debit and credit interest.
Alternatively you can also make an interest calculation on cash security deposits
in a mass run.
39.
...
141.
1.
To do this, choose one of the following paths:

Role
Calculation of Interest on Cash Security
Deposits (SAP_FI_CA_CSH_DEP_INTEREST_CAL) Cash
Security Deposit Interest Run.

SAP Menu
Periodic Processing Security Deposits Calculation of Interest on
Cash Security Deposits
142.
2.
Enter a date and an ID that you can use to identify the run later.
143.
3.
Restrict the cash security deposits on which interest is to be
calculated using general criteria on the tab page General Selections, or
select them according to required posting parameters.
144.
4.
On the tab page Interest Parameters, enter the period for the
interest calculation. If you set the indicator Create Correspondence, you can
create interest notifications.
145.
5.
Schedule the program run. You can also carry out a simulation
run. For more information about scheduling program runs, see Functions
for Scheduling Program Runs.
You can display cash security deposit interest that has been posted in the
security deposit maintenance.
In the menu under Environment Interest Calculation List, you can display an
overview for the interest run.

Determining Periods for Interest Calculation


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

Calculating Interest Only on Open/Cleared Items


Use
You can use this option if you want to calculate interest only on open items, or
only on cleared items.

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

Roles
Process Outstanding
Payments (SAP_FI_CA_OUTSTANDING_PAYMENTS) Post
Interest

SAP Menu
Account Interest Post

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

The cleared part is not considered for the interest calculation.


Interest is calculated on the open part in the usual way.

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

The subitems are always considered as a single unit. Interest is only


calculated when all items have been cleared at the time of interest
calculation.

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

An account contains an open receivable for 100 EUR, due


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

Subitem

Amount

Due date

Clearing

4711

0001

50 EUR

01/01

-(item open)

4711

0002

50 EUR

01/01

01/10

On 01/11, interest is calculated using the Open Items Only option. No


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

Printing Interest Notifications


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

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

calculating Surcharges for Late Payments


Use
If a business partner is in arrears with payments, instead of or in addition to
levying arrears interest, you can also charge an arrears surcharge for the
overdue items.
Features
The arrears surcharges are calculated in event 0104 in the clearing processes for
the following transactions:

Payment Lot, Check Lot, Credit Card Lot

Cash Desk

Cash Journal

Manual Posting with Clearing

Account Maintenance

Automatic Clearing

You cannot levy surcharges in the debit memo procedure, since


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

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

Supplementary Interest Calculation of Cleared Items (PSCD)


Use
This function effects receivables already cleared when calculating dunning interest.
There are two special features when calculating dunning interest that has accrued since
the last dunning run and clearing of open items:

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

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

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

For more information, see the documentation on function module


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

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

You can postprocess the dunning-relevant data manually in the


dunning proposal. If receivables have reached a specific dunning
level, you can lock the contract account or the service for a business
partner automatically in the dunning activities run. (See IS-T
Telecommunication Services in RM-CA Locking Services via the
Dunning Run (IS-T)).
Industry component Insurance (FS-CD)
The following dunning procedure types are supported:

Individual dunning notice
In an individual dunning notice, all items in a contract are
considered independently of one another. This means that you
can have several dunning procedures for one contract.

Total dunning notice
In a total dunning notice, all items in a contract are dunned with
one dunning procedure.

Multiple total dunning notice
A multiple total dunning notice can, in contrast to the total
dunning notice, contain several total dunning notices for one
business partner/insurance object relationship in parallel.

Contract dunning notice
In a contract dunning notice, only one current dunning
procedure exists at any one point in time. This refers to the
oldest item.

Account dunning
All items due for dunning for a contract account are dunned on a
cross-contract basis for account dunning.
The dunning procedures to be used are determined in the dunning
proposal run and saved in the item.

Notes on Dunning by Dunning Procedure for Insurance Companies


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

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

In Collections/Disbursements, you control the determination of dunning


procedures by defining a dunning variant for the contract account or the
insurance object-partner relationship (or a dunning procedure for the

document), instead of a dunning procedure. Notes on dunning control for


the contract account are also valid for the insurance object.

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

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

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

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

See also the

general notes on documentation for Collections/Disbursements.

The Dunning Process in Collections/Disbursements


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

42.
146.

147.

148.

149.

150.

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

You create an installment plan (dunning procedure ended


immediately).

You have ended the dunning procedure manually in the dunning


history.

An incoming payment has been received, or you have made


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

Configuration of the Dunning Process Flows


Purpose
To reflect and control the dunning processes that you require using the dunning
program, you first have to define the specifications for the dunning parameters
described in this section in Customizing.
Conversion Procedure
43.
...
152.
1.
In the Implementation Guide for Contract Accounts Receivable
and Payable, carry out the activities listed under Business Transactions in
the sectionDunning. See also the documentation for the activities, the
individual fields, and the indicators.
153.
2.
Define the required dunning parameters manually in the master
records of the contract accounts and/or in the document. To do this, choose
one of the following paths:

Role
Process Contract Account Master Data Create Contract
Account/Change Contract Account or Manual Postings Post
Document/Change Document

SAP Menu
Master Data Contract Account Create/Change or
Document Post/Change
In certain business transactions, the system can also enter dunning
parameters in the contract account and/or document automatically. This
enables you, for example, to default the dunning procedure when you are
creating contract accounts. Using the BAPI
BAPI_CTRACCONTRACTACCOUNT_CREA, you can determine dunning
locks.
For the industry components Public Sector Contract Accounts
Receivable and Payable and Utilities, in the Implementation Guide
for Contract Accounts Receivable and Payable, you can define default
values for dunning procedures and dunning locks that the system then
enters in the document automatically during posting (see Basic
Functions Postings and Documents Document Maintain Document

Account Assignments Maintain Transactions for Public Sector Contract


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

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

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

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

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

The valid dunning procedure and the related dunning levels for the
individual items

The dunning groupings in which the items are to be summarized


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

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

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

Creating Printed Records


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

FI_CA_DUNNING_NEW (Contract Accounts Receivable and Payable)


with the sample application form FI_CA_DUNNING_SAMPLE_SF (Smart
Form)

IS_U_CA_DUNNING (Industry components Utilities, Telecommunications)

ISM_CA_DUNNING (Industry component Media)

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

The dunning activity run creates the documents via industry-specific or


customer-specific dunning activities. SAP does not recommend this
method.

The dunning activity Create Correspondence Request creates


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

To avoid printing dunning notices that have already been reversed,


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

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

Archiving Dunning Notices


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

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

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

If you do not process the list created by the dunning activity run in Contract
Accounts Receivable and Payable with the transaction Dunning Notices
Telephone List, but want to forward it to an external system, for example, the call
center in mySAP CRM, you have to implement events 9010, 9012, and 9013.
You can forward the list as follows:

Automatically in the dunning run


Define the function module FKK_TRANSFER_CALL_LIST_1799 in event
1799.

Independent of the dunning run


Start report RFKKMADUTLTRANF. Make sure you read the report
documentation.
Using an installation-specific function module for event 0395, you keep mySAP
CRM up-to-date after you have transferred the data, for example, if an entry is
removed from the telephone list again as the result of a reversal of a dunning
notice.
You can asign the entries in the telephone list created in mySAP CRM to a clerk
automatically. Depending on the settings for the replication, you can enter the
clerk in CRM and/or FI-CA. The prerequisite for the automatic assignment is that
the clerk in CRM also exists as business partner in the system where FI-CA runs.
CRM middleware replicates the business partner Clerk and makes the
assignment to the contract account.
Maintenance in Contract Accounts Receivable and Payable (FI-CA)
In FI-CA, enter the required clerk in the contract accounts of your business
partners on the tab page General Data in the field Clerk Responsible.
Maintenance in CRM System
mySAP CRM portrays the clerk as a partner function using the business
agreement. In Customizing for CRM you define which partner function is to be
replicated in the corresponding field in the contract account.
Deleting Data Records No Longer Required
You can delete old entries that are no longer required this decreases the
burden on the system. In the SAP menu, choose Periodic Processing Delete
Data Entries in the Dunning Telephone List. See the report documentation.
Activities
Make the following settings in the Implementation Guide for Contract Accounts
Receivable and Payable:

Configure the dunning activities under Business Transactions Dunning


Notices.

Using the component Customer Contact, your clerks can document


communication with business partners in the system. To enable this, carry
out the contact configurations for the program context SAPLFKKDUTL
under Basic Functions Customer Contacts Define Configurations.

Under Technical Settings Prepare Processing of Clarification


Worklists, you can adjust the functions of the clarification worklist. The
relevant application object has the key DUTL. In particular, here you can
define your own processing status and user commands. SAP delivers the
function module FKKDUTL_EVENT_UCOMEXIT_OTHER as an example
for user commands.

If you use the function module FKK_SAMPLE_0746_TEL_ITEM as a


dunning activity, you can also create a telephone list in Correspondence
Dunning(compare Dunning Incoming Correspondence).

Functions in the Dunning History


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

F_KKDU (Dunning in Contract Accounts Receivable and Payable)

F_KKKO_BUK (Authorization in Company code)

F_KKKO_GSB (Authorization in Business Area)

F_KKKO_BEG (Authorization for Account via Authorization Group of


Contract Account)
The dunning header contains the field content for the company code and
business area that is required for the check. The contract account in the dunning
header determines the authorization group. If no contract account is specified in
the dunning header (cross-contract account dunning), the system does not check
the authorization group. The system issues a message informing you of how
many dunning notices are not displayed due to missing authorizations. Using the
authorization object F_KKDU, the system checks the dunning history for
authorization for the activities Set Next Dunning Level and Reverse Dunning
Notice.
In the account balance and the document display, you can only
display the dunning history for items that have actually been dunned,
that is, items for which you have already carried out dunning activities.
Items included in the dunning notice as info items (as described
in Creating Printed Records) do not appear here.

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

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

Cause/Solution

An item is not dunned.

The item is not due yet or has been deferred.


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

The dunning level of an item


that has already been dunned
is not increased.

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

Payment lock and incoming


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

The items in the contract account/insurance object


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

You expect one dunning


notice but receive several.

The dunning run splits the dunned items into


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

The dunning activity run sets


the new dunning level for a
dunning group, but does not
execute any dunning
activities.

No dunning activities were defined for the current


dunning level.
All items for the dunning group have been
completely cleared between the dunning proposal
run and the dunning activity run.
Actions that could lead to clearing documents are
not to be executed between the dunning proposal
run and the dunning activity run.

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

Initialization in Customizing

The creditworthiness factor in percent

Manual creditworthiness

Number of dunning notices, returns, and write-offs

The creditworthiness figure is adjusted if a dunning notice or return is reversed.


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

You can define the creditworthiness figure in Customizing in each dunning


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

In the Define Categories for Installment Plan activity, define a


creditworthiness number for each installment category. On the creation of
an installment plan it is assigned to the related business partner.

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

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

You can display the automatically determined creditworthiness of every


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

You can enter or change the creditworthiness manually. The manual


creditworthiness is added to the value of the automatically determined
creditworthiness, and thus forms the overall creditworthiness of a customer.

You can enter a percentage creditworthiness factor for each business


partner. You use this factor to weight the creditworthiness depending on the
business partner.

You can fix the current value of the automatically determined


creditworthiness. The creditworthiness value can then only change for
reasons relating to creditworthiness, such as dunning or dunning notice
reversal, but not for time-dependent reasons.

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

You can enter or reverse a creditworthiness record manually or with a


BAPI in the creditworthiness history. The system then determines the new
creditworthiness automatically.

For the creditworthiness of a business partner, SAP delivers the object


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

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

SAP Menu

Master Data Business Partner Display/Change Creditworthiness

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

Configuration of Dunning by Collection Strategy


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

Strategy, in specific business transactions the system can automatically set


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

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

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

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

The strategy for dunning the master data groups

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

Creating Printed Records


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

FI_CA_DUNNING_NEW (Contract Accounts Receivable and Payable)


with the sample application form FI_CA_DUNNING_SAMPLE_SF (Smart
Form)

IS_U_CA_DUNNING (Industry components Utilities, Telecommunications)

ISM_CA_DUNNING (Industry component Media)

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

The dunning activity run creates the documents via industry-specific or


customer-specific dunning activities. SAP does not recommend this
method.

The Create Correspondence Request dunning activity creates


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

Archiving Dunning Notices


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

Reversing Dunning Runs


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

166.
167.

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

Functions in the Dunning History


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

F_KKDU (Dunning in Contract Accounts Receivable and Payable)

F_KKKO_BUK (Authorization in Company code)

F_KKKO_GSB (Authorization in Business Area)

F_KKKO_BEG (Authorization for Account via Authorization Group of


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

Updating the Creditworthiness


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

Initialization in Customizing

The creditworthiness factor in percent

Manual creditworthiness

Number of dunning notices, returns, and write-offs

The creditworthiness figure is adjusted if a dunning notice or return is reversed.


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

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

You can display the automatically determined creditworthiness of every


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

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

You can enter a percentage creditworthiness factor for each business


partner. You use this factor to weight the creditworthiness depending on the
business partner.

You can fix the current value of the automatically determined


creditworthiness. The creditworthiness value can then only change for
reasons relating to creditworthiness, such as dunning or dunning notice
reversal, but not for time-dependent reasons.

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

You can enter or reverse a creditworthiness record manually or with a


BAPI in the creditworthiness history. The system then determines the new
creditworthiness automatically.

For the creditworthiness of a business partner, SAP delivers the object


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

Creating Collection Work Items


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

Close collection work items

Reopen collection work items

Change the responsibility for collection work items

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

Creates collection work items

Closes existing collection work items

Assigns collection work items to departments, units, and specialists based


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

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

Using the CRM WebClient user role FICACM

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

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

Determining Responsibilities for Processing Work Items


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

For more information about organizational management, see SAP NetWeaver


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

Managing Worklists (SAP GUI)


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

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

Its priority (using a valuation rule)


How many collection work items a collection specialist is allowed to assign
to himself and how many he is allowed to be processing at the same time

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

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

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

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

Create new worklists by grouping items and release them

Assign work items to work groups and specialists

Process the attributes of worklists

Display work items

Close work items

Reopen work items

Query the status of dialer work items from an external system


(power dialer)

Managing Worklists (UI Framework)


Worklists group together collection work items for processing.
Prerequisites

You have defined organizational management on the SAP Easy Access


screen under Tools Business Workflow Organizational Plan
Organizational Plan Organization and Staffing .
You have assigned users in the role of the person responsible for a
collections department or collections unit (manager) the user role FICACM.
For more information on organizational management, see SAP NetWeaver
Library under SAP NetWeaver by Key Capability Application Platform
by Key Capability Business Services Organizational Management (BCBMT-OM) .

You have made settings for the WebClient UI Framework in Customizing


for Contract Accounts Receivable and Payable under Technical
Settings UI Framework .
Features
A manager (that is, a user with the role of person responsible for a collections
department or collections unit) has all the same functions available in the
WebClient user role that are available in the SAP GUI transaction. However, here
a manager can also:

Change the assignment of work items to worklists


That means that a manager can move work items from one worklist to
another.

Temporarily remove work items from processing

Get an overview of the assignment of work items to units and departments


The authorizations necessary for managing worklists are contained in the
role SAP_WUIF_FICA_COLL_MANAGER.
For processing, the following pages are available in the navigation bar:

Collection Work Items Assignment

Create Worklist

Find Work Item

Find Worklist
NOTE
If you host the application in a central Data Center and end users have access
using WAN, this has a negative effect on performance. In this case, Accelerated
Application Delivery for SAP NetWeaver offers a solution. For more information,
see the SAP Service Marketplace
athttps://service.sap.com/installnwaccad.

Activities
Call transaction WUI and then proceed as follows:
To get an overview of the assignment of collection work items to
specialists and organizational units:
In the navigation bar, choose Collection Work Items Assignment.
In the work area, you can get an overview of all work items and how complete
their processing is, related to the organizational unit. In detail, you receive
information about:

How many work items are assigned to an organizational unit

How many work items there are in each processing status

What the total amount is for the work items assigned to an organizational
unit

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

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

SAP

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

Dunning

Correspondence

Work item

Payment

Promise to pay

Installment plan

In addition, you can integrate further events using a customer enhancement. In


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

The system assigns a correspondence to a specific installment plan if the


correspondence is an installment plan notification for this installment plan.

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

The system assigns a payment to a specific promise to pay if the promise


to pay was closed by this payment.

Valuating the Success of Dunning


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

provides the sample module FKK_SAMPLE_0393 where, for example, each


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

Determining the Optimum Collection Strategy


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

Dunning By Collection Strategy Process Test Series for Strategy


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

Updating Collection Strategies


If you want to replace a collection strategy, for example because you have
determined the optimum collection strategy, you can replace it in a program run
in the master data of all affected business partners.
Features
You update collection strategies at the master data level (contract account,
contract account group, contract, contract group). In doing so, you can:

Explicitly enter the new collection strategy that you want to replace the
collection strategy entered in the master data

Enter a test series that the program run uses to replace the collection
strategy

Activities
From the SAP Easy Access screen, under Periodic Processing For Contract
Accounts Dunning By Collection Strategy Process Update Run for
Collection Strategies , you can:

Display the log for an update run

Execute an update run again for one that had errors

Undo an update run


For more information, see the program documentation.

Recording BRF Traces or BRFplus Traces


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

Using the report Collections Management: Display BRF Trace


You call the report either from the SAP Easy Access screen or in the
dunning proposal run. On the SAP Easy Access screen, choose Periodic
Processing For Contract Accounts Dunning By Collection Strategy
Display BRF Traces . To call the report in the dunning proposal run, enter

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

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

Disconnection/Reconnection of a Utility Installation


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

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

Creating Disconnection Documents Using Dunning Runs


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

Define a dunning activity for generating a disconnection document.


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

See also:

Reconnection overview

Reconnection via payment

Reconnection via installment plan creation

Minimum/maximum amount check of clearing amount

Propose contract-related reconnection

Examples for the contract-related proposal of items

Examples for the contract account-related proposal of items

Disconnection/reconnection of utility installation: Workflows:

Creating Disconnection Documents for Collective Bill Accounts


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

See also:

Reconnection overview

Reconnection via payment

Reconnection via installment plan creation

Propose contract-related reconnection

Minimum/maximum amount check of clearing amount

Examples for the contract-related proposal of items

Examples for the contract account-related proposal of items

Disconnection/reconnection of utility installation: Workflows:

Reconnection Process: Overview

When disconnection-relevant, open items for a contract account or contract remain


unpaid and an installation has been disconnected via a dunning run, you can reconnect
the installation in the following ways:

Reconnection after a (partial) payment of disconnection-relevant, open


items

Reconnection after the creation of an installment plan that includes


disconnection-relevant, open items.
Both processes are presented in the following section.

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

You can find the Customizing settings for disconnecting/reconnecting a utility


installation, as well as the accompanying documentation in the following Customizing
activities in SAP Utilities Customer service Process execution Disconnection
reconnection:

Define number ranges for disconnection documents


Define search help for disconnection documents
Define notes for disconnection
Define confirmation status
Define processing variants for disconnection documents
Define disconnection types

Reconnection via Payment


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

A utility installation can only be reconnected automatically if the


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

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

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

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

See also:

Reconnection via installment plan creation

Minimum/maximum amount check of clearing amount

Propose contract-related reconnection

Examples for the contract-related proposal of items

Examples for the contract account-related proposal of items

Disconnection/reconnection of utility installation: Workflows:

Reconnection Through Installment Plan Creation


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

A utility installation can only be reconnected automatically if the


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

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

If not all disconnection-relevant open items are included in the


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

See also:

Minimum/maximum amount check of clearing amount

Propose contract-related reconnection

Examples for the contract-related proposal of items

Examples for the contract account-related proposal of items

Disconnection/reconnection of utility installation: Workflows:

Minimum/Maximum Amount Check for Clearing Amount


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

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

See also:

Propose contract-related reconnection

Examples for the contract-related proposal of items

Examples for the contract account-related proposal of items

Disconnection/reconnection of utility installation: Workflows:

Propose contract-related reconnection


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

Reconnection proposed per contract. The system checks the open items
of one contract (not all contracts) to determine whether the reconnection
criteria are fulfilled.

All contracts from the contract account should be considered for


reconnection. The system checks whether all contracts from the contract
account fulfill the reconnection criteria.

Only one of the two variants can be set in Customizing.


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

See also:

Examples for the contract-related proposal of items

Examples for the contract account-related proposal of items

Disconnection/reconnection of utility installation: Workflows:

Examples for the contract-related proposal of items


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

Contract
account

Contract

Payment/
Amount Clearing
installment
amount
plan

10001

4711

200.-

0.-

10002

4711

300.-

0.-

10003

4711

500.-

300.--

Dunning history
Document
No.

Contract
account

Contract

Dunning
amount

Disconnection
document no.

10001

4711

200.-

30001

10002

4711

300.-

30001

10003

4711

500.-

30001

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

Example 2: Clearing the total dunning amount of a contract account


You have set the indicator Contract-related item proposal.
Open item table DFKKOP:
Document
No.

Contract
account

Contract

Payment/
Amount Clearing
installment
amount
plan

10001

4711

200.-

0.-

10002

4711

300.-

0.-

10003

4711

500.-

500.--

Dunning history
Document
No.

Contract
account

Contract

Dunning
amount

Disconnection
document no.

10001

4711

200.-

30001

10002

4711

300.-

30001

10003

4711

500.-

30001

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

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

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

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

Contract
account

Contract

Payment/
Amount Clearing
installment
amount
plan

10001

4711

200.-

0.-

10002

4711

300.-

300.-

10003

4711

500.-

500.--

Dunning history
Document
No.

Contract
account

Contract

Dunning
amount

Disconnection
document no.

10001

4711

200.-

30001

10002

4711

300.-

30001

10003

4711

500.-

30001

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

See also:

Examples for the contract account-related proposal of items

Disconnection/reconnection of utility installation: Workflows:

Examples for Contract-Related Proposal of Items


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

Contract

10001
10002
10003

1
2
-

4711
4711
4711

Payment
plan/installment
plan
X
X
X

Amount Clearing
amount
100. 100. 800. -

0. 0. 500. -

Dunning History
Document Contract
number
Account

Contract

10001
10002
10003
Total

1
2
-

4711
4711
4711

Dunning amount

100. 100. 800. 1000. -

Disconnection
document
number
30001
30001
30001

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

Example 2: Complete payment of items assigned to a contract account


You have not set the indicator Contract-related item proposal.
Open item table DFKKOP:

Document Contract
No.
account

Contract

10001
10002
10003

1
2
-

4711
4711
4711

Payment/
installment
plan
X
X
X

Amount Clearing
amount
100. 100. 800. -

0. 0. 800. -

Dunning history
Document
No.
10001
10002
10003
Total

Contract
account
4711
4711
4711

Contract
1
2
-

Dunning amount
100. 100. 800.1000.-

Disconnection
document no.
30001
30001
30001

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

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

Contract

10001
10002
10003

1
2
-

4711
4711
4711

Payment/
installment
plan
X
X
X

Amount Clearing
amount
200.300.500.-

0.300.500.-

Dunning history
Document
No.
10001
10002
10003
Total

Contract
account
4711
4711
4711

Contract
1
2
-

Dunning amount
200.300.500.1000.-

Disconnection
document no.
30001
30001
30001

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

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

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

Changes to the item


Setting a deferral date, a dunning block and/or a payment block for the
reopened receivables

Changes to the contract account


Setting a dunning block, incoming payment block, outgoing payment block
and/or changing the incoming payment method, from direct debiting to
payment on demand, for example.
You can also manually set a processing block with a certain time limit in order to
prevent dunning notices and debit memos being generated for a contract
account.
In an industry solution or a customer project, you can also realize the following
activities:

Connect processing to a workflow

Create and transfer information for the clerk responsible

Create correspondence for the business partner


The system records all data and activities in a returns history. Here, for example,
you can see the number of returns for a business partner. The system uses the
returns history to determine the creditworthiness of a business partner
You use predefined application forms in the Correspondence component to
print paper records such as return notifications. You define application forms
using the Print Workbench.

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

Returns Category

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

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

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

Initialization in Customizing

The creditworthiness factor in percent

Manual creditworthiness

Number of dunning notices, returns, and write-offs

The creditworthiness figure is adjusted if a dunning notice or return is reversed.


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

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

In the Define Categories for Installment Plan activity, define a


creditworthiness number for each installment category. On the creation of
an installment plan it is assigned to the related business partner.

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

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

You can display the automatically determined creditworthiness of every


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

You can enter or change the creditworthiness manually. The manual


creditworthiness is added to the value of the automatically determined
creditworthiness, and thus forms the overall creditworthiness of a customer.

You can enter a percentage creditworthiness factor for each business


partner. You use this factor to weight the creditworthiness depending on the
business partner.

You can fix the current value of the automatically determined


creditworthiness. The creditworthiness value can then only change for
reasons relating to creditworthiness, such as dunning or dunning notice
reversal, but not for time-dependent reasons.

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

You can enter or reverse a creditworthiness record manually or with a


BAPI in the creditworthiness history. The system then determines the new
creditworthiness automatically.

For the creditworthiness of a business partner, SAP delivers the object


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

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

SAP Menu
Master Data Business Partner Display/Change Creditworthiness

Entering and Posting Returns Manually


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

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

Entering and Posting Returns Automatically


Purpose

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

If the program terminated during the automatic returns transfer, you


can continue the transfer with a restart (see Program Termination:
Continue Returns Transfer).

Posting to Clarification Account


Use
If, when you posted a returns lot, some of the items could not be cleared, you
can post the returns to a clarification account to

Track items with a certain returns reason in clarification processing

Credit the returns clearing account


Activities
If you want a posting to a clarification account to take place for a certain returns
reason, enter an account for the corresponding returns reason in Customizing
(see the Implementation Guide for Contract Accounts Receivable and
Payable Business Transactions Returns Configure Returns Reasons).
With report RFKKRLCL, you can display clarification items in a returns lot for a
key date.

Special Features in Processing Returns


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

Activities

Payment cannot be canceled

See Types of Posting

There are returns postings for


See Types of Posting
documents from a legacy or operational
system
You have entered increased charges.

See Charges Handling

Executing Returns Activities


Use
Various different activities may be required for returns:

No more collections are to be attempted from a bank account because


the bank account no longer exists.

No more outgoing payments are to be made because the required


incoming payments have not been received.

The responsible employee is to be informed via workflow.

Correspondence is to be created and subsequent activities requested


(see also Printing Returns Notifications).

Integration
Returns activities are based on the Returns Reason.
Features
In Customizing you can make the following settings for a returns reason based on
company code, number of returns, creditworthiness, tolerance group, house bankand so
on (see the Implementation Guide for Contract Accounts Receivable and
Payable Business Transactions Returns Configure Returns Reasons).

Activities for charge handling, such as making business partners liable for
charges (see Charge Handling)
Set a dunning lock at contract account, item, or contract level
Set a payment lock at contract account, item, or contract level
Postpone a due date by defining deferral days
Scaled charges and amount differences
Delete the outgoing payment method in the contract account or contract
in the event of credit memo returns
Delete the payment method in the item on which the return is based
Change the payment method in the item on which the return is based
In event 0292 you can set a new payment method in the item dependent on
the existing payment method.

You can also define your own function modules for event 0295. These function modules
execute other returns activities, or supplement existing activities. (See also the
documentation for the sample function module FKK_SAMPLE_0295)
In the different application areas (industry components), you can carry out further
returns activities (see Executing further Returns Activities).
If you have defined returns activities dependent on the house
bank in the system settings, you must specify the house bank in the
returns header lot on the tab page Clearing Account and
Management.
Special Features for Check Returns
You can post outgoing checks that cannot be delivered or that have been returned as
returns instead of reversing the check payment in check management if additional
activities, such as changing the payment method in the contract account are to follow
automatically.

Displaying the Returns History


Prerequisites
At least one returns lot was entered, closed, and posted successfully.
Procedure
1. Choose one of the following paths:

Roles
Business Partner Account
Information (SAP_FI_CA_PARTNER_ACCOUNT_INFO) Returns
History

SAP Menu
Account Other Information Returns History
The initial screen for entering selection conditions appears.

2. Enter the data required for selection.


Specify any display variants you wish to use.
You can structure the result list with predefined display variants (see
below).
3. Choose Continue.
All those returns that match the criteria you entered are displayed.
You can adapt the current display variant to your needs.
1. Choose Settings Display Variant Define.
2. The dialog box for modifying the display variant appears.
3. Select the fields you require and confirm your selection.
To save the display variant, choose Settings Display Variant Save. A
dialog box for saving the display variant appears.
4. Enter the required data and save.

The newly-defined display variant has been saved.


Result
The returns history is displayed.
Deferrals and Installment Plans
Purpose
This component enables you to defer payment or arrange payment by
installments for business partners who cannot keep up their payment obligations.
If a deferral has been agreed, a deferral date is noted in the open item in addition
to the due date. The deferral date has the effect that no dunning notices are sent
and no payments are collected during the agreed deferral period. Once the
deferral date has passed without payment being made, the open item is dunned
and bank collection is executed again.
If payment by installments has been agreed, you create an installment plan for
the amount of the original receivable. The individual installments and their due
dates are specified in the installment plan. You can levy charges for the facility of
offering an installment plan. To avoid having due dates fall at the weekend or on
public holidays, you can refer to the factory calendar when determining these
dates. The individual installment, rather than the original receivable, is included in
dunning and in the payment run.
Integration
If you are using the Item Interest Calculation component, you can calculate
interest on the installment plan.
Features
You can delete installments that have not yet been paid, and change the amount
of an installment (repayment and interest) or the due date. You can add
installments to an active installment plan. The sum of the installments in an
installment plan must always be equal to the sum of the original receivables
entered in the installment plan.
Provided the installment plan is active, in the account balance display and the
installment plan, you can call up the receivables in an installment. The document
number of the installment plan is recorded in the original receivables, which
ensures there is a link between original receivable and the installment plan.
When an installment is paid, the payment is automatically spread over the source
receivables. When the final installment of an installment plan is paid, both the
installment plan and the original receivable are cleared by the payment program
when the incoming payment is posted. Installments can be partially paid.
If the agreement for payment in installments is canceled, you can deactivate the
installment plan manually. This means that the original receivable becomes
active again and the link between the original receivable and the installment plan
is deleted. A deactivated installment plan cannot be reactivated, and no further
payments can be assigned to the installment plan.

With appropriate Customizing settings for the insallment plan categories, when
you create an installment plan, you can update the creditworthiness of the
business partner concerned. With appropriate Customizing settings for the
deactivation reasons, you can reverse the creditworthiness entries.
Industry Component Utilities (IS-U)
An installment plan can be deactivated automatically by the dunning run when a
certain dunning level is reached.
You define the forms for correspondence with business partners who have
arranged to pay in installments with the Print Workbench component.

Installment Plan
Definition
With an installment plan you divide source items to several installment
receivables that have a due date in the future. Once an installment plan has been
posted, the items of the installment plan and not the source items are referred to
when a bank collection is made or when a dunning run is carried out.
Use
You create an installment plan for business partners wishing to make payment
but who are temporarily unable to keep up their payment obligations. One or
more source items can form part of an installment plan. You can include
receivables and items for a currency and a contract account in an installment
plan, and create installment plans on a cross-account basis.
Structure
An installment plan consists of a statistical document with several installment
receivables. The individual installment receivable is cleared upon payment. The
number of the installment plan is saved in the source items. This ensures a
connection between the installment plan and the source receivables and
between the source receivables and the installment plan. If interest is payable on
an installment plan, the installment plan will also have an interest supplement.

Entering and Processing Deferral Dates


If a business partner is temporarily unable to pay his liabilities, you can enter a deferral
date in the item. You can reverse a deferral by deleting the deferral date in the item. You
can enter a deferral date in the item when you post or change a document. To cancel a
deferral date, use the transaction Change Document. If you want to display the deferral
date of an item, use the transaction Display Document.
Procedure
52.
...
193.
1.
Choose one of the following paths:

Roles
Manual Postings (SAP_FI_CA_MANUAL_POSTINGS) Change
Document

SAP Menu
Document Change
194.
2.
Enter the document number.
195.
3.
Choose Goto List of Business Partner Items.
196.
4.
Doubleclick on the item to be deferred.
197.
5.
Enter a deferral date.
198.
6.
Save the document.
You can also enter a deferral date at the same time as you enter a document (see
Entering Documents).
Result
The deferred item is not dunned in a dunning run or collected from the bank by the
payment program until after the date specified. Once the deferral date has passed, or if
you have deleted the date from the item, the item can be dunned and collected.

Selection of Open Items


Use
You should make a selection with open items to see whether they can be
converted to an installment plan.
Prerequisites
In Collections/Disbursements a standard logic in the dunning area and in the
German insurance contract law is pursued to define the relationship to the
business partner. If a payment is overdue, you must decide whether you want to
create an installment plan that will keep the customer bound to the company, or if

you want to make use of this inability to pay to terminate the business
relationship with the business partner.

Initial premiums are never converted to installment plans.

However, subsequent premiums can ibe converted to an installment plan.

Features
The procedure described below has been selected to implement this logic in
Collections/Disbursements.
In Customizing for dunning procedures you can assign an alternative dunning
procedure to every dunning procedure (see SAP for
Insurance Collections/Disbursements Business
Transactions Dunning Dunning by Dunning Procedure Configure
Dunning Procedure).
This alternative dunning procedure is transferred to the items that are generated
when an installment plan is created (event 3000 in the installment plan:
Collections/Disbursements: adds additional fields to the document items in the
installment plan). Items that bear a key for a dunning procedure for which no
alternative dunning procedure has been defined (this would be the case with first
premium dunning procedures) must not be included in an installment plan.

With the complete dunning you must ensure that items are suppressed
when converting to an installment plan, if there is an active initial premium
dunning procedure for the contract to which these items are assigned.
If an initial premium dunning procedure has been agreed in relation to an
insurance contract, or if an initial premium dunning procedure is already in
progress, the subsequent receivables from this contract must not be
converted to an installment plan.

With individual dunning it is not necessary to suppress further items, as all


items here are seen independently of one another.

The following procedure has been selected for contract dunning: As long
as an initial premium procedure exists, no later items are converted to an
installment plan.
This procedure ensures that only receivables from subsequent premiums though not all receivables from subsequent premiums- can be included in an
installment plan (technical conversion occurs at event 3020).
If open items should not be included in the installment plan on the basis of the
above conditions, a warning message is displayed.
You should make a selection with open items to see whether they can be
converted to an installment plan.

Creating Installment Plans


Use
You create an installment plan when both of the following apply:

There are one or more open items on the contract account of a business
partner.

The business partner is unable to meet his/her payment obligations in


accordance with the usual payment rules.

Prerequisites
To be able to prioritize the clearing of original items when payments are received,
you set the Clrg Priority (clearing priority) indicator. You do so in Customizing for
Contract Accounts Payable and Receivable under Business
Transactions Deferral and Installment Plan, Activate Additional Installment
Plan Enhancement.
Features
When you calculate interest, the system creates an interest document
automatically. When you enter a charge amount, the system posts a document
for the installment plan charges. During posting, interest and charges documents
are automatically transferred to the installment plan for the original receivables
(seeCharging Interest and Surcharges for Installment Plans).
When you create an installment plan, the system copies the
company code, contract, business area, and business place from the
original item (in the standard system), as long as these fields have the
same value in all original items selected. If you do not want to fill
these fields in the installment plan, or want to enter other values, you
can do this by defining event 3000 accordingly (see the
documentation of the sample function module FKK_SAMPLE_3000).
The system can calculate the first installment as a percentage of the total amount
of the installment plan. Enter the percentage in Customizing for Contract
Accounts Receivable and Payable under Business Transactions Deferral and
Installment Plans Define Categories for Installment Plan. Activate the
enhancement under Business Transactions Deferral and Installment
Plans Activate Installment Plan Enhancement for Charges/Interest.
When you use a suitable installment plan category, the system calculates the first
installment as a percentage.
Activities
53.
199.
1.

...
Choose one of the following paths:
Role
Process Outstanding

Payments (SAP_FI_CA_OUTSTANDING_PAYMENTS) Create


Installment Plan

SAP Easy Access screen


Account Installment Plan Create
200.
2.
Enter the selection criteria for open items and posting parameters.
201.
3.
Choose Continue.
202.
4.
Enter the installment plan parameters. You can either copy default
values to the initial screen using the Installment Plan Type or enter the
installment plan parameters manually. You must enter the installment
interval and the interval type; you also have the option of entering an
amount for the installment plan charges and the installment plan category,
and a value for the Remaining Amount field.
The system creates an installment plan proposal based on the parameters
set. There are two ways to create an installment plan proposal.

Enter an amount in the Installment Amount field. The installment


amount and the total sum of the source items determine the number
of installments.
You can also add partial amounts to the installment plan.

Enter values in the fields Rounding Amount and No. of Installments.


The installment amount is calculated from the total sum of the original
receivables, the rounding amount, and the number of installments. If
you enter a rounding amount, the system automatically checks
whether this amount complies with the rounding rules defined in
Customizing.
Regardless of whether you have the system create an installment
plan proposal by entering the installment amount or by entering the
rounding amount and number of installments, there may be a
remaining amount when the individual installments are calculated.
This is because the total of the individual installments must always
equal the total of the original receivable (installment amount * number
of installments + remaining amount = total of original receivable). In
the Remaining Amount field, specify whether this remaining amount is
to be included in the first or last installment, or in a new installment.
If you set the Distribute indicator, the interest and charges are
distributed over all of the due dates.
A list of selected items appears.
203.
5.
Select the open items that you want to include in the installment
plan. The start date defines the due date of the first installment.
You can assign numerical key figures in the Prio column. This enables you
to influence the clearing priority of the selected original items when
payments are received.

204.

6.
Choose Continue.
An Installment Plan Proposal appears, in which you can make the following
changes:

Add installments

Delete installments

Calculate or delete interest

Create or delete an installment plan surcharge and/or an inflation


surcharge
The prerequisite in this case is that you activated the enhancement in
Customizing under Business Transactions Deferral and Installment
Plans Activate Installment Plan Enhancement for Charges/Interest.
In the bottom right hand corner of the screen, a table appears with the most
important account balances (such as open amount, due amount, installment
plan, credit). If you select a balance, the account balance display appears
and you can see the corresponding items.
205.
7.
Save the installment plan.

Processing an Installment Plan


Use
You can change an installment plan and thus:

Delete installments or add further installments


Change the due date and the amount of each individual installment
receivable, provided the installment receivable has not yet been paid.

Prerequisites
You can only process an installment plan that has not been deactivated and not
been cleared. If you want to change the amounts in an installment plan, you must
ensure that the total of the installment receivables always corresponds to the
total of the source receivables.

Displaying and Changing Installment Plans


Use
You want to display or change existing installment plans for a business partner.

Procedure
54.
...
206.
1.
Choose one of the following paths:

Role
Process Outstanding
Payments (SAP_FI_CA_OUTSTANDING_PAYMENTS) Display
Installment Plan/Change Installment Plan.

SAP menu
Account Installment Plan Create/Change
207.
2.
Select Change or Display.
208.
3.
Specify the desired installment plan and choose Continue.
If you use the input help for the Installment Plan Number field, for
selection using the installment plan history, the system displays only
active installment plans as standard. If you also want to display
deactivated installment plans, you have to specify a deactivation
reason on the tab pageInstallment Plan History.
The following table lists the functions you can use when changing or displaying
an installment plan:
Functions with Display
and Change

Call/function

Procedure/Notes

Print
correspondence

Installment Plan Save


+ Create Letter

The letter is written into


the correspondence
container. For more
information on output,
see Functions for
Scheduling Program
Runs, Printing
Correspondence, and
Printing Correspondence
with the Print Workbench.

Display source
receivables in the
account balance display

Environment Source
Receivable (Account
Display)

The system calls up the


account balance display.
You see the documents
that have been included
in the installment plan.

Display installment plan


changes

Goto Changes

Display interest
supplement

Environment Interest
Supplement

Prerequisite is that
interest is charged on the
installment plan.

Display/change

The system displays

To set or change a lock,

processing locks

locks, such as payment,


dunning, interest, and
clearing locks per
installment plan item
together. When you place
the cursor on the icon ,
the type of locks that
exist are displayed in a
quick info. For detailed
information, such as the
lock reason, double-click
on the icon and select the
required lock in the
following dialog box.
The overview also shows
a column for each
processing lock with the
relevant lock reason. If
there are several locks of
the same type with
different lock reasons, a
tilde appears (~). By
double-clicking on the
table field with the lock
required, you can display
and change the details
for this lock.

navigate using the


icon
or by doubleclicking on the
corresponding table field
in the overview to the
dialog box for
setting/changing the
required lock and enter
the data required.
Alternatively, delete the
lock reason or enter it in
the required column in
the overview. However,
the field is only ready for
input if there is no lock or
only one unconditional
lock.
In this way you can only
set time-based
unconditional locks.

Functions only with


Change

Call/function

Procedure/Notes

Deactivate installment
plan

Installment
Plan Deactivate
Installment Plan

If the installment plan has


not yet been paid or paid
in part, you can carry out
an automatic reversal of
the interest document
and the charge document
for this installment plan.

Add installment

Edit Add Installment

If you add or delete


installments, you must
then ensure that the total
of the installment plan
corresponds to the
amount of the source
receivable.

Delete installment

Select the appropriate


installment(s) and
choose Edit Delete
Installment

If you add or delete


installments, you must
then ensure that the total
of the installment plan
corresponds to the
amount of the source
receivable.

Display source
receivables in the
installment plan history

Goto Display Source


Receivables for
Installment Plan

This brings you to the


installment plan history. It
will tell you which
receivables are included
in the installment plan.
This is also possible after
the installment plan has
been reactivated.

Installment Plan History


Use
You can use the Installment Plan History to determine the source items on which
an installment plan is based. The installment plan history records the period in
which a source item appears in an installment plan.
Prerequisites
You must make the following settings in the Contract Accounts Receivable and
Payable Implementation Guide:

Installment plan categories (see IMG structure Contract Accounts


Receivable and Payable Business Transactions Deferral and
Installment Plans Categories for Installment Plan )

Deactivation reasons (see IMG structure Contract Accounts Receivable


and Payable Business Transactions Deferral and Installment
Plans Deactivation Reasons for Installment Plan)
Features
An installment plan history is updated automatically in the system for every
installment plan. The history is also updated when you deactivate the installment
plan. As well as the reference to the source receivables, the following data is
stored in the installment plan history:

Installment plan category

Deactivation reason


Deactivation date (to be entered when deactivating)

Deactivation date and time (time stamp)

The amount remaining when the plan is deactivated


You can access the installment plan history in the following ways:

When you create an installment plan (Role: Process Outstanding


Payments (SAP_FI_CA_OUTSTANDING_PAYMENTS) Create
Installment Plan; SAP Menu: Account Installment Plan Create), all
the open items that have already been part of an installment plan are
flagged by an icon. By double clicking on this icon you can go directly to the
corresponding installment plan history for the item. This displays all
installment plans that contained this item.

In the Original Receivables screen (Role: Process Outstanding


Payments (SAP_FI_CA_OUTSTANDING_PAYMENTS) Display
Installment Plan/Change Installment Plan; SAP Menu:
Account Installment Plan Display/Change).

From account balance display (Role: Account Information on Business


Partner (SAP_FI_CA_PARTNER_ACCOUNT_INFO) Account
Balance); SAP Menu: Account Account Balance) you can call up the
installment plan history for the contract account or for the business partner
under Environment Account Installment Plan History.

You can conduct various evaluations of the installment plan history using
the following paths:

Role
Process Outstanding
Payments (SAP_FI_CA_OUTSTANDING_PAYMENTS) Display
Installment Plan History

SAP Menu
Account More Information Installment Plan History

Interplay Between Installment Plan and Dunning Notices


Prerequisites
Installment plan items are permitted to differ from the current dunning procedure.
There is a check to ensure that the installment plan can only be implemented if
all items of a dunning procedure have been included in the installment plan
(event 3025).
If the selection you have made does not fulfill these requirements, the following
message appears: This selection of items is inconsistent or incomplete.
If the system recognizes that the selection of items is consistent, then you can
create the installment plan.

Features
The interplay between the installment plan and dunning by dunning
procedure for insurance companies is described here.
On the basis of the above prerequisites, you must differentiate between the
following two cases when you create an installment plan:

The contract to be incorporated in the installment plan is not yet the


subject of a current dunning procedure in dunning by dunning procedure for
insurance companies.
The receivables due from the policyholder are converted to installments that
are automatically provided with an alternative dunning procedure to the
original dunning procedure (event 3000 in the installment plan:
Collections/Disbursements: adds additional fields to the document items in
the installment plan).
This alternative dunning procedure in dunning by dunning procedure for
insurance companies consists of only a few steps and ends when the
installment plan is deactivated.

At least one contract to be incorporated in the installment plan is in a


dunning procedure in dunning by dunning procedure for insurance
companies.
You must ensure that all items in a current dunning procedure in dunning by
dunning procedure for insurance companies are entered in an installment
plan together. If this were not the case, there would be inconsistencies in
dunning processing. It is assumed that the inability of the policyholder to
pay also applies to all items within the dunning procedure. Therefore, it is
not possible to take just one particular receivable of a dunning procedure
and of putting it in an installment plan. Make the necessary check in event
3025.
When all items of a current dunning procedure have been converted to an
installment plan, an information message appears:
Simultaneously, an indicator is set in the contract dunning history (MVSTA 94,
MVBIS = date) for dunning by dunning procedure for insurance companies and
the current dunning status recorded there is frozen. This means that this
particular dunning procedure can be reactivated if the installment plan falls
through.

Installment Plan Dunning Procedure


Prerequisites
Customizing for the installment plan dunning procedure is integrated in
customizing for dunning procedures. You must make the relevant settings. (IMG
structure:SAP for Insurance Collections/Disbursements Business
Transactions Dunning Dunning by Dunning Procedure for Insurance
Companies Configure Dunning Procedure).
The installment plan dunning procedure can be made customer-specific. For
example, it can consist of two dunning levels, namely a reminder dunning level
and a level that deactivates the installment plan.
This procedure means that the normal dunning procedure contains installment
plan items when using dunning by dunning procedure for insurance companies.
Activities
If an installment plan is deactivated during a dunning activity in dunning by
dunning procedure for insurance companies, this has the effect that all dunning
procedures related to this installment plan are given the status 95 (termination of
dunning procedure through deactivation of installment plan). At the same time,
the dunning procedure related to the source items is reactivated by a change in
status from 95 to 01.

Charging Interest and Surcharges for Installment Plans


If you are using the Item Interest Calculation component, you can calculate
interest on the installment plan.
Prerequisites
You have defined the transactions and account assignments for the interest
credits arising and the details for calculating interest on installment plans in
Customizing for Contract Accounts Receivable and Payable (see Business
Transactions Deferral and Installment Plans).
You also checked which of the following settings you need for your processes,
and have made these settings in Customizing.
Interest for Installment Plan Items
You can execute item interest calculation when you create or change an
installment plan. In Customizing choose Business Transactions Deferral and
Installment Plan Define Default Values for Interest on Installment Plans. Using
the Only int. on arrearsand the Never int. on arrears indicators, you can specify
how the system handles interest:

Calculates interest only for installment payments that are received late

Calculates interest both for installment payments that are received late
and those received early

Calculates interest regardless of the reciept date of the installment


payments
Using a transaction of your own, you can post interest due as part of installment
plan processing statistically or for the G/L. Whether installment plan interest is
posted statistically or for the G/L depends on the statistics indicator that you
maintain as part of company-code-dependent transaction data.
Interest for Original Items
During clearing, the system can check the installment plan items and, if
necessary, calculate interest on the original items that it assigns to the cleared
installments based on the settings in clearing control. To have this happen,
choose Business Transactions Interest Calculation Item Interest
Calculation Activate Additional Functions for Interest Calculation and set
the Int. Inst. Plan (interest calculation for clearing of installment plan items)
indicator. By setting this indicator, you deactivate all interest calculation functions
in installment plan processing. In that case, the system then calculates interest
solely for the original receivables that are included in the installment plan.
Or you can set up the calculation of interest on original items by
choosing Business Transactions Deferral and Installment Plan Define
Default Values for Interest on Installment Plan. In the Int.fm Orig.Itm (interest
from original item) field, you can define the interest calculation as follows:

Choosing SPACE (Interest Not Calculated from Original Items) allows you
to overwrite the proposed interest start date, which is also the installment
plan start date, when processing the installment plan.

Choosing X (Interest Calculated from Original Items) means that the


system calculates interest on the original items that the system assigned to
the cleared installments based on the settings in clearing control.

Choosing Y (Original Interest Calculation or Original Interest Calculation


from Start Date) means that, if the start date is initial, you can calculate
interest for the original items in installment plan processing, or you can
choose a date of your own for the start of interest calcuation. If a start date
is entered, depending on the settings you made in the Define Categories
for Installment Plan IMG activity, the system can also calculate additional
interest on original items up to the start date. In the Define Categories for
the Installment Plan activity under Business Transactions Deferral and
Installment Plan,you specify that you do not want to calculate interest for
original items, or if you want to start the interest calculation for items
automatically or manually before the start of the interest calculation.
Interest When the Installment Plan Is (Partially) Deactivated
You can control how the system calculates interest if the installment plan is
deactivated or partially deactivated. In Customizing choose Business
TransactionsDeferral and Installment Plan Define Default Values for

Installment Plans. Make your setting in the Interest on Arrears field. See the
documentation for the field.
For the deactivation reason, you can also specify how you want the system to
handle the interest calculated. You can choose to have the interest credited or
refunded, either partially or wholely. Or you can specify that the interest posting
remains despite the deactivation. In Customizing, choose Business
Transactions Deferral and Installment Plans Define Deactivation Reasons
for Installment Plan.
Surcharges and Interest on Installment Plans
In addition to interest on installment plans and originial items, you can also:

Calculate inflation surcharges and/or installment plan surcharges, either


manually or automatically

Calculate interest for original items up the start date of the installment plan
(default value) or up to any other point in time (before the start date of the
installment plan)
To do so, choose Business Transactions Deferral and Installment
Plans Activate Installment Plan Enhancement for Surcharges Interest and
enter the value X in the InstPlan Enh. (installment plan enhancement) field. If you
make that entry, then the system displays the pushbuttons for using this
enhancement (see below).
The system derives additional specifications, such as the installment plan
category and charge category, from the activity Define Categories for Installment
Planunder Business Transactions Deferral and Installment Plans.
You make settings for posting any charges you make in the Define Charge
Categories for Installment Plan Surcharges activity.
In the Exclude Main or Subtransaction from Surcharges activity, you can exclude
certain main transactions and subtransactions from being assessed with
surcharges.
Features
You can calculate interest for original items and installment plan items, as well as
levy charges and surchages on installment plans.
Activities
55.
...
209.
1.
Choose one of the following paths and create an installment plan
proposal (see Creating Installment Plans):

Role
Process Outstanding
Payments(SAP_FI_CA_OUTSTANDING_PAYMENTS) Display
Installment Plan/Change Installment Plan.

210.

211.

212.

213.

SAP menu
Account Installment Plan Create/Change
2.
On the Create Installment Plan: Specifiy Installments screen,
choose the
Calculate Interestpushbutton. A dialog box appears for you to
enter the interest parameters.
3.
In the toolbar, choose either the pushbutton
Calc. Inst.Plan
Surcharge (Calculate Installment Plan Surcharge) or
Calc. Inflation
Surcharge(Calculate Inflation Surcharge) to calculate inflation or installment
plan surcharges.
4.
Choose the
OrigItmIntCalc. (Original Item Interest Calculation)
pushbutton in the toolbar to calculate interest for original items up the start
date of the installment plan (default value) or up to any point in time you
choose.
Specify the due date for the interest, and whether you want the interest to
be treated as one or more separate interest installments.
To specify the point in time up to which the system should calculate interest
on the original items, enter a date in the Orig. Item Interest Calc. Tofield.
5.
Choose Installment Plan Post. You can use the following
options to calculate interest retroactively:

Only overdue installments are taken into account (in other words,
installments that have been paid too late).

The interest on the installment plan is recalculated. In this case, the


interest calculation takes account of individual installments that were
paid too early (before the due date), as well as installments that were
paid too late. Recalculation may result in an interest credit or an
interest receivable.

Printing Installment Plans


Use
Printing correspondence and payment forms for installment plans
Features
In addition to installment plan correspondence (correspondence type 0005), you
can also print installment plan payment forms (correspondence type 0008). In

contrast to installment plan correspondence however, you can create payment


forms when you create the installment plan; instead, you have to create them
later in the mass activity Installment Plan Printing.
You define whether and in which form payment forms are to be created for an
installment plan when you create it. The system prompts you to enter the print
type in a dialog box. In the display and change transactions (SAP
menu: Account Installment Plan Display/Change), you can read the print
type in the header data of an installment plan (button
with the quick
info Display Header Data) in the Print Data in the field Print Type for Payment
Forms. You can choose from the following print types:
Print Type

Function

0 No printing

The installment plan is not printed.

1 Print immediately

When you create an installment plan,


an installment plan correspondence is
created and output immediately.

2 Delayed: Correspondence only

There is no printout when you create


the installment plan. The system
creates correspondence. To print the
correspondence, you have to create
entries in the correspondence
container with Installment Plan Printing.

3 Delayed: Correspondence, one


payment form

When an installment becomes due, the


system creates a payment form for this
installment and also creates
correspondence when it creates the
first payment form. To print the
correspondence and payment forms,
you have to create entries for each in
the correspondence container
withInstallment Plan Printing.

4 Delayed: Correspondence, all


payment forms

The system creates installment plan


correspondence and all payment
forms, regardless of when the
individual installments are due. To print
the correspondence and payment
forms, you have to create entries in the
correspondence container
with Installment Plan Printing.

For each installment of the installment plan, the Installment Plan


Printing program creates a separate payment form. You can either create all
payment forms together, or each payment form separately as the respective
installment becomes due.

When you create the installment plan payment forms, the program analyzes the
installment plans with print types 2, 3, or 4 and fills the correspondence container
with the relevant correspondence. You can then print this correspondence with
the Print Workbench.
Activities
214.
1.
To create correspondence container entries for printing
correspondence with print types 2, 3, and 4, in the SAP menu
choose: Periodic Processing For Contract
Accounts Correspondence Installment Plan Printing.
215.
2.
Select the installment plans to be considered using the business
partner, contract account, and/or the company code.
Restricting the due date for net payment only has an effect on installment
plans with print type 3.
216.
3.
Schedule the program run (see also: Functions for Scheduling
Program Runs).
If correspondence is created for an installment plan, the field Print Date in the
installment plan header is filled. If the field already contains an entry, no further
correspondence is created. The program also makes sure that only one payment
form is created for any one installment. If you do not restrict the due date for net
payment for print type 3, the program creates a payment form for the next
installment due provided no payment form has been created for this yet.
If you enter the date ID and identification of a run and
select Environment Correspondence in the menu of the transaction, you can
display a list of the correspondence created by the run (installment plan
correspondence and payment forms).
In the Implementation Guide for Contract Accounts Receivable and Payable,
under Business Transactions Deferrals and Installment Plans Define
Default Values for Installment Plans, you can define a default value for the print
type. If you set the indicator Display Dialog, a user can select a print type when
he/she saves an installment plan.
In event 3031, you can also make the default value dependent on the installment
plan parameters. See the documentation for the sample function module
FKK_SAMPLE_3031.

Promise to Pay
Purpose
You use a promise to pay to record a business partner's agreement to pay
receivables that are on his or her account.

Integration
For dialog processing, you can use a user interface in the Interaction Center Web
Client.
Features
A promise to pay states which amounts are to be paid by what dates.
A promise to pay can specify that the business partner payment is
in the form of a debit memo or a direct debit.
Since the payment dates defined in the promise to pay are generally after the
due dates of the items covered by it, you can (optionally) add charges and
interest on late payments as part of the promise to pay.
You can create, approve, withdraw, change and valuate promises to pay.
These activities are all performed online, with the exception of the valuation,
which is a mass activity. Using the functions of valuation of promises to pay, you
can:

Close promises to pay.


For this you plan mass runs at periodic intervals.

Determine the extent to which promises to pay were kept.


If the promise was not kept, then the system can update the credit standing
of the business partner.
The system puts currently running dunning procedures for the business partner
on hold until the promise to pay is closed.
When you create a promise to pay for overdue items, the system does not open
a new dunning procedure for these items assuming you create the promise to
pay before the dunning run.

Approval and Release of Promises to Pay by Workflow


Use
You can set up an approval procedure to ensure that clerks cannot create
promises to pay randomly. When a promise to pay is created, the system then
automatically starts an approval workflow.
Features
When you create or change a promise to pay, the workflow for check and
approval in accordance with the dual control principle can be run.
If the workflow is started, you can enter a comment for the promise to pay in
dialog.
The clerk determined in the workflow can then accept or reject the promise to
pay.
You cannot change a promise to pay with the status "To be approved" until it has
been approved/rejected.

When you change a promise to pay, the system does not write history records.
Instead, it creates a nw promise to pay with a reference to the original promise to
pay. This gives you a better overiew. The person actually doing the approving
also sees which change needs to be approved.
If a promise to pay is accepted, the check indicator is automatically removed
from the promise to pay.
If a promise to pay is rejected, the check indicator is automatically removed and
the promise to pay receives the status Not approved. The reference to the
promise to pay is removed from the assigned items.
Activities
You decide whether the creation/change must be approved in event 5516; the
relevant business object is CA_P2P, the rule for the clerk determination
21000071, and the workflow sample WS21000104. See the documentation for
the sample function module FKK_SAMPLE_5516.

Determination of Interest and Charges


Use
You can calculate interest and charges for overdue payments related to a
promise to pay.
Features
When a promise to pay is set up, you and the customer can agree on a charge.
The system determines the charge automatically, posts it, and adds the charge
to the total amount of the promise to pay. You can define the amount of the
charge in event 0186. In the standard system, no charge is calculated. (See the
documentation for the sample function module FKK_SAMPLE_0186.)
You can calculate interest on the period between the due date of the receivables
and the due dates of the promise to pay. For the interest calculation, the system
assumes that the installments of the promise to pay will be paid on time and that
payments are assigned to the open items with the oldest due date.
You have to enter the interest key to be used for each category. In Customizing
for Contract Accounts Receivable and Payable, choose Business
Transactions Promise to Pay Define Categories.
If a promise to pay is closed and not classified as broken at that time, there is no
change to the interest and charges.
If the promise to pay is classified as broken, depending on the category, you can

Retain, reverse, or adjust the interest

Retain or reverse the charges

Adjusting the interest means that the system reverses the original interest and
instead calculates interest on all items again as follows:

Cleared items up to clearing date

Open items up to the day of the withdrawal of the promise

If a promise to pay is withdrawn, the same options apply. However, in this case,
the treatment of charges and interest is dependent on the withdrawal reason and
not on the category of the promise.
If a promise to pay is replaced, charges and interest for the old promise to pay
are handled according to the withdrawal reason; the charges and interest of the
new promise to pay are handled according to the category selected.
If the same charges are to be levied for the new promise to pay as for the old
one, there is no new posting. The charges receivable already posted is
automatically added to the new promise.
A similar rule applies if the interest amounts are the same. Since a new interest
calculation is not necessary only if the items subject to interest and the periods
remain the same, the interest receivable can only be added to the new promise if
both the items and the installments remain the same. However, this is an
exception when replacing a promise to pay, since in that case only payment data
would have changed, which would not require entering a replacement.

Correspondence Creation
Use
You can send correspondence to the business partner when a promise to pay is
created and in the case where a promise to pay is not fulfilled.
Features
The correspondence type for printing a promise to pay is 0045 (Promise to Pay).
The correspondence request is created in event 0806. In this event, an entry is
created in the correspondence container. This can be printed immediately or in
mass printing. Event 0805 prints the correspondence type. In this event, the print
parameters are adjusted specific to the correspondence and the Print Workbench
is called. In the Print Workbench, the correspondence-specific form class
FI_CA_P2P_CORR is used. As an example form, SAP delivers the application
form FI_CA_P2P_CORR_SAMPLE, category SAPscript.
The following details are used for printing:

Amounts with their due dates

Charges and interest on arrears

Receivables cleared by payments

Amounts collected using the debit memo procedure

See the documentation for the sample function modules FKK_SAMPLE 0805
and FKK_SAMPLE 0806.

Editing Promises to Pay


Use
A customer informs you that he will pay an outstanding receivable within a
specified timeframe. You can store this information in the system in the form of a
promise to pay.
Prerequisites
You entered reasons and categories for promises to pay in Customizing
for Contract Accounts Receivable and Payable (FI-CA) by choosing Business
Transactions Promise to Pay.
Reasons could be "Call by customer," "Call by us," "Letter from customer," for
example.
The categories contain default values for the number and the frequency of the
payment dates of the individual partial payments, specifications for determining
and posting interest and charges, and specifications for the effects on
creditworthiness, interest, and charges when the promise is not fulfilled.
Features
To process promises to pay, in the SAP Easy Access screen, choose Promise to
Pay Edit. To display them, choose Promise to Pay Display.
You can use events to trigger individual checks on the creation of a promise to
pay.
At event 0183, you can restrict the categories permitted dependent on the
business partner. If no category is permitted, then no new promise to pay can be
created for this business partner.
At event 0187, you can check the promise to pay with all its detailed data. For
example, you can use this check to prevent clerks from entering promises to pay
with time periods that are too long.
See the documentation for the sample function modules FKK_SAMPLE_0183
and FKK_SAMPLE_0187.

Valuation of Promises to Pay


Use
The valuation of the promise to pay consists of determining the level of fulfillment
of the promise as a percentage between 0.00% and 100.00%. The system
derives a status based on this level of fulfillment and your system settings.
Prerequisites
You defined the level of fulfillment above which the promise is considered to be
fulfilled (or fulfilled with accepted variances). In Customizing for Contract
Accounts Receivable and Payable(FI-CA), choose Business
Transactions Promise to Pay Define Specifications for Valuation of Promise
to Pay.

In the Define Categories IMG activity, you entered a creditworthiness weighting


for each category.
Features
The valuation takes place once the promise to pay is closed, normally a few days
after the last partial payment is due. The valuation can lead to one of the
following statuses:

Promise fulfilled

Promise fulfilled with accepted variances

Promise not fulfilled

Using the valuation data determined, the system decides whether the valuation is
saved and the promise to pay closed or whether there should be a further check
at a later date.
The system automatically sets the first check date when a promise to pay is
created. The date is defined in event 0184. In the standard version, the system
sets a date that is seven days after the due date of the middle installment.
For five installments, a check is scheduled seven days after the
due date of the third installment. If there are an even number of
installments, the system uses the later of the two middle installments.
During the check, the decision must be taken whether a further check is
necessary at a later date, and the promise is open until then, or whether the
promise is to be closed in its current status. This decision is taken in event 0189.
In the standard version, a new check date is set if the old check date was not
after the due date of the last installment; otherwise the promise is closed. In the
standard version, the new check date is seven days after the due date of the last
installment. If the date determined in this way is not in the future, the promise to
pay is also closed.
Logic for the Valuation
In the valuation, the following is considered: How much of the promised amount
has actually been paid, and how late the payments were. With regard to the
delay in payment, in Customizing, you can define a number of tolerance days
and what reduction in the valuation is made for each day in excess of these
tolerance days. You define this for each company code.
In Customizing, you have agreed 2 tolerance days and 1.0%
reduction for each further day late. The following promise to pay has
been given:

100.00 on March 1, 2008

100.00 on April 1, 2008

The following payments have been made:

80.00 on March 8, 2008

100.00 on April 9, 2008

The system always assigns payments to the earliest due dates.


Therefore, after the deduction of two tolerance days, the assignments
are as follows:
Amount
Delay
EUR 80.00
5 days, payment from 3/8/2008
EUR 20.00
37 days, payment from 4/9/2008
EUR 80.00
6 days, payment from 4/9/2008
Each of these assignments contributes to the level of fulfillment that is
calculated from the percentage amount portion and the reduction due
to the delay:
Amount portion
Reduction factor
Contrib. to level of
fulfillment
40.00% (80/200)
0.95 (5 days)
38.00%
10.00% (20/200)
0.63 (37 days)
6.30%
40.00% (80/200)
0.94 (6 days)
37.60%
Total 81.90%
If items that were included in a promise to pay are cleared in another way (for
example, due to a reversal, transfer, clearing of credit memos), the business
partner only has to pay a reduced amount to fulfill the promise to pay. In the
valuation, these other clearings are used to reduce the oldest due dates of the
promise to pay. A valuation is then made as described above using the reduced
installments.
The following promise to pay has been given:

100.00 on March 1, 2008

100.00 on April 1, 2008

100.00 on May 1, 2008

Of the receivables due, 120.00 is reversed. In the valuation, the


promise to pay is treated as if the following installments had been
agreed:

80.00 on April 1, 2008

100.00 on May 1, 2008

Write-offs are not other clearings, since they are not deemed to be a waiver of
the receivable; instead, they reflect the opinion that the receivable will probably
not be collected.
Valuation and Creditworthiness
For promises to pay that are not fulfilled, an entry can be made to the
creditworthiness of the business partner. In the standard version, the system
checks whether a creditworthiness weighting is specified in Customizing in case

of non-fulfillment. You can specify the creditworthiness rating for each category
of promises to pay. If a creditworthiness weighting is specified, a new
creditworthiness record is created with this value and the total creditworthiness of
the business partner is reduced. Using event 0188, you can change the
creditworthiness weighting determined in the standard system.
Subsequent Changes to Valuation
As soon as a promise to pay is closed, all further payments, withdrawals, or other
clearings no longer influence the valuation. Therefore, a promise to pay should
not be closed too soon after the last due date; on the other hand, it must be
possible to make an adjustment for promises to pay where the valuation is later
determined to be incorrect. In particular, this should prevent a business partner
receiving a bad creditworthiness where this is not justified.
With a special authorization, you can subsequently change the level of fulfillment
and the status of a promise to pay manually. You have to justify the change with
a comment. All subsequent changes are recorded. The creditworthiness is
adjusted automatically.
Activities
56.
...
57.
...
217.
1.
To valuate and close promises to pay, on the SAP Easy Access
screen, choose Periodic Processing For Contract Accounts Valuation
of Promises to Pay.
218.
2.
Enter a date and an ID that you can use to identify the run later.
219.
3.
Enter a check date. Limit the selection by business partner,
company code, and promise to pay, as needed.
Promises to pay whose next check date is before or on this check date are
valuated.
220.
4.
Save your entries and schedule the program run.
For more information about scheduling and executing mass activities, see
Functions for Scheduling Program Runs.

Write-Offs
Using this component, you can write off open receivables and credits of business
partners. Write-offs are required if receivables are uncollectible or payables
cannot be paid, for example when the payment recipient cannot be identified.

Features
You can write off open receivables completely, or, if you want to waive partial
amounts of open receivables for your customers, you can also write off open
items partially. You have to allow partial write-offs explicitly in Customizing. You
are free to specify the partial amount to be written off in the transaction Write Off
Items.
When you write off an amount, the system clears the item written off, generates a
write-off document, and automatically posts to the expense or revenue accounts
defined in Customizing.
In Customizing, you can define rules for adjusting the tax for a write-off. If the
expense account posted to is relevant for tax, the system also corrects the
posted tax when you write off.
When writing off, you can also:

Inherit the G/L account assignment characteristic Profitability Segment


Number (CO-PA) (PAOBJNR) from the document being written off to the
write-off document
The prerequisite for this inheritance is that you entered the value 1 (Inherit
Item to Be Written Off) for the derivation of the CO account assignment in
Customizing for Contract Accounts Receivable and Payable under
Business Transactions Write-Offs in the activities Define Specifications
and Default Values for Write-Off and Define Specs and Default Values for
Mass Write-Offs.

NOTE
Since SAP enhancement package 2 for SAP ERP 6.0, it is already possible
to inherit the G/L account assignment characteristicProfitability Segment
Number (CO-PA) (PAOBJNR) as a modification in event 5030. This
modification is not affected by an upgrade to SAP enhancement package 6
for SAP ERP 6.0. That means, that if you have implemented logic in the
installation-specific event 5030, the system continues to run through this
logic when you write off.
Using a function module, specify check rules in Customizing that the
system uses to decide whether open items of a business partner can be
written off and which these are
For example, you can specify that receivables can only be written off if there
are no credit items on the contract account and the receivables are more
than six months overdue. If a user has the appropriate authorization, the
system offers all open items to be written off. This means that the check
rules are not applied. The system always applies check rules at a check
level (business partner, contract account, contract, document), groups the
open items to be written off at the check level, and applies the check rules
to each group.
Update the creditworthiness of customers

You can reverse write-off documents, meaning that the receivables or payables
become open again.

Writing Off Items


Prerequisites
You have to make the following settings in the Implementation Guide for Contract
Accounts Receivable and Payable (Business Transactions Write-Offs):

Define the write-off reasons that are stored in the written-off line items for
information purposes

Define the specifications (choice of check level) and default values


required for posting a write-off document (the clearing reason, for example).

Define the G/L accounts for writing off receivables and payables and
define these accounts for automatic account determination in Customizing.

If you also want to permit partial write-offs, set the indicator PW/O (permit
partial write-off) for the required write-off reasons under Business
Transactions Write-Offs Define Write-Off Reasons.

Under Basic Functions Special Features for Tax Processing Define


Tax Calculation Types for Write-Offs and Individual Value Adjustments, you
have selected a rule to be used to calculate the tax adjustment for a writeoff.
If you program corresponding function modules and define them in Customizing
under Program Enhancements Define Customer-Specific Functions Modules,
you can:

Subject open items to a check in event 5010


The module should contain the required check rules. You have already
defined the checking level at which these rules are applied in Customizing
under default values. You can only write-off items that may be written-off
according to the checking rules.

Enter default values and check the specifications for write-off in event
5006

Apply industry-specific check rules in event 5008.


In this event, you can also apply check rules that are independent of
whether the indicator Do Not Apply Write-Off Rules is set. This event is
always processed.
You might want a certain number of people to be able to write off all open items,
despite the check rules that have been implemented (through the industryspecific or customer-specific component). In this case, you can issue these

people with special authorization for activity 020 of the authorization object FI-CA
Special Function (technical name F_KK_SOND). To define authorizations,
see Basic Functions Authorization Management.
Procedure
221.
1.
Choose one of the following paths:
Roles
Account Maintenance, Transfer Postings,
Reversals (SAP_FI_CA_ACCOUNT_MAIN_REVERS) Write Off Items
SAP Menu
Account Write Off Items
222.
2.
Enter your selection specifications for the open items and the
details for posting the write-off.
223.
3.
Choose Continue or, if you have the authorization to write off
without check rules, choose Edit Select without Rule.
The items that can be written-off are displayed. If applicable, the number of
items not meeting the checking rules is output.
224.
4.
Select the open items that you want to write off.
Select and activate the required items or select the items using the amount
field in the corresponding row. The system transfers the complete amount
of the item (column Gross Clearing) for the write-off.
If you only want to write off a partial amount, enter this partial amount in the
column Gross Clearing.
225.
5.
Choose Post.
Via Extras Display Document, you can display the write-off document.
Via Extras Account Balance, you can display the account balance of the
business partner.
Via Extras Notes Enter Notes, you can enter notes for write-off document.
Result
The open items you selected are (partially) cleared and a write-off document is
created. The document number of the document created is displayed in the
status line. If you only cleared part of the amount, the remaining amount of the
document is open.

Writing Off Items in Mass Runs


Use
It is useful to write off items in a mass run if there are a large number of
receivables that are uncollectible, or payables that cannot be disbursed.
Integration
The system updates the write-off history and the business partner's
creditworthiness when you post a write-off document. You can set an indicator to

release the written-off items for submission to external collection agencies;


however, you need the special authorization F_KK_SOND for this.
Prerequisites
You have authorization for authorization object F_KKWOFFM.
You processed the following activities in Customizing for Contract Accounts
Receivable and Payable under Business Transactions Write-Offs:

Define Specs and Default Values for Mass Write-Offs

Automatic G/L Account Determination for Write-Offs

If you want to use write-off variants, you processed the following IMG activities:

Maintain Write-Off Variants

Maintain Age and Amount Grid for Write-Off Variants

Features
Using the mass write-off function, you can write off open receivables and open
credits. These can be written off statistically or posted to the general ledger. You
can select the documents to be written off according to various parameters that
you maintain on the tab pages. This allows you to select according to the type of
business transaction (for example, dunning charges). You can also conduct a
simulation run before the update run for monitoring purposes.
In event 5008, which is always processed, you can apply industry-specific check
rules. In this event, you can also apply check rules that are independent of
whether the indicator Do Not Apply Write-Off Rules is set.
Using a write-off variant, you can automatically write off or prevent the write-off of
individual items based on age and amount grids. For each age and amount
structure, the write-off variant defines whether the current receivable can be
written off. You can display the procedure as needed in the application log for
information purposes.
The system determines the write-off variant in event 2957; you can define this
event to best suit your needs.
200 days ago, you posted document 4711 with an amount of 1 000. There is
a write-off variant VARI with the following settings:
Days after
Due Date

Sequential
Number

Amount

Automatic
Write-Off

50

500

100

500

100

1000

100

5000

Log

From these settings, the system derives the following procedure:


58.
...
226.
1.
The document is older than 50 and 100 days. The system
therefore checks all four entries, but it first checks the specification where
the number of days after due date is the highest and then the specification
where the amount is the lowest.
227.
2.
The system checks line 2 first. The amount of EUR 1,000 is more
than EUR 500 and, therefore, does not qualify.
228.
3.
The system then checks line 3. The amount of EUR 1,000 is within
the range up to EUR 1,000 and therefore qualifies for the write-off.
229.
4.
The system writes off the item automatically and makes a note in
the log.
Activities
59.
230.
1.

...
Choose one of the following paths:
Role
Receivables
Administration(SAP_FI_CA_RECEIVABLES_ADMINIST) Start
Write-Off Run

SAP Easy Access screen


Periodic Processing For Contract Accounts Write-Off Run.
231.
2.
Enter the required selection and posting parameters and the
technical settings. Save your entries and choose Program
Run Schedule.
For runtime reasons you must enter the business partner.
If you select the indicator Release Receivables for Submission to Collection
Agency on the tab page Posting Parameters, the items selected by the
write-off run are automatically released to a collection agency. The
collection agency is determined in event 5060 (see Automatic Release).
For more information, see Functions for Scheduling Program Runs.
If you want to use the events mentioned, define an installation-specific function
module in Customizing for Contract Accounts Receivable and Payable
underProgram Enhancements Define Customer-Specific Function Modules.

Using Petty Amount Limits in Write-Off Runs


Use
In order to avoid uneconomic enforced collection procedures, an organization
can do without entitlements which are under or over a particular amount limit.
Prerequisites
If you want to use this function, you must define the amounts you require in Customizing
of Contract Accounting in the IMG activity Define Petty Amount Limits for Mass WriteOff.
Features
If you have defined petty amount limits in Customizing of Contract Accounting, you
prevent items that have open amounts above or below the petty amount limits from being
written off by mistake in the mass write-off run.
The program determines the lowest petty amount limit of all items which enter a
check level (for example, contract object) and compares them with the total of the
items of this check level. All items of this check level are only written off in the
mass run if the total (underpayment or overpayment) is lower or the same as the
corresponding petty amount limit. Otherwise, none of the items of this check level
are written off.
A petty amount limit of 4.99 EUR is defined for dunning level 00 and a
limit of 19.99 EUR for dunning level 01.
A contract object has two open items. An amount of 8.00 EUR was
due on March 15, which was dunned once. A further 8.00 EUR was
due on June 15, which has not yet been dunned. The program
determines the petty amount limit of 4.99 EUR during the check in the
mass write-off because one of the items is still at dunning level 00.
Neither of the items are written off, as the total of the two items is
larger than 4.99 EUR. The petty amount 19.99 EUR is only used and
the items written off when the second item is at dunning level 01.
However, if the business partner has paid the total amount of 16.00
EUR because of the dunning of the second item, the petty amount
rule is not applied.
You can find more information in the implementation guide (IMG) of Contract
Accounting in the documentation in the IMG activity Define Petty Amount Limits for
Mass Write-Off.

Writing Off Items in External Systems


Use
You can perform write-offs in external systems.
Prerequisites
You have planned write-offs in external systems and made the relevant setting in
the Implementation Guide for Contract Accounts Receivable and
Payable underBusiness Transactions Write-Offs Activate Write-Offs in
External Systems.
You have made the settings for the derivation of the FM account assignment for
the write-off document in the Implementation Guide for Contract Accounts
Receivable and Payable under Business Transactions Write-Offs Write-Off:
Define Specifications for Enhanced Account Assignment Derivationand Mass
Write-Off: Define Specifications for Enhanced Account Assignment Derivation.
Features
If you perform write-offs in an external system, line items that are posted in
Contract Accounts Receivable and Payable via this external system are
forwarded to the relevant external system via the Outbound Interface for
Business Partner Items. The SAP system (Contract Accounts Receivable and
Payable) holds the items to be written off with clearing restriction T. This means
that these items cannot be cleared using other transactions or business
transactions. The tax calculation takes place in the external system.
Using the Bill Line ItemInterface, the general ledger items determined for the
write-off document by the external system are posted in the SAP system
(Contract Accounts Receivable and Payable) again. The preselected items to be
written off are cleared and the clearing restriction T is deleted. For detailed
information about transferring data from external systems, see the
documentation for the IDoc interfaces of Contract Accounts Receivable and
Payable, section Process Flow of Document Transfer with Revenue Item.

Write-Off History
Use
Write-off data provides information on a business partner's payment history.
The write-off history allows you to access a business partner's or a contract
account's write-off data quickly and easily.
Integration

The write-off history is updated automatically during write-off. It can also be


updated automatically during mass write-off, depending on authorization.
Any write-off documents that are reversed are also noted in the write-off history.
Features
The write-off history is updated automatically in the system. It provides the
following information:

Write-off document number


Write-off date
Reason for write-off
Write-off amount and currency
Statistical indicator of document that has been written off
Origin of write-off document
Reversal indicator for write-off document

Activities
You can find the write-off history under the following paths:
Roles

Business Partner Account


Information (SAP_FI_CA_PARTNER_ACCOUNT_INFO) Account
Balance Environment Account Write-Offs
Business Partner Account
Information (SAP_FI_CA_PARTNER_ACCOUNT_INFO) Write-Offs

SAP Menu

Account Account Balance Environment Account Write-Offs

Account Other Information Write-Off History

Public Sector Write-Off History


Use
The Public Sector write-off history lists the individual documents which were written off
and entered in the write-off history with the function Write Off Item. In addition to the
information from the write-off history, the data of the written off documents, the writeoff document and the resubmission is issued. They are sorted according to currency,
write-off date, and document number.

If you have defined a separate write-off reason for waivers in Customizing of Contract
Accounting, you can use the write-off history to generate a waiver directory.
Features
You can find detailed information on the features in the program documentation
on the Public Sector Write-Off History.
You can find basic information on the write-off history under write-off history .
Activities
You can find the Public Sector Write-Off History in the Contract Accounting menu
under Account Further Information Public Sector Write-Off History.

Printing Write-Off Data


Use
This function enables you to print information on write-off documents and the
items written off.
Integration
For general information on write-offs, see Write-Offs.
Printing does not work when you have activated the approval
procedure for write-offs.
Prerequisites
You must have entered function module FMCA_EVENT_PRNT_5040 in IMG
activity Define Customer-Specific Function Modules with event in the
Customizing of Contract Accounts Receivable and Payable.
Features
For the following data is available for the printout: data on the write-off document,
cleared items and data entered with the write-off with additional information on
the business partner. This data is generated and printed with events P730 and
P731.
SAP delivers a sample form for printing data which you can use as a template for
your own application form. You copy sample form
FMCA_WRITEOFF_DOC_SAMPLE_SF for this, save it under a new name and
program the changes you want. Then you assign this form to correspondence
type P034 in the Customizing of Contract Accounts Receivable and Payable in

IMG activity Define Application Forms for Correspondence. Form class


FMCA_WRITEOFF_DOC is assigned to this correspondence type by default.
Activities
To print the write-off data you must go to the function Write Off Item. When you
save the write-off, a dialog box appears where you can specify you want to print
the data.

Checking and Approving Write-Offs


Use
You can hold write-offs in a status that has to be confirmed. A workflow is triggered for
the confirmation; the last step in the workflow is an approval or rejection.
Prerequisites
You have entered the required check reasons in the Implementation Guide for Contract
Accounts Receivable and Payable Basic Functions Postings and
Documents Workflows for Postings and Approvals Define Check Reasons.
You have entered the installation-specific function modules described below in the
Implementation Guide for Contract Accounts Receivable and Payableunder Program
Enhancements Define Customer-Specific Function Modules.
Features
For each write-off, an installation-specific function module is processed in event 5512. It
checks whether the write-off has to be confirmed and released by other clerks in a
workflow. If a check is required, the module returns the number of checks required. You
can also issue a check reason and additional parameters for role determination.
If the write-off is accepted, the document is written off and the workflow completed.
If the write-off is rejected, the workflow is stopped.
SAP delivers the workflow sample WS21000102 FICA_WRTOFF for write-offs. The
role 21000067 is used for the role resolution.
Activities
Define an installation-specific function module for event 5512.
If you want the information for line items to be output in open item processing or in the
account balance display for approval, you can define installation-specific modules for

events 0105 and 1205. For example, you can use function modules
FKK_WF_TEXT_1205 and FKK_WF_TEXT_0105.
To execute active application-specific standard modules, call these directly from the
customer-specific module.

Submitting Receivables to Collection Agencies


Purpose
If a customer does not pay his receivables, and all measures have been taken to
collect the receivables, many companies use collection agencies to prevent
losing the receivable.
In the case of receivables for which court cases have been initiated or where a
court order has been issued for collection (legal dunning proceedings), these
receivables are managed in some instances using third-party applications.
Contract Accounts Receivable and Payable enables you to manage postings
connected to submitting receivables to a collection agency and the exchange of
information with those collection agencies.
For managing receivables for which legal dunning proceedings have been
initiated, it is necessary to set up collection agencies in Contract Accounts
Receivable and Payable for the third-party applications that are used.

Submission of Receivables to Collection Agencies


Purpose
You can use the following functions to submit receivables, make required
postings, and process the exchange of information with collection agencies:

Releasing Receivables for Collection

Submitting Receivables to Collection Agencies

Processing and Managing Collection Items

Recalling Submitted Receivables

Forwarding Information to Collection Agencies

Processing of Incoming Information from Collection Agencies

Process Flow
In the system receivables are submitted in two steps. First you have to release
the items for collection. Then you can submit the released items. The collection
items created are recorded in the system. You can carry out the release and
submission of the items manually, automatically as a mass run, or automatically
in other business transactions. The system can determine the collection agency
to which the receivables are to be submitted automatically during release or you
can specify a collection agency when you submit. For the submission, the system
checks whether the items entered manually or selected by the release run have a
status that permits submission. For each collection agency, it creates a list and/or
a submission file with all information relevant for collecting the receivables. Or, if
you use the service-oriented interface, the system calls the enterprise service
needed for the task. You can generally submit all items with the
status Receivable Released for Submission (01) or Receivable Called Back (09).

Transferring Open Business Partner Items


Purpose
Transferring receivables or credits is necessary if a business partner assumes
the rights and obligations of another business partner, such as in the case of
inheritance or taking on liabilities.
From time to time it might also be necessary to transfer receivables or credits
within different contracts or contract accounts of the same business partner. This
is the case, for example, if a customer terminates a contract, but the remaining
receivables are to be collected together with the receivables for the new contract.
Features
During the transfer, the system clears the selected items and posts them to the
target account. Most of the posting information is transferred. The new items only
differ from the original items in their origin and posting date. The receivables
account, due date, transaction name, and dunning and interest information
remain the same for these items. You maintain transactions for the transferred
items in Customizing for Contract Accounts Receivable and Payable
underBusiness Transactions Transfers Define Transactions for Transferring
Items. During the transfer, the system does not perform account determination
again for the new items. However, this makes it easier to read the account
balance display, since you can recognize the transferred items directly from the
transaction and transaction text.
In event 5110, you can define whether existing payment and dunning locks are
retained.

If the target account for the transfer posting is a contract account that belongs to
a collective bill account, the collective bill is updated automatically.
You can transfer:

Individual items receivables and credits (see also the explanations for
transfer postings in Clarifying Credits)

All items of a business partner

All items of a contract account

All items of a contract

Items from an installment plan


In this case, existing installment plans are deactivated automatically and a
new installment plan is created for the amount of the remaining open,
original receivables.

Items that belong to a collective bill


The collective bill is updated automatically.
You can also reverse the transfer document.
For more information about transferring, see SAP Note 616098.
Constraints
You can only transfer open receivables or credits. When the transfer is made, the
system does not determine any new G/L accounts for the posting. This means
that no new postings are made to receivables and revenue accounts. If the
original contract account also contains items assigned to contracts, you have to
enter a target contract for each of the contracts determined by the transaction.
You can only carry out the transfer without specifying a target contract if the
target contract account is not based on contracts. If the original contract account
has postings that are only assigned to contract accounts, then the system also
posts them in this way in the transfer document. In this case, specifying a target
contract is irrelevant.
In event 5100 you can override the stipulation that you have to
enter a target contract for items that were originally posted to a
contract.

Transferring Business Partner Items


Prerequisites
The items that you want to transfer must be open.
You have to define transfer reasons, specifications, and proposal values in the
Implementation Guide for Contract Accounts Receivable and
Payable under Business Transactions Transfers.

Procedure
60.
...
232.
1.
Choose Account Transfer Items.
233.
2.
Under Selections enter the business partner and the contract
account or the contract for which you want to make the transfer.
Alternatively you can enter the document number or the reference
document number of the document that you want to transfer post directly.
234.
3.
Under Transfer Target, enter the business partner and the contract
account or contract to which you want to make the transfer.
235.
4.
Under Transfer Specifications check the posting
specifications. Make any corrections, if necessary, and enter the transfer
reason.
236.
5.
Choose Select Items in the application toolbar.
237.
6.
On the processing screen that follows, activate the items you want
to transfer.
238.
7.
Save your entry.
Result
The transfer document is created, and you return to the initial screen.The number
of the transfer document is displayed in the status line.

Transferring Additional Payment and Refund Amounts


Use
You can use this function to transfer donations and tips resulting from additional
payments or refunds for renewal subscriptions to the recipient accounts.
Integration
See also:

Using Refunds for Donations and Tips

Using Additional Payments for Donations and Tips


Prerequisites
The procedure for determining the payment recipients must be defined as
follows in the BAdI ISM_SD_ADDP_RECEIVER:

You must define the social facilities that are to receive donations in the
method GET_FOUNDATION.

You define which carriers are determined in the method GET_CARRIER.


(This method is supplied with a default implementation in which the carrier
used on the billing date is determined as the recipient of the tip.)

Features
The transfer posting function separates donations from tips and processes the
amounts as follows:

Donation amounts are transferred to the contract account of the


relevant social facility (according to the BAdI ISM_SD_ADDP_RECEIVER,
method GET_FOUNDATION).

Tip amounts are transferred to the carriers contract account. The carrier
who is to receive the amount is determined according to the assignments in
the BAdI ISM_SD_ADDP_RECEIVER, method GET_CARRIER
(see Prerequisites).
Activities
Execute program RJK_ADDPAYMENT_REBOOKING_SAMPL (transaction
RJKREBOOKING).

Deferred Revenue Postings


Purpose
When a receivables document is posted, the system automatically posts
revenues. These revenues become effective in the posting period in which they
are actually posted. This means that these revenues are assigned to the posting
period in which they were posted.
The regulations in some countries require that revenue accruals/deferrals have to
be entered in the general ledger for revenues that do not become effective until
some date in the future. Revenues become effective in the future, if the service
upon which the revenue is based is actually performed in the future. Recognition
of revenues is therefore independent of invoicing. Revenues and
accrued/deferred revenues must be posted to separate general ledger accounts.
Accrual/deferral is performed using deferred revenue accounts.
There are three types of revenue recognition:

Standard revenue recognition

Time-based revenue recognition

Event-based (service-oriented) revenue recognition

In the case of standard revenue recognition, posting to the revenue account


takes place at the same time the receivable document is posted.
In the case of time-based revenue recognition, when the receivable document is
posted, the dates on which the corresponding partial revenues are to be
transferred from the deferred revenue account to the revenue account are
already set.

In contrast to this procedure, in the case of event-based revenue recognition, it is


the rendering of the actual service that leads to recognition of the partial
revenues.
The following example serves to clarify the difference between time-based and
event-based revenue recognition:
On 12/31/08 a business partner signs a maintenance contract
amounting to 2,400. The machine is to be serviced regularly on the 15th of
every month during the year 2009. The business partner receives the
invoice on 12/31/08.
In the case of time-based revenue recognition, the partial amounts
become revenue-effective on the following dates:
1/15
revenue-effective
200
2/15
revenue-effective
200
:
:
:
12/15
revenue-effective
200
In the case of event-based revenue recognition, revenue recognition is
determined by the service being provided. If the service engineer services
the machine on 02/01 instead of on 01/15, in the case of event-based
revenue recognition, revenue would not become effective until 02/01. This
means that the partial revenue of 200.-- would not be transferred from the
deferred revenue account to the revenue account until 02/01/09.

Posting Time-Based Deferred Revenues


You post time-based deferred revenues when: you are required to differentiate
between revenue and deferred revenue in the general ledger, and the service
from which the revenue arises will not be provided until some time in the future,
and the dates for the revenue recognition are already known.
Integration
You can display the data records that were included in a transfer run for deferred
revenue. You can create totals for these records according to different attributes
and thereby account for the totals posted in the general ledger. On the SAP Easy
Access screen, choose Periodic Processing Closing Preparation
Receivable/Revenue Adjustment Display Transferred Deferred Revenues .
For more information, see the program documentation.
As an alternative, you can reach the function from the menu of the transfer run
for deferred revenue under Environment Line Items .
Prerequisites
You have carried out the following activities in Customizing for Contract Accounts
Receivable and Payable under Business Transactions Deferred Revenue
Postings :

Maintain Account Determination for Time-Based Deferred Revenue


Postings
Maintain Default Values for Transfer Posting Run Here it is especially
important that you entered the document type for the documents to be
generated by the transfer run.
Exchange of No Longer Valid Account Assignments In case the account
assignments are already closed, you entered a replacement profit center or
replacement cost center in the activities Assign New Cost
Center and Assign New Profit Center.

Features
When you post a document involving time-based deferred revenues, the system
creates a trigger for the future transfer posting dates, in addition to the document
itself. The system also updates a trigger for the total amount. This trigger
transfers the total amount from the revenue account to the deferred revenue
account when the document is posted. The document itself contains the account
assignment of the revenue account.
For the example described in the previous section, in which a business partner
signs a maintenance contract amounting to 2,400 and involving service on the
15th of each month, the system would make the following postings:
Posting Data
Date

Posting

Amount Time

12/31/2008 Debit receivables, credit


revenue

2400.--

Posting of Document

12/31/2008 Debit revenue, credit deferred


revenue

2400.--

Transfer Posting (Mass


Activity)

01/15/2009 Debit deferred revenue, credit


revenue

200.--

Transfer Posting (Mass


Activity)

02/15/2009 Debit deferred revenue, credit


revenue

200.-

Transfer Posting (Mass


Activity)

...

...

...

...

If you reverse a document with deferred revenues, the system automatically


reverses the trigger records also. For any postings already made in the general
ledger, the system creates new trigger records with reversed +/- signs.
You can display the triggers for deferred revenues in the document display. To
do so, in the menu of the document display, choose Extras Deferred
revenues . There you can display the following attributes for deferred revenue
postings:

Transfer posting dates

Account assignment characteristics


Reconciliation keys
Indicator specifying whether the trigger record was reversed
Indicator specifying whether the trigger record was posted

NOTE
Note for the industry component Insurance
At event V800, you can have the system distribute the total amount based on
revenue recognition considerations. The system executes the actual deferred
revenue posting using the mass activity for transfer posting of deferred revenues.
Activities
1. To transfer revenue from the deferred revenues account to the revenue
account in the general ledger, you execute the mass activity Transfer
Posting Run for Deferred Revenue at periodic intervals. On the SAP Easy
Access screen, choose Periodic Processing Closing Preparation
Receivable/Revenue Adjustment Transfer Deferred Revenues .
2. Enter a date and an ID that you can use to identify the run later.
3. On the General Selections tab page, restrict the selection of the
documents to be transferred. To run a simulation transfer first, set the
indicator for it.
4. If you want to reverse the postings made by a transfer posting run, enter
the parameters of the run on the Reversal Parameters tab page.
5. Schedule the program run. For more information, see Functions for
Scheduling Program Runs.
Posting Event-Based Deferred Revenues
For event-based deferred revenues, neither the time nor amount for revenue
recognition is known at the time of invoicing. This means that each event that
triggers revenue recognition must be reported to the SAP system, along with the
date and amount.
Prerequisites
You have made the following settings in Customizing for Contract Accounts
Receivable and Payable:

Define account determination for deferred revenue under Business


Transactions Deferred Revenue Postings Maintain Account
Determination for Deferred Revenue Postings .

Specify the document type for the documents created by the transfer
posting run by choosing Business Transactions Deferred Revenue
Postings Maintain Default Values for Transfer Posting Run .

Enter an alternate cost center under Business Transactions Deferred


Revenue Postings Exchange of No Longer Valid Account Assignments
Assign New Cost Center .

Enter an alternate profit center under Business Transactions Deferred


Revenue Postings Exchange of No Longer Valid Account Assignments
Assign New Profit Center .

Features
The functions for event-based deferred revenue use the following four, new
database tables, belonging to three different categories:

The header table DFKKDEFREV_HEAD contains an entry for each G/L


posting for which the functions for event-based deferred revenue should be
used.

The item table DFKKDEFREV_POS contains the information for the initial
transfer from the revenue account to the G/L account for deferred revenue.

The trigger tables DFKKDEFREV_TRIG and DFKKDEFREV_TRIGE


contain the information about the reported events (DFKKDEFREV_TRIG:
revenue recognition/DFKKDEFREV_TRIGE: check date) that is processed
by the transfer run for deferred revenues.
SAP provides the following function modules that you can use to implement the
functions for event-based deferred revenues:

FKK_DEFREV_BY_EVENT_CREATE
The module registers the desired G/L items when an FI-CA document is
posted, and thereby activates further processing of these G/L items in the
context of event-based deferred revenues.

FKK_DEFREV_BY_EVENT_RAISE
The module reports the events (with date and amount).
In the standard system, these function modules are called from invoicing.
Invoicing documents arise from billing documents, which in turn can be created
using event detail records (EDRs). When an event is reported to the SAP
system, the system generates a trigger table entry
(DFKKDEFREV_TRIG/DFKKDEFREV_TRIGE). The transfer run for deferred
revenues processes these entries. It is possible that an event could be reported
for an assignment key, although no related assignment key exists in the SAP
system. In that case, the event is not processed by the transfer run until the
related header entry is available.
Test of the Function
You can use the report TEST_DEFREV_TABLE_ENTRIES to test the processing
of event-based deferred revenues. Using this report, you can create a list of all
DFKKDEFREV* table entries for an assignment key. To test the reporting of an
event (revenue recognition), you can use report
TEST_DEFREV_RAISE_EVENT.
In the document display transaction, you can display the most important
attributes of deferred revenue postings by choosing Extras Deferred
Revenues .

Prepaid Processing
If you charge customers for services against a prepaid balance, you can map the
related prepaid processes in Contract Accounts Receivable and Payable. You
manage the prepaid credit on prepaid accounts.
The examples in the following sections are from the cellular telephony area, and
are meant to illustrate the prepaid processes.
Integration
The processing of prepaid credit and prepaid usages using prepaid accounts
forms only one facet of the prepaid processing supported by SAP. Prepaid
processing runs primarily in SAP Convergent Charging; subprocesses run in
SAP Customer Relationship Management (SAP CRM) and SAP ERP. The roles
of the individual components are described below:
SAP Convergent Charging (SAP CC)
SAP CC generates billable items for services used, and transfers these items to
the ERP system for further processing. This process is based on sets of rules
defined in SAP CC for pricing and account determination, in combination with
customer data, contract data, and product data that SAP CC adopts from SAP
CRM. The billable items contain the amount due for the usage of a service, along
with information on the account to which the receivable or payable is to be
posted. In addition, SAP CC manages the prepaid credit and refillable units that
change through the usage of services and through refills.
SAP Customer Relationship Management (SAP CRM)
In the CRM system, you:

Configure and manage your products

Enter and manage customer data and contract data


You transfer the relevant parts of this data to the other involved systems.
SAP ERP
Contract Accounts Receivable and Payable in the ERP system:
1. Receives billable items from SAP CC
2. From the billable items, creates invoices and credit memos and posts
corresponding receivables or payables
3. Manages the receivables or payables until they are paid
Contract Accounts Receivable and Payable automatically offsets credit on
prepaid accounts.
Refills also lead to billable items, for which Contract Accounts Receivable and
Payable makes postings to prepaid accounts (refill of credit) or posts revenues
(purchase of refillable units).
In the following documentation, the focus is on the processes in Contract
Accounts Receivable and Payable. As far as SAP CRM and SAP CC are

mentioned, the only purpose is to make the explanations more understandable in


the given context. For more information about the processes in SAP CC and SAP
CRM, see the documentation for these components.

Integration
Purpose
This component allows you to integrate Contract Accounts Receivable and
Payable with other SAP components, such as General Ledger Accounting, Cash
Management, Controlling, SAP Credit Management (FIN-FSCM-CR) and SAP
Dispute Management (FIN-FSCM-DM), and Funds Management.
Features
Contract Accounts Receivable and Payable enables integration with the following
SAP components:

General Ledger Accounting

Cash Management

Controlling

Sales and Distribution

Funds Management (PSM-FM)

SAP Credit Management (FIN-FSCM-CR)

SAP Dispute Management (FIN-FSCM-DM)

SAP Global Trade Services

Debt Recovery Management

Information containers

Integration with SAP Customer Relationship Management (SAP CRM)

General Ledger Accounting


Purpose
This component enables the periodic update of the general ledger with postings
from Contract Accounts Receivable and Payable.
Features
The transaction figures are not automatically updated in the general ledger
during posting in Contract Accounts Receivable and Payable. Instead, the data is
summarized and recorded periodically in the general ledger to improve system
performance and to limit the volume of documents in the general ledger.
The system groups the documents from Contract Accounts Receivable and
Payable (FI-CA) automatically and records posting totals for each group. You
have to transfer these totals to the postings in the general ledger later. Each
group is uniquely identified by a reconciliation key. If no further postings are to be
added to a group, the reconciliation key for the group must be closed. No further
postings are possible under a closed posting key and you can transfer the
posting totals recorded under this key to general ledger accounting.
There are posting programs and reconciliation programs available for transferring
data to the general ledger. The prerequisite for these programs is that you
runGeneral Ledger Accounting (FI-GL) and Contract Accounts Receivable and
Payable (FI-CA) in the same system. If you run General Ledger Accounting in a
separate system, in the system in which you run FI-CA, you have to configure the
component General Ledger Accounting (FI-GL) such that a data transfer from FICA is possible. You can then transfer the data to the central general ledger using
ALE methods of the component General Ledger Accounting (FI-GL).

Reconciliation Keys
Definition
Technical key with which documents from Contract Accounts Receivable and
Payable are grouped for transfer to General Ledger Accounting and Cost
Accounting.
Use
The posting totals of the corresponding documents are recorded per
reconciliation key. Once a reconciliation key is closed, no more postings can be
completed with it. Accordingly, the posting totals can no longer be changed. A
transfer document is created for General Ledger Accounting from the posting
total of each reconciliation key. An item with an amount equal to that of the totals
record is generated in the transfer document.
Structure
A reconciliation key consists of the following parts:

General management record


The general management record documents the status of the reconciliation
key, such as Open, that is, can still be posted to, or Closed, meaning no

further postings can be made with this key. It indicates reconciliation keys
that are only allowed for certain postings (such as only for a payment run or
for a payment lot). It also documents the status of the transfer to the general
ledger, such as All Documents Transferred or All Documents Transferred
Up to Posting Date.

Management record per company code


The management record per company code documents the status of the
transfer to the general ledger per company code. Data from different
company codes within a reconciliation key does not have to be transferred
to the general ledger simultaneously.

Totals Records
Integration
The reconciliation key represents the connection between the totals records
of Contract Accounts Receivable and Payable and the transfer documents that
go to the general ledger. In the document header of transfer documents,
FKKSU is saved as the reference transaction, and the reconciliation key with a
suffix is saved as the reference key. This means that the first twelve characters
of the reference key of a transfer document are the same as the reconciliation
key for which the transfer document was posted.

Negative Postings
Use
In Contract Accounts Receivable and Payable, you can create negative postings.
A negative posting reduces the transaction figures for the account posted to in
the general ledger. A debit posting as negative posting therefore does not lead to
an increase of the debit transaction figures; it leads to a reduction of the credit
transaction figures. This enables you to show transaction figures for accounts
after an incorrect posting and subsequent correction (for example, invoice
posting and reversal) as if neither the incorrect posting nor the correction had
taken place.
Features
The following table gives an overview of the effects of negative postings for the
most important business transactions:
Business Transaction

Result

Reversal

For a reversal, the document type used


decides:

Whether there is never a


negative posting

Whether a negative posting is


always permitted

That a negative posting is


created if the posting and reversal
are in the same fiscal year
A special feature is that the items in the
reversal document for which the
account to be posted to has been
swapped in comparison to the original
document are not posted negatively.
This can be the case for aperiodic
reversals (swap of P&L accounts) or for
posting incoming payments where the
reversal is used to post back to the
clarification account.

Resetting Clearing

After resetting clearing, all accounts


should appear as if the clearing had not
taken place. This means that the
inverse posting of cash discount, small
differences, exchange rate differences,
and taxes that were posted due to the
clearing are to be posted negatively.
The display in the receivables accounts
is retained.
You reset clearing for a payment
received. After the clearing reset, the
payment with clearing of open items
becomes a payment on account again,
which means that the credit from the
payment is an open item in the
receivables account. From the view of
the account balance in the receivables
account, it is irrelevant whether there
was a payment on account or whether
items were cleared.

Returns

Returns should be treated like


reversals.
The first item of a returns posting, that
is, the posting to the returns clearing
account, is never posted negatively.
This also applies to returns charges.

Manual Posting

If you want to post a document for


which negative postings are required
for all items manually, all you have to
do is select an appropriate document
type. However, if you only want to post
individual items negatively, you have to
enter the entire transaction in two
documents.
Transfer posting from an incorrect
G/L account to the correct G/L account.
The reset in the incorrect G/L account
should be posted negatively, the
posting to the correct account not. First
enter a negative posting: Clearing
account to incorrect G/L account. Then
a normal posting: Correct G/L
account to clearing account.

Payments on Account

If, on receipt of payment, you first post


on account instead of clearing
immediately and then carry out clearing
later, (for example, via account
maintenance or during processing of a
subsequent payment), the debit and
credit side of the receivables account
increases by the amount of the
payment on account. If you want to
avoid this effect, make sure that every
clearing of a posting on account is
posted negatively. To do this, you have
to indicate in Customizing for the main
and subtransaction used for payments
on account that each clearing of this
item is to be posted negatively.

Distributing Revenues

In contrast to the normal distribution


postings, adjustment postings that
arise from, for example, clearing reset
or reversal of payments, are posted
negatively. The prerequisite for this is
that negative postings are permitted at
company code level and that the
document type used for revenue
distribution (posting area 1381) is
supported for negative postings.

Activities
You decide whether to permit negative postings at company code level. The
corresponding setting in the company code table is also effective for Contract
Accounts Receivable and Payable. You make the setting for the company code
(negative postings possible) in the Implementation Guide for Financial
Accounting under Financial Accounting Global Settings Company
Code Check and Supplement Global Parameters.
In addition, in Contract Accounts Receivable and Payable, the document type
decides whether a posting may be posted negatively. You can designate a
document type such that negative postings are always created, or such that
negative postings are only created for corrections in the same fiscal year. You
make the setting for the document type in the Implementation Guide for Contract
Accounts Receivable and Payable under Basic Functions Postings and
Documents Document Maintain Document Account
Assignments Document Types Maintain Document Types and Assign
Number Ranges. For more information about the setting for the document type,
see the field documentation for the field Negative Posting.
The main and subtransactions that you want to define for a negative clearing
(example: Payments on Account) are in the Implementation Guide for Contract
Accounts Receivable and Payable under Basic Functions Postings and
Documents Document Maintain Document Account
Assignments Maintain Subtransactions.

Updating General Ledger Account Transaction Figures


You can update the transaction figures in general ledger accounts in the general
ledger in local currency and transaction currency.
Up to and including Release 4.72, certain general ledger accounts used
in Contract Accounts Receivable and Payable (FI-CA) had to have the
attribute Balances in Local Currency. The following were affected:

Receivables accounts and other reconciliation accounts

Down payment accounts and accounts for tax clearing for down
payments

Exchange rate difference accounts


This meant that it was not possible to determine the portions of individual
currencies from the transaction figures of the accounts alone.
With Release 6.00, this restriction is no longer valid. You can change the
accounts over during current operations. For transactions posted before the
changeover, the transaction figures do not change; they are only recorded in
local currency. For receivables, down payments, and tax clearing of down
payments, clearing postings are also updated only in local currency provided the
open item was posted before the changeover.
From a currency point of view, the account balances are deemed to be correct
after the changeover if the following conditions are fulfilled:

Profit and loss accounts: The changeover took place before postings in
the current fiscal year.

Receivables accounts (down payments, tax clearing): All items posted


before the changeover have since been cleared.
Limitations
When you post tax-relevant down payments, the down payment account and the
tax clearing account must have the same settings, that is, Balances in Local
Currency must be active or not active in both accounts.
If there is a reversal, return, or clearing reset for a clearing posting in a third
currency, that is, if part of the item(s) to be cleared was posted in a different
currency to the clearing currency, you cannot reverse this reset posting again.
Tool for Changeover
After the changeover of the receivables accounts, their transaction figures are
not correct as long as there are still open items in foreign currency that were
posted before the changeover. As part of year-end closing, additional postings
are therefore necessary to display currencies correctly using the receivables
adjustment accounts.
With the open item list for the key date (SAP menu, Periodic
Processing Closing Preparation), you can determine the values that would
have been recorded in the receivables account if all postings had been updated
correctly with regard to currencies. Run the evaluation in a variant where the
indicators Update Currency Instead of Transaction Currency and Simulate
Update Currency are set on the tab page Output Control.
You post the difference between the result of the open item evaluation and the
balance of the receivable account in a currency to be considered using an
adjustment account.
Local currency EUR, foreign currency being considered USD.
The receivables account has a balance of 400,000 USD, with a
current value in local currency of 320,000 EUR. According to the open

item list, the correct value would be 480,000 USD with a value of
380,000 EUR.
The receivables adjustment account is managed in the correct
currency. You also need an interim account for which balances are
only managed in local currency. The following adjustment postings
are necessary:

Receivables adjustment to interim account 80,000 USD
(60,000 EUR).

Interim account to receivables adjustment 60,000 USD
(60,000 EUR).
For the first posting, you have to specify the foreign currency amount
and local currency amount explicitly.
In the evaluation of open items for the key date, you can display totals in
transaction currency or in update currency. For clearing in alternative currency,
this leads to different results. In simulation mode, the results are displayed as if
currency-justified update had been active in the receivables account from the
very beginning.
You can also perform an evaluation by update currency and update amount
using the report for reconciling the general ledger.

Profit Centers in Contract Accounts Receivable and Payable


Features
Contract Accounts Receivable and Payable (FI-CA) supports account
assignment to a profit center for postings to:

Expense and revenue accounts

Bank accounts, bank clearing accounts, and cash accounts

Receivables accounts, liabilities accounts, and down payment accounts

Tax accounts
NOTE
Account assignment to a profit center is only possible if the field status group of
the G/L account allows this type of account assignment. The field status group is
entered in the G/L account master record.
Profit Centers in Postings to Bank Accounts and Bank Clearing Accounts
You can post account assignment to profit centers in bank posting or cash
journal posting in the following processes:

Payments and debit memos resulting from the payment program

Payments using payment lot, check lot, credit card lot

Payments using the cash desk or cash journal

Payments using external cash desks

Returns

Below is a description of how you can enter a profit center in the processes
mentioned. In all cases, you must assign the profit center directly to the item on
the bank account or cash account, regardless of which profit centers are posted
in the paid items or in the payments on account. From the viewpoint of the
general ledger, this results in related receivables and payables on the affected
profit centers. If you made the appropriate settings for new General Ledger
Accounting, then the system automatically creates clearing items for these
receivables and payables on the affected profit centers during the general ledger
transfer.
Payment program
The system determines the bank clearing account using posting area 1061. (In
Customizing, choose Contract Accounts Receivable and Payable Business
Transactions Incoming/Outgoing Payment Creation Define Bank Accounts
for Payment Program ). There you can enter a profit center in addition to the
account number and the business area.
Payment Lot, Check Lot, Credit Card Lot
The Profit Center field is now available in the lot header, as well as in each lot
item. During posting, an entry in an item takes precedence over an entry in the
header. If you create or change a lot manually, you can enter the profit center
directly. If you are using sequential files to generate the lots, you can enter the
profit center in the corresponding structures - BFKKZK for the header of the lot
and BFKKZP for the lot item. If you generate payment lots from the electronic
bank statement, then the system copies the profit center from the items of the
bank statement (table FEBEP). The events 0953 and 0954 allow you to set the
profit center for the payment lot header or payment lot item to a different value.
The system also uses the profit center that was entered on the payment lot for
postings to a clarification account.
Cash Desk, Cash Journal
If you are entering payments, the system can propose a default profit center in
the same way that it proposes a company code or business area. You can enter
default values for the business area and profit center in Customizing at the level
of the cash desk, the office, or the company code. (In Customizing, choose
Contract Accounts Receivable and Payable Business Transactions
Processing of Incoming/Outgoing Payments Cash Desk/Cash Journal
Define Default Account Assignments ).
External Cash Desks
For payments using external cash desks, you can set the profit center using
events 6200 or 6210. For event 6210, you can use sample function module
FKK_SAMPLE_6210_TFK100K. If you register this function module, the system
adopts the values entered in Customizing (see the Cash Desk section).
Returns
If you enter the returns lot manually, you can enter profit centers both at the
header level and at the item level. Just as in the payment lot, the entry in the item
takes precedence. If you are using sequential files to generate the lots, you can

enter the profit center in the corresponding structures - BFKKRK for the header
of the lot and BFKKRK for the lot item. If you generate returns lots from the
electronic bank statement, then the system copies the profit center from the
items of the bank statement (table FEBEP). The events 0963 and 0964 allow you
to set the profit center for the returns lot header or returns lot item to a different
value. The system uses the profit center entered in the returns lot for posting to a
clarification account, and it also uses it as a standard value for receivables for
charges, along with expense and revenue from charges.
Profit Center for Payables, Receivables, and Down Payments
You can enter account assignment to a profit center in line items that you post to
a business partner. The same applies here as stated above - namely that this
account assignment is not possible unless the field status group of the assigned
G/L account does not suppress the Profit Center field.
NOTE
Since the Profit Center field did not exist in business partner items before SAP
ERP 6.0, Enhancement Package 4, the setting for it in the field status group
(profit center allowed or not) was not relevant. Accordingly, it does not make
sense to assume, based on the current setting in your system, whether or not
your enterprise wants account assignment to profit centers in the future.
Therefore, a new Customizing setting was introduced at the level of the company
code (IMG activity Set Up Company Codes for Contract Accounts Receivable
and Payable), where you can specify if you want to allow account assignments to
profit centers for business partner items. Only if you allow the account
assignment using this setting is there a resulting check of the field status group.
This also makes it possible to have potentially different treatment of different
receivables accounts, liabilities accounts, and down payments accounts.
We would also like to point out that there are differences between FI-CA and
classic Accounts Receivable (FI-AR) and Accounts Payable (FI-AP). In classic
Accounts Receivable and Accounts Payable, it is not possible to post account
assignment to a profit center on customers or vendors. Instead, if you made the
appropriate settings for new General Ledger Accounting, the system assigns
profit centers and distributes amounts to profit centers automatically in related
subsequent items that are used for updating the general ledger.
Activities
To be able to use the profit center in Contract Accounts Receivable and Payable
with the full scope described here, you have to make the following settings in
Customizing.

Activation of the profit center for business partner items


Activation is performed per company code. In Customizing for Contract
Accounts Receivable and Payable, choose Organizational Units Set Up
Company Codes for Contract Accounts Receivable and Payable .

Field status groups check

The field status group is in the G/L account master records of the accounts receivables, liabilities, down payment, bank, cash and tax - on
theEntry/Bank/Interest tab page). You can double-click on it to display the
group attributes. The Profit Center field should be specified as an optional
entry. If you need to change the setting of a field status group, in
Customizing choose Financial Accounting (New) Financial Accounting
Global Settings (New) Ledgers Fields Define Field Status Variants
. On the next screen, select the field status variants relevant for the
company code in question and then navigate to the maintenance of the field
status groups.
Define default values for the cash desk
You define default values for the profit center and the business area in
Customizing under Contract Accounts Receivable and Payable
Business Transactions Payments Processing Incoming/Outgoing
Payments Cash Desk/Cash Journal Define Default Account
Assignments .
Adjust the account assignment keys for CO objects
If you have defined account assignment keys for which you derive CO
objects dependent on company code, business area, or segment, check
whether you need to make the settings per profit center. For example, this is
necessary if you derive a cost center and a profit center is defined in the
cost center. In this case, the profit center in the derived cost center should
agree with the profit center previously transferred from a business partner
item. You make the necessary settings in Customizing under Contract
Accounts Receivable and Payable Basic Functions Postings and
Documents Document Define Account Assignments for Automatic
Postings Define CO Account Assignment Keys .

Example
The following section describes some typical business transactions where
business partner items are posted, with an explanation of how the system
determines the profit center that is posted.
Invoices and Credit Memos
Normally profit centers are derived or defaulted for revenue and expense items.
The profit center determined in this way is inherited in the receivable or payable.
If revenue or expense items occur for different profit centers, the result can be
that more business partner items arise in total, because there is no merging of
multiple business partner items with different profit centers. Inheritance of the
profit center from the offsetting items applies for posting using requests and for
all current invoicing programs (invoicing in Contract Accounts Receivable and
Payable, invoicing using SD interface, IS-U invoicing, payment plan interface of
the Industry Solution Insurance).
Down Payment Requests and Budget Billing Requests
If you create requests manually, you can enter the profit center directly. You can
enter default values and values for automatic creation (such as budget billing

requests in the industry component Utilities) in Customizing under Contract


Accounts Receivable and Payable Basic Functions Postings and
Documents Document Define Account Assignments for Automatic
Postings Automatic G/L Account Determination Define Accounts for Budget
Billing Down Payments .
Payments on Account and Down Payments (Without Down Payment
Request)
The profit center is set using a function module for event 0114. If you do not
register your own function module, the system processes the standard function
module FKK_SAMPLE_0114. This module adopts the profit center from the first
G/L item of the document. This is the line item on the bank account, bank
clearing account, or cash account.
Down Payments, Budget Billing Payments, Cash Security Deposits (with
Request)
Down payments, budget billing payments, and cash security deposits that arise
due to clearing of requests adopt their profit center from those requests.
Charges Receivable (Returns)
The system determines the profit center for a charges receivable from the paid
items and the items on account of the payment document. For each profit center
concerned, the system calculates the total amount that arises for it (absolute
amount without positive/negative sign). The profit center with the highest total
amount is then adopted by the charges receivable. If the system is not able to
determine a profit center in this way, then the profit center from the bank
posting/bank clearing posting of the payment document is used. If that line item
also does not contain a profit center, then the system adopts the profit center
entered in the item of the returns lot.
Charges Receivable (Dunning)
For dunning charges, the system determines the profit center using event 0363.
If you use standard function module FKK_SAMPLE_0363, then the system
groups the dunned items by profit center, and determines the profit center from
the group with the highest amount.
Transfer Open Items
In the case of the transfer of open items, the profit center is inherited from the
item being transferred.
Open Items from Clearing Reset
For clearing reset, there are different options:

If only one new open item is generated due to a reset, then the system
adopts its account assignments, including the profit center, from one of the
items that was previously cleared.

If the distribution to accounts is kept, and there are different profit centers
in the previously cleared items, this results in various new items, each of
which contains the profit center of the item cleared previously.

If (in the case of a payment document) the amount is returned to the


clarification account, then this posting receives the profit center from the
related payment lot item.
Derived Posting Items
When open items are cleared, the system generates additional postings. These
additional postings can include cash discounts, payment surcharges, exchange
rate differences, interest on arrears. You enter account assignments for these
postings in Customizing. If items that were involved in the clearing already have
account assignment to a profit center, then that profit center takes precedence
over a profit center that the system determines from Customizing. However, the
derivation from Customizing remains in effect for those cases where the open
items themselves do not have account assignment to a profit center. The system
normally derives the account assignments from table TFKCOD using an account
assignment key. You can enter cost centers, orders, profit centers, and project
numbers in that table, dependent on the company code, business area, and
segment. You can enter those account assignment elements as also being
dependent on a profit center that was already determined elsewhere. You can
thereby ensure, for example, that when a cost center is determined, it agrees
with the profit center that was already adopted from an open item.
Profit Centers in Postings to Tax Accounts
In this context, tax accounts are considered to be accounts to which tax on
sales/purchases or withholding tax is posted. The functions described here are
not available for other types of taxes (such as, insurance taxes).

Profit Centers with Sales/Purchases Tax


The system supports Distributing Tax Items based on various account
assignments (such as, business area, segment, profit center, account
assignments from Funds Management).

Profit Centers with Withholding Tax


When you post withholding tax, the system adopts the profit center from the
related business partner item. The data you are required to report is
recorded in table DFKKQSR. The profit center is also contained in the table,
and sample report RFKKQST00 for evaluating the withholding tax data also
displays the profit center.
Totals Record
Definition
Total of all line items posted under a reconciliation key.
Use
Totals records form the basis for creating the line items of the G/L document.
Structure
Documents that are posted in FI-CA are not transferred on a one-to-one basis to
the general ledger, rather, they are transferred as an accumulated record. Totals
records are updated in FI-CA when you post FI-CA documents and they are the

basis for a cumulative transfer of FI-CA documents to the general ledger. A


reconciliation key must be specified for each posting.
A totals record for a reconciliation key contains the total of the posted amounts
for all line items that are grouped by the totals record. Totals records are
recorded separately by company code, business area, G/L account, currency,
posting date, document date, as well as other account assignments, such as
those from cost accounting.
The totals items created in FI-CA contain information for the document header
and the line items for the general ledger documents to be created during the
transfer. For an identical account assignment, the accumulation can be
suppressed. To achieve this, when you post the line items you have to set
the Line Item indicator a separate line item is created for this FI-CA line item in
the general ledger document created later.

Transferring Postings to the General Ledger


Prerequisites
To transfer the totals records of a reconciliation key to the general ledger, you
have to close the reconciliation key.
Features
During the transfer of the totals records to General Ledger Accounting (FI-GL),
the system creates general ledger documents. The system first creates internal
items for the standard interface to accounting. Based on these items, the
interface posts the general ledger documents. By means of various checks, the
accounting interface ensures that only consistent general ledger documents are
created. The transfer date is contained in the control information.
In some cases, the posting records created in Contract Accounts Receivable and
Payable (FI-CA) can show account assignments that were valid at the time of
posting in FI-CA, but are no longer valid at the time of transfer to the G/L. Certain
information that is necessary for the G/L transfer may also be missing. In such
cases, you can swap the account assignments at event 0945.
The field selection for the general ledger account has been
changed. This means that specifications in further fields of the line
item are mandatory.
The posting period originally intended is already closed. Transfer is
therefore done using a different posting date.

You can assign the document type for the general ledger transfer individually for
each document. You do this via a module that you define for event 0061. The
system records separate totals records for FI-CA documents with different
document types for the general ledger transfer. The system creates the
documents for the general ledger transfer separately according to these
document types. If no document type is defined for the general ledger transfer,
the document type defined in Customizing is used for the posting (see
Implementation Guide for Contract Accounts Receivable and Payable,
Integration General Ledger Accounting Define Posting Specifications for
General Ledger Transfer).
Activities
To swap account assignments:
61.
...
239.
1.
Using the sample module FKK_SAMPLE_0945 as a guideline,
write a function module that will exchange the account assignments.
240.
2.
Enter the function module for event 0945 in the Implementation
Guide for Contract Accounts Receivable and Payable under Program
Enhancements Define Customer-Specific Function Modules.
241.
3.
Choose one of the following paths:

Role
Reconciliation Key
Administration (SAP_FI_CA_RECONCILIATION_KEY Change
Reconciliation Key

SAP Menu
Document Reconciliation Key Close
242.
4.
Enter the reconciliation key and select the field Subsequent
Adjustments.
You can only make entries in this field if you have special
authorization for the object F_KK_SOND with activity 050.
To transfer the posting totals to the General Ledger, choose one of the following
paths:

Role
Transfer General Ledger and Profitability
Analysis (SAP_FI_CA_TRANSFER_GL_PROFIT) Transfer Posting
Totals to General Ledger

SAP Menu
Periodic Processing Forward Postings Execution Transfer to
General Ledger.

To ensure an accurate and up-to-date reconciliation between


general ledger accounting and subledger accounting, you should
perform the transfer daily if possible.
To transfer large data volumes, you can use this function as a mass activity in
the SAP menu under Periodic Processing Forward
Postings Execution General Ledger Transfer (Mass Run):
62.
...
243.
1.
Enter a date and an ID that you can use to identify the run later.
244.
2.
Restrict the postings to be transferred using the reconciliation key
or the date on which the reconciliation key was closed.
245.
3.
Schedule the program run.
You can also carry out a simulation run. For more information about scheduling
program runs, see the section Functions for Scheduling Program Runs.
If a reconciliation key has more than 99 totals records, during the
transfer, the system can create a further general ledger document if
you have maintained the activity Define Posting Specifications for
General Ledger Transfer accordingly in the Implementation Guide
for Contract Accounts Receivable and
Payableunder Integration General Ledger Accounting. Note that
when you check the taxes during closing in the general ledger, you
have to consider all general ledger documents for a reconciliation key.

General Ledger after the Transfer


Once the totals records have been transferred to the general ledger (FI-GL) and
the related general ledger documents have been posted, you should reconcile
the general ledger and subledger.

Integration with New General Ledger Accounting (FI-GL)


In the following topics you receive an overview of the special considerations with
integrated use of Contract Accounts Receivable and Payable with new General
Ledger Accounting.

Contract Accounts Receivable and Payable and Document Splitting in New


General Ledger Accounting
Features
With the Document Splitting component of new General Ledger Accounting, you
can create financial statements, including a profit and loss statement, based on
various dimensions. New General Ledger Accounting allows document splitting
for a number of characteristics, of which Contract Accounts Receivable and
Payable (FI-CA) supports the following:

Segment

Profit center

Business area

Fund

Budget period

Grant
The system splits the balance sheet items for the purpose of creating financial
statements for each dimension automatically based on their cause. If the
document splitting does not already reach a zero balance for the additional
dimensions, the system generates additional clearing items in the general ledger
view to bring the balance to zero.
NOTE
New General Ledger Accounting also offers document splitting by customerspecific fields or by characteristics of cost accounting for account assignment of
follow-up costs (such as discounts). Contract Accounts Receivable and Payable
does not support these types of document splitting.
Document splitting splits document items according to certain rules to different
posted subitems. These subitems represent the general ledger view of the
document, which update the balances in the general ledger. The split takes place
using the offsetting items for the item to be split, or using the item cleared by the
offsetting.
EXAMPLE
In an invoice with several different posted revenue items, document splitting
splits the receivable item in proportion to the revenue items.
EXAMPLE
In a payment, document splitting splits the posting on the bank clearing account
using the general ledger views of the items that were cleared by the payment.
Document splitting only provides useful results when the posted document
represents a given business transaction, such as in the above examples a
customer invoice or customer payment. When you transfer postings from
Contract Accounts Receivable and Payable, this prerequisite is not met, since FICA aggregates documents and transfers the data in summarized form to the
general ledger. For example, it is no longer possible to see in the transfer

document which receivables postings led to which revenue postings. For this
reason, new General Ledger Accounting does not split documents transferred
from FI-CA. The system merely ensures that the document balance for all split
characteristics is zero by adding additional clearing items. As a result of the split,
document items without account assignment (such as receivable items without
profit center or without segment) would be supplied with account assignments in
the general ledger view. Since this enrichment does not take place during the
transfer from Contract Accounts Receivable and Payable to the general ledger,
you have to ensure that these items already have an account assignment in
Contract Accounts Receivable and Payable. If you make the necessary system
settings in Contract Accounts Receivable and Payable, then Contract Accounts
Receivable and Payable supplies each posting, including receivables, payables,
tax postings or postings to a bank clearing account, directly with the necessary
account assignments. The system settings and the derivation of account
assignments from the master data, from Customizing or from other documents
are different for each characteristic.

Special Considerations with Tax and Bank Postings in FI-CA


Features
To create the G/L view of document, document splitting normally splits tax
postings and postings to bank accounts and clearing accounts, and posts these.
This step does not take place during the transfer of reconciliation keys of
Contract Accounts Receivable and Payable (FI-CA). Instead, FI-CA already
makes an account assignment. When it does so, the following restrictions apply
as regards the splitting of items.
Tax Postings
For tax postings, Contract Accounts Receivable and Payable can split document
items during the creation of totals records and thereby also ultimately for the
update of the general ledger. The split items can have different account
assignments. The system splits the tax items using the expense and revenue
postings with the same tax code, and stores the split in a separate table
(DFKKOPAA) as a supplement to the tax item. In making the split, the system
considers the following characteristics:

Segment

Profit center

Business area

Fund

Budget period

Grant
EXAMPLE
A document contains a tax line with tax code A1, tax basis 300.00 and tax
amount 57.00. There are two revenue items for it an item for 119.00 that has

account assignment to segment S1, and one for 238.00 with account assignment
to segment S2. The supplement to the tax line shows the following:
Tax basis 100.00

Tax amount 19.00

Segment S1

Tax basis 200.00

Tax amount 38.00

Segment S2

The system uses this supplement data instead of the tax line to record the totals
records for the reconciliation key. This data is also used during the transfer to the
general ledger. This procedure therefore offers a similar level of detail as the
document split of the new general ledger.
You make the settings for splitting the tax items for the company code in
Customizing for Contract Accounts Receivable and Payable.
NOTE
Do not activate the split of taxes if you record separate tax data in the additional
tables DFKKREP06 and DFKKREP07. For a tax return that is based on the data
in these tables, the system is not able to derive suitable account assignments for
the posting in the general ledger. If the split of tax postings is not active, the
system makes account assignment of tax items independently of all other
document items with a segment that it determines using posting area 0300 from
Customizing. In posting area 0300, you can specify a segment for each G/L
account (tax account).
Postings to Bank Accounts
We consider postings to bank accounts to be all postings to bank accounts, bank
clearing accounts and cash accounts. The system recognizes these postings by
the fact that the document item contains a value date or that the G/L account is
designated as cash-flow-relevant in its master record.
Contract Accounts Receivable and Payable does not support the account
assignment split for this type of posting. Instead the system assigns a fixed
segment to these postings using posting area 0300.
EXAMPLE
In posting area 0300, the fixed segment BANKSEGMENT is entered. For the
segment balance of segment SEGMENT_1, this means that it is not possible to
determine what share SEGMENT_1 has in the credit on a certain bank account
or in the cash balance. Only the entire monetary amount can be seen, which is
represented as a receivable offset by BANKSEGMENT.
You can find posting area 0300 in Customizing for Contract Accounts Receivable
and Payable under Basic Functions Postings and Documents Document
Maintain Document Assignments Segments Define Segments for General
Ledger Items .
The Segment in Contract Accounts Receivable and Payable

In new General Ledger Accounting, you can use the segment to differing
degrees. You can either use the segment as an account assignment in selected
items (for example, only for P&L items), or you can use the segment in all items
in order to run segment reporting and create a balance sheet at the level of the
segment.
Contract Accounts Receivable and Payable supports only a comprehensive
solution. That means that once the segment is active in Contract Accounts
Receivable and Payable, you have to have account assignment to a segment for
all posting items. If you implement segment reporting in a productive system after
productive start, there are exceptions for migration scenarios.
Contract Accounts Receivable and Payable and Updating the Profit Center
in New General Ledger Accounting
If you are using Contract Accounts Receivable and Payable, you can use Profit
Center Accounting in new General Ledger Accounting. The precondition for this
is that you activated the scenario FIN_PCA (profit center update) in new General
Ledger Accounting.
The profit center, along with the related partner field Partner Profit Center, are
account assignment characteristics delivered as standard with the standard
system. You can set them in FI postings or derive them from other account
assignments. As a result, the ledgers, for which you activated the scenario, are
updated in new General Ledger Accounting.
Unlike classic Profit Center Accounting, which used a ledger separate from G/L
accounting, the ledger is no longer separate for Profit Center Accounting in new
General Ledger Accounting. If you have already gone live with Contract Accounts
Receivable and Payable, but have not activated the profit center update from the
start, there are migration scenarios available (see Migration to New General
Ledger Accounting and New Implementation of Contract Accounts Receivable
and Payable). For more information about Profit Center Accounting in new
General Ledger Accounting, see SAP Note 826357.
If you are using classic Profit Center Accounting (EC-PCA) along with the profit
center update in new General Ledger Accounting, and you also have activated
document splitting in new General Ledger accounting, then note the restrictions
explained in SAP Note 826357.
RECOMMENDATION
We recommend that you use Profit Center Accounting in new General Ledger
Accounting if document splitting is active.
In order for it to be possible to update postings of Contract Accounts Receivable
and Payable with profit centers during the transfer to the general ledger, certain
preconditions have to be fulfilled in Contract Accounts Receivable and Payable.
These preconditions are explained in more detail in the following.
For the transfer to the general ledger, the profit center must already be filled in
the entry view of the FI document.

NOTE
As of ERP enhancement package 4, there can be account assignment of the
profit center to G/L items and business partner items. In releases earlier than
this, account assignment is only possible to G/L items.
Contract Accounts Receivable and Payable can be used with industry
components, such as SAP for Utilities, SAP for Telecommunications, SAP for
Media or Public Sector Contract Accounts Receivable and Payable. Depending
on which industry component you are using, different scenarios can be
applicable. During the derivation of the profit center, the system uses both
industry-specific as well as non-industry-specific function modules. Therefore, the
derivation of the profit center varies in accordance with which industry
component you are using. Contract Accounts Receivable and Payable, with its
non-industry-specific rules, is only taken into account if no profit center was
derived on an industry-specific basis.
NOTE
Note that the appropriate business function of the given industry solution must be
active. For more information, see the release notes for the mentioned industry
solutions.
Cash Management
Purpose
This component enables you to update data in Cash Management (TR-CM).
Features
This update is madedirectly when you post a document in Contract Accounts
Receivable and Payable. This means that the Cash Management liquidity
forecast and cash position are always up-to-date.
In the contract account master record, you can define the following data for
updating the liquidity forecast:

Planning group
This way, contract accounts with collection authorization can be considered
separately from contract accounts to be paid on demand. The system
proposes the planning group when you enter a document.

Additional days
These days are considered when determining the expected cash receipt
date. The due date for net payment or the cash discount date (if cash
discount was agreed) is used as the baseline date for this.
Line items that are locked for payment can be assigned to an alternative planning
group automatically.
In the G/L account master record, you define a planning level for G/L accounts
that require the cash position to be updated. The system determines the planning
level when you post the document and enters it in the G/L item.

For mass postings that run in parallel processes, waiting time may occur due to
competing accesses during the update of data for Cash Management. For these
postings, Contract Accounts Receivable and Payable offers a parallel update
mode that you can activate for specific categories of mass runs in the
Implementation Guide for Contract Accounts Receivable and
Payable under Technical Settings Activate Parallel Update of Cash
Management. Cash Management is then updated at the end of each process. If
the process is terminated before the Cash Management update, the update takes
place when you close the relevant reconciliation key. If the update also fails here,
you can transfer the data recorded separately individually. To do this, in the SAP
menu choose Periodic Processing Cash Management Transfer.
Utilities Industry (IS-U) Component
The system automatically determines the planning group in the contract account
when you transfer billing documents and then saves it in the corresponding line
items.
Insurance (FS-CD) Industry Component
The system automatically determines the planning group in the contract account
for the debit entry and then saves it in the corresponding line items.

Controlling
Purpose
This component enables data to be updated in Overhead Cost Controlling (COOM).
Features
Overhead Cost Controlling is updated automatically during the general ledger
update.

Sales and Distribution


As part of the integration of Contract Accounts Receivable and Payable (FI-CA),
the Utilities (IS-U/CCS), Telecommunications (IS-T), and Public Sector Contract
Accounts Receivable and Payable (PSCD) industry solutions can transfer bills
from Sales and Distribution (SD) to Contract Accounts Receivable and
Payableinstead of to the standard Accounts Receivable Accounting (FI-AR).

Integration with Funds Management (PSM-FM)


Purpose
SAP supports the integrated use of Funds Management with Contract Accounts
Receivable and Payable, the industry component Utilities, and the industry
component Public Sector Contract Accounts Receivable and Payable. For all
other industry components that use Contract Accounts Receivable and Payable,
the integration with Funds Management is supported in a customer project.
The integration of Contract Accounts Receivable and Payable (FI-CA) and Funds
Management (PSM-FM) enables you to forward actual data from FI-CA to PSMFM on a totals basis and thereby manage budget planning. By doing this, you
can map the areas of responsibility within your organization in a hierarchical
structure, and control both the movement of financial funds (revenues and
expenditures) as well as the budget at your disposal.
Note that there are restrictions for forwarding actual data from FICA. For more information, see SAP Note 686383. You can only use
FI-CA with Fund Accounting if PSM-FM is active.
Note that moving revenue and expenditure postings to FI-CA can
restrict the availability control function in Funds Management. For
more information, see FM Availability Control in Contract Accounts
Receivable and Payable.
For more information about using Funds Management, see the Accounting
documentation under Public Sector Management Funds Management.
Integration
The FM document data is updated simultaneously when you transfer totals
records from FI-CA to the general ledger (FI-GL) using program RFKKGL00 (see
SAP Easy Access screen: Periodic Processing Forward
Postings Execute General Ledger Transfer).
Receivables, down payments, payments, and clearing transactions are updated
in FI-CA automatically. The system updates the data online in the totals tables of
FI-CA.
If Funds Management is active and you have activated the check of old activities
(FMISPS-AUTHACT_OLD) in Customizing for Funds Management, the system
checks the Funds Management account assignments when you post, edit, and
display documents and requests, and in the account balance display. The system
checks the authorization objects for the account assignment elements for Funds
Management (commitment item, funds center, fund).
In the document (business partner items and general ledger items), the FM
account assignments are on the tab page Funds Management.
Subsequent FM Activation
You can integrate Funds Management with FI-CA at a later point in time (after FICA is already active), or you can post to additional company codes that were
previously not assigned to an FM area using active FM integration. In doing so,

you can write a dummy FM account assignment to all existing documents that
were created before the integration with Funds Management.
FM Account Assignment Logic for Documents Created Automatically
To derive FM account assignments in documents created automatically, you
have to define FM derivation rules in Customizing. The system derives the
automatically assigned FM account assignments from the business transaction
data.
FM Account Assignment Logic for Documents Created Manually
In manual document entry, entry of requests, and posting of cash security
deposits, you can use derivation rules for determining default values. On the
processing screen, the commitment item, fund, funds center, and functional area
are ready for input. If you do not enter an FM account assignment, the system
derives these values automatically from the rules defined.
FM Account Assignment Logic for Doubtful Entries and Individual Value
Adjustments
In both business transactions, the posting data is provided with the FM account
assignment automatically. The system determines the FM account assignment
data using the derivation rules.
You can make individual value adjustments with tax adjustments using an
installation-specific function module defined for event 1750. The FM account
assignment is adjusted accordingly.
FM Account Assignments for Posting Deferred Revenues
The system transfers the FM account assignment from the original document to
the deferred revenue posting automatically. To use this function, you have to
include the structure IFKKFMOBJ in table FKKDEFREV.
Prerequisites
Funds Management
For information on activating the Funds Management (PSM-FM) component, see
Customizing for Public Sector Management under Funds Management
Government Prepare Funds Management Installation.
Contract Accounts Receivable and Payable
If you want to use Funds Management, you have to activate the business
function FI-CA Core, Funds Management (FICA_FM) in the Switch Framework.
When you activate the function, the system automatically writes the structures
SI_FKKFMOP and SI_FKKFMOPK with the FM table fields in the document
tables.
Make sure that you activate the EA-PS business function in the Activate
Business Functions Customizing activity.
Currently, you cannot use the account assignment element Grant of the
component Public Sector Management.
SAP also provides the following function modules as standard modules for the
enhancement:

Event 0032: FKK_FM_SAMPLE_0032

Event 1102: FKK_EVENT_FM_1102

Event 1108: FKK_FM_EVENT_1108

Event 1119: FKK_FM_EVENT_1119

If Funds Management is not active, the function modules are not processed.
In order to be able to process the FI-CA data in Funds Management, you have to
define rules for defining FM account assignments in Customizing for Contract
Accounts Receivable and Payable under Integration Funds Management
(PSM-FM). Contract Accounts Receivable and Payable uses the derivation
strategy of Funds Management (see Customizing for Funds Management
Government under Master Data Allocations to Account Assignments from
Other Components Define Account Assignment Derivation).
If you want to continue to use the derivation strategy FMCADERIVE in Contract
Accounts Receivable and Payable, you have to set the indicator Use Derivation
Strategy from Contract Accounts Receivable and Payable in the maintenance
view TFK_FMDERIVSTRAT. Call up the view directly using transaction SM30.
Note, however, that SAP no longer supports this derivation strategy.
If you want to use the Fund Accounting component, you have to:

Activate the fund in Customizing for Public Sector


Management under Basic Settings Activate Account Assignment
Elements.
In Customizing for Contract Accounts Receivable and Payable, you
can see the activation status in the activity Fund Accounting
Activation Statusunder Integration Funds Management (PSM-FM).
If the fund is activated, the system creates additional fund clearing
lines that ensure that the balance is cleared per document and
company code. Define the G/L accounts for Fund Accounting in the
activity Define Accounts for Fund Clearing.

Define the function module FKK_FM_SAMPLE_0032 (Fund


Accounting: Add Line Items) for event 0032 in Contract Accounts
Receivable and Payable.
SAP provides this function module as a standard function module.
If Fund Accounting is not active, the function module is not
processed.
You enter the FM account assignment for a subsequent FM activation in
Customizing for Contract Accounts Receivable and Payable
under Integration Funds Management (PSM-FM). For more information about
converting existing documents, see the Customizing activity.

Features
The figure depicts the functional relationships for updating document data
in Contract Accounts Receivable and Payable in Funds
Management, and Accounting.

246.

1.
Assigning an FM account assignment
The integration with Funds Management requires that each document item
in the document must be assigned to one FM account assignment.
For manual document entry, you can fill these FM account assignment
fields. If you do not make any entries here, the system automatically
assigns the FM account assignments you defined in the derivation rules
when you save the document. The derivation rules are especially required
for documents created automatically. In any one document, the amounts for
each FM account assignment must be cleared. For more information,
see Derivation Logic for Funds Management (PSM-FM).
247.
2.
Classification in FM categories and transaction classes
Documents are saved in the header and item tables of Contract Accounts
Receivable and Payable. The system classifies the business transactions
for Funds Management at the same time. The document is assigned to a
transaction class and each line item of the document receives an FM
category assignment. The FM category for the line item determines whether

this is relevant for Funds Management or not. For more information,


see Funds Management Category.
248.
3.
Summarizing line items in totals records
Line items are summarized in totals records in totals table DFKKSUM
before they are transferred to Funds Management and collected in an
open reconciliation key. The summarization in totals records is
determined according to FM account assignments and FM category, as well
as other criteria, such as company code, G/L account, posting data, and CO
account assignment. When you close a reconciliation key, it is prepared for
the transfer toFunds Management (or general ledger). At the same time, the
reconciliation key is blocked for other postings. For more information about
processing reconciliation keys, see Creating Reconciliation Keys or
Closing Reconciliation Keys.
249.
4.
Transferring posting data
You transfer update-relevant data in Funds Management by using the same
program (RFKKGL00) that forwards the data records to the general ledger.
You transfer the totals records for each reconciliation key. For more
information about transferring posting data, see Transferring Postings to
the General Ledger.
Payment Matching between Funds Management and
Accounting for posting data from FI-CA takes place per reconciliation
key. You cannot match documents that are posted in FI-CA but that
have not yet been transferred.
See also:

FM Availability Control in Contract Accounts Receivable and Payable

FM Fiscal Year Change with Documents from Contract Accounts


Receivable and Payable
For more information on integration with
components Accounting, Controlling, and Sales and Distribution, see Contract
Accounts Receivable and Payable Integration.

Derivation Logic for Funds Management (PSM-FM)


Use
If you are using Contract Accounts Receivable and Payable with Funds
Management, you can only make document postings with complete Funds
Managementaccount assignments (FM account assignment). You have to
specify at least the account assignment elements, Commitment Item and Funds
Center in the business partner and general ledger items. The system derives the
assigned FM area from the company code.
When you enter a document, you can the FM account assignments as follows:

You enter the FM account assignment directly into the line items when
you create a document manually.

If you have not made any manual FM account assignment entries, the
FM account assignments are assigned from the derivation rules you defined
in Customizing. This applies in particular to documents created
automatically.

You enter a document that references to an item to be cleared, for


example, if you enter a clearing document for a payment, a reversal, or a
transfer posting. In this case, the FM account assignments are entered
through the document to be cleared and are then passed on to the clearing
document.
Note that when you activate Funds Management in Contract
Accounts Receivable and Payable, with document postings, the
balance of each FM account assignment is checked. Therefore, you
can only post a reeivable if the balance of all line items is
zero and the balance of each FM account assignment in the
document is also zero. These criteria do not have to be met for
clearing postings as the FM account assignments of documents to be
cleared are passed on to the clearing document.
Prerequisites
SAP does not deliver a derivation strategy for the integration of Contract
Accounts Receivable and Payable with Funds Management. You define the
account assignment derivations in the Implementation Guide for Contract
Accounts Receivable and Payable under Integration Funds Management
(PSM-FM) Define FM Account Assignment Derivation.
For more information on defining derivation rules, see the IMG activity Define FM
Account Assignment Derivation in the Implementation Guide.
Features
Manual account assignment entries
With the standard SAP system, you can enter FM account assignments on the
screen Post Document: Create Item or Create Offsetting Item in the Funds
Management screen area. The system automatically enters the Original FM
Area and FM Type from the specifications you made for the company code and
underlying account assignments. If you do not make any entries in the FM
account assignment fields, the derivation rules you defined in Customizing are
used for postings.
If you select the button G/L Item when you enter the business partner item, the
system enters the default values for the FM account assignments of the offsetting
item based on the derivation rules defined. Default values for FM account
assignments for the business partner item are determined in event 1102. SAP
delivers the standard function module FKK_EVENT_FM_1102.
FM Derivation Strategy

If you do not make any specifications for FM account assignments when you
enter a document, the system uses the derivation steps you defined in
Customizing to determine the account assignment. You define the relationship
between source field entry values and automatic assignments to target fields for
each derivation step. Target fields are the FM account assignment
elements commitment item, funds center, fund and functional area. As well as
the FM account assignment elements, the following source fields can also be
used: Company Code, Main Transaction, Subtransaction, Division, Account
Assignment DeterminationCharacteristic and Period Key.
The derivation tool has various derivation step types (derivation rules, table
access, assignment, initialization, enhancement, function module) that you can
use to define a derivation strategy.
Special Features for Statistical Postings
When a statistical document is posted in FI-CA, this document is not relevant for
the general ledger or FM. The FM category is not filled in the business partner
item. However, the FM account assignments are filled according to the derivation
rules and inherited to the debit entry on clearing.
Example
The following example shows how you can outsort the update for revenues
from income tax and vehicle tax to different FM account assignments in the
IMG activity, Define FM Account Assignment Derivation with the derivation step
type Derivation Rule.
63.
...
250.
1.
You create the derivation rule Income Tax and choose the
source fields Main Transaction and Subtransaction, as well as the target
fields Funds Centerand Commitment Item.
251.
2.
Using the button Maintain Rule Entries, create a table in which you
define the values for the source and target fields. Define the following IF
THEN link:
Income tax derivation rule
Main
Transaction

Subtransaction

Funds Center Commitment


Item

Invoice

Income tax

Revenue 1

Income tax

Invoice

Vehicle tax

Revenue 2

Vehicle tax

Funds Management Categories


Definition
The Funds Management category (FM category) characterizes a document item
posted in Contract Accounts Receivable and Payable for updates in Funds
Management.
Use
In the totals table for Contract Accounts Receivable and Payable, the FM
category is the differentiation criterion. It defines whether a totals record is
updated exclusively in Accounting or also in Funds Management. Totals records
without an FM category are not relevant for FM updates. The FM category is
assigned automatically by the system. The financial transactions of commitment
items in a posting determine the FM category.
FM Categories in Contract Accounts Receivable and Payable
A

Invoice

Paid invoice

Clearing

Clearing an invoice in the previous year

Clearing an invoice in the following year

Transfer

On account

Down payment

G/L account transfer

Clarification worklist

Tax item created automatically

Invoice from legacy system

Reversal of an invoice in the previous year

Paid invoice from previous year

No update:

Transaction class
For further classification of a business transaction, each document is
automatically assigned to a transaction class. The system derives the transaction
class from the G/L accounts taking part. The transaction class is used for
clearings or clearing resets so as to determine the affected FM category for the
offsetting posting. The transaction class is saved in the header data of a
document.
In Contract Accounts Receivable and Payable, the following transaction classes
exist:

Invoice
Payment or clearing
Write-offs
Reversal

Integration
Customer enhancement update in Funds Management
If you post clearing payments for invoices with different fiscal years in Contract
Accounts Receivable and Payable, this is indicated in the line item with one of
the following FM categories:

D (Clearing an invoice in the previous year)

E (Clearing an invoice in the following year)


By default in Funds Management, FM types D and E are treated as normal
(according to FM type C). If you want to have a detailed update in Funds
Management, you can program an update different to the standard for FM
category D by using customer enhancement SAPLFMCA. For more information,
see the customer enhancement using transaction SMOD.
Example
The following example of a posting illustrates the update logic of Contract
Accounts Receivable and Payable in Funds Management:

Example: Posting Invoices

Example: Payment with Clearing

Example: Overpayment/Underpayment

Example: Payment On Account/Down Payment

Example: Posting Receivables


The following example illustrates postings and summarization of receivables
in Contract Accounts Receivables and Payables and their update
in Accounting andFunds Management. In Contract Accounts Receivable and
Payable, each receivable is entered in the system as a single document for the
respective business partner, and at the same time, the totals of the line items
(business partner items and general ledger items) are summarized without
reference to a business partner for the update in the totals table. The FM
category is a main summarization criterion for the update in Funds Management.
In this example, property tax is entered as receivable for business
partners BP1 and BP2. Both documents are entered as business transactions
with main transaction Invoice and subtransaction Property Tax. In Customizing,
the FM account assignment Revenue 1 is assigned to the combination of
invoice/property tax in the derivation rules. The financial transactions of the
commitment items concerned control the FM category assignments in the line
items. The business partner items are marked as FM update-relevant FM
category A (invoice). Entries of general ledger items are only relevant for the

update in Accounting and not for that in Funds Management. This is why FM
categories have not been assigned to G/L items. In the totals table, the line items
for each reconciliation key are summarized according to FI and FM account
assignments and FM categories. In order to simplify the example, additional
summarization criteria have not been considered.
When updating document data (for each reconciliation key), the property tax
amounts are posted to FM account assignment Revenue 1 as revenues from the
invoices. The receivables for property tax of all business partners are posted to
a reconciliation account in Accounting, and revenues to the G/L
accountRevenue 1.
Several business partner items in one document
In a receivables document, you can enter several items for different
business transactions. Note however, that you have to enter a unique
FM account assignment in each business partner item. System
derivation of account assignments from the specifications for the
general ledger items is not supported. SAP delivers the standard
function module FKK_EVENT_FM_1102. If you have further
requirements, you can enhance event 1102 with a customer-specific
function module.
Totals-based invoice updates in Contract Accounts Receivable and
Payable

See also:
Example: Payment with Clearing
Example: Overpayment/Underpayment
Example: Payment On Account/Down Payment

Example: Payment with Clearing


The payments are posted with payment lots. Thereby, one or more items of an
invoice document are cleared. The FM account assignments assigned are
inherited from the business partner item to be cleared.
No business partner item for payment clearing
When you clear documents in FI-CA, no business partner items are
written. The information required is stored in the document header

and determined from the cleared documents. For the sake of


simplicity, however, the term business partner item is used below.
The business partner items are relevant for the Funds Management update and
are marked as FM category C (clearing). The G/L items are usually only relevant
for updating G/L accounts in Accounting and do not have any FM category
assignment (the exception is when you are making postings with exchange rate
differences).
The line items are grouped together in the totals table for each reconciliation key
as summarized data records according to FM account assignments and FM
categories and further criteria (not included in the example).
The example illustrates the complete payment clearing with the amount 200 of
an open item (that of the invoice item is not represented) and the update
inAccounting and Funds Management. In Funds Management, the update
causes a reduction document Reduction Document 200 and a payment
documentPayment 200 to be created. In Accounting, the receipt of payment is
mapped in a bank account and, for the business partner, in a reconciliation
account.

To keep the graphic simple, data entry and update for a single document are
represented. This means that the amounts of the line items and the data records
of the totals table are the same.
See also:

Example: Posting Invoices


Example: Overpayment/Underpayment
Example: Payment On Account/Down Payment

Example: Overpayment/Underpayment
The following example illustrates payment postings and updates that have
different amounts to the items to be cleared. They are overpayments and
underpayments (partial payments).
Posting an overpayment or underpayment creates an amount split:

If there is an underpayment, the divided amount is in the invoice


document to be cleared. One item maps the partial clearing and the other
the outstanding receivable. In the payment document, the underpayment is
posted as full clearing of the partial amount with the FM
category C (clearing) and is updated in the assigned FM account
assignment.

If there is an overpayment, the divided amount is in the payment


document. An item maps the full clearing of invoicing and is updated as FM
category C(clearing) in the assigned revenues FM account assignment.
The remaining amount is posted as a payment on account with FM
category G (payment on account).

However, payments on account are only updated in Funds


Management if you have activated the Payment Matching there. In
the SAP standard system, payment on accounts are not updated
in Funds Management. (See the Customizing for Public Sector
Management Funds Management Public Services Actuals and
Commitments Update/Integration Integration Define Settings for
Payment Transfer.
The example below depicts an overpayment. The payment amount (300) is
divided into a clearing amount (-200) and a payment on account (-100). In Funds
Management, the payment matching is activated, therefore the payment on
account is also relevant for the update. The derivation rules are also defined so
that the settlement payment and the payment on account are in different FM
account assignments.

For simplification, the figure illustrates only one payment document.


See also:
Example: Posting Invoices
Example: Payment with Clearing
Example: Payments on Account/Down Payments

Example: Payments on Account/Down Payments


The following example illustrates payments on account/down payment postings
and updates posted in Contract Accounts Receivable and Payable and updated
in Accounting and Funds Management. The payments are evaluated as payment
on account or down payment, according to your main/subtransaction and
thePayment Transaction indicator .

You define the business transactions payment on account or


down payment in Customizing for Contract Accounts Receivable and
Payableunder Business Functions Postings and
Documents Document Maintain Document Account
Assignments (for example) MaintainTransactions for Industry
Component Utilities by setting the indicator Payment Transaction for
the main and subtransactions in the section Maintain Document
Account Assignments in the activity for your industry component.
Down payment postings (for example, cash security deposits) also have the
indicator Down Payment in the business partner item. The system sets the
indicatorDown Payment in the tax data of a document, for example, for statistical
line items.
Both payment transactions are managed in the system as FM
category G (payment on account) and H (down payment). A differentiated update
is therefore possible in Funds Management. In Funds Management, payments
on account are posted as payment documents and down payments are posted
as down payment documents.
Down payments are always updated in Funds Management.
However, payments on account are only updated when you have
activated the Payment Matching in Funds Management. In the SAP
standard system, payments on account are not updated in Funds
Management.
The example below shows down payment postings for property tax (200). The
business partner item is flagged as an FM update-relevant item with the FM
category H (down payment) and is updated in the separate FM account
assignment Revenue 2.

For simplification, the figure illustrates only one payment document. This means
that the amounts of the line items and the data records of the totals table are the
same.
See also:
Example: Posting Invoices
Example: Payment with Clearing
Example: Overpayment/Underpayment

FM Availability Control in Contract Accounts Receivable and Payable


Use
If you use the availability control in Funds Management (PSM-FM) and also
use Contract Accounts Receivable and Payable, note that you can only use the
availability control in restricted form. This means that the availability control
in Funds Management does not have any cross-component control function
in Contract Accounts Receivable and Payable.
Features
As standard, in Funds Management, the budget available is normally monitored
online with each document entry. This does not apply to documents that you post
inContract Accounts Receivable and Payable. There is no online availability

control here. An availability control is possible only after the document data has
been passed on from Contract Accounts Receivable and Payable to Funds
Management. Also note that, the document data being transferred are totals
records. The availability control does not check line items it checks totals
records. This can lead to the tolerance limit being exceeded when the totals
records in Contract Accounts Receivable and Payable are passed on and as a
result the availability control prevents a posting in Funds Management. If this
should happen, you must change the Customizing settings for your availability
control accordingly and forward the respective reconciliation key again. (See
Customizing for Public Sector Management Funds Management Public
Services Administration Classic Budgeting Availability Control).
We recommend therefore, that you adjust the tolerance limits of
the availability control to the totals records to be transferred. In
particular, you should adjust the cycle (frequency) of document data
passed on for each reconciliation key to suit your organization. You
can forward the payment data frequently in order to keep the volume
amount for each reconciliation key small.
See also:
For more information on the availability control in Funds Management, see the
documentation for Funds Management, under Controlling Availability Control.

FM Fiscal Year Change with Documents from Contract Accounts


Receivable and Payable
Use
In contrast to Contract Accounts Receivable and Payable, in Funds
Management the open receivables from the old fiscal year must be carried
forward into the new fiscal year with fiscal year change. You can use the
carryforward programs in Funds Management to do this.
The updated document data from Contract Accounts Receivable and Payable is
marked as Contract Accounts Receivable and Payable documents in Funds
Management. You can use the special carryforward program Carryforward
Documents from Contract Accounts Receivable and Payable (RFKKFMCF)
in Funds Management for these documents.
Features
Program Carryforward Documents from Contract Accounts Receivable and
Payable (RFKKFMCF) carries forward the amounts of open documents in FM for
each FM account assignment from the old into the new FM fiscal year. You can
define which value types (invoices and/or down payments) should be carried
forward. In contrast to normal commitment-carryforwards, the carryforward in
this case is not done by document but by summarized document data. The
document data is summarized according to the following fields:

Value Type

Commitment and Payment Budget Ledger

Year of Cash Effectivity

CO Object Number

Transaction Currency

Funds Center

Commitment Item

Fund

Functional Area

Customer Dimension

G/L account for General Ledger Accounting

Company Code

You can execute the program a number of times. New carryforward documents
are created each time you run the program, that is, if the corresponding
document data for the carryforward is found.
The carryforward document of the old fiscal year is written in period 13, in the
new fiscal year the carryforward document is written in the blank period .
Activities
To carryforward Contract Accounts Receivable and Payable documents, in the
SAP menu choose Accounting Public Sector Management Funds
Management Additional Functions Integration of Contract Accounts
Receivable and Payable (PSCD) Closing Preparations Carryforward
Documents from Contract Accounts Receivable and Payable.
Documents that you have posted in an old fiscal year but not yet
carried them forward to the new fiscal year distort the reporting
for Funds Management. We recommend therefore, that you start the
carryforward program a number of times throughout the year and not
just for a fiscal year change. In doing so you ensure correct results in
the information system of Funds Management.
See also:
For more information on fiscal year change, see the documentation for Funds
Management under Closing Operations.

Active Availability Control for Requests


Features
To make an active budget availability check possible between Public Sector
Contract Accounts Receivable and Payable and Funds Management, in the
transaction for processing requests you automatically create earmarked funds
documents or reference existing earmarked funds documents.
The system statistically uses up earmarked funds documents as soon as you
create a request. When the FI-CA document is created from the request, the
system replaces the statistical consumption with the FI-CA document. If a
request is deleted or rejected, the system automatically releases the earmarked
funds document generated for the request.
NOTE
You can create earmarked funds documents either by means of a request or in a
separate transaction. The system only automatically releases earmarked funds
documents that were created by means of a request.
If you change the amount or the account assignment for a request item, the
system automatically adjusts the earmarked funds document for the request.
From a technical perspective, the system releases the old earmarked funds
document and creates a new one, taking the new amount and new account
assignment into account. This also applies only to earmarked funds documents
that were created by means of a request.
You can:

Process requests that are on the approval list

Close earmarked funds documents directly from the request


In addition, there is a year-end closing report that makes it possible to create
earmarked funds documents for standing requests. (On the SAP Easy Access
screen, choose Periodic Processing Closing Preparation Create
Earmarked Funds Documents for Standing Requests ).

Integration with SAP Credit Management


SAP Credit Management enables your company to operate centralized credit
management. The business systems connected (for example, Contract Accounts
Receivable and Payable, CRM, or SD) report the commitments of business
partners to SAP Credit Management using XML. SAP Credit
Management consolidates these reports into a credit exposure and checks this
against the current credit limit of the business partner. This means that you can
manage the score, the payment behavior summary, and the credit exposure (that
is, the total of all open items) of your business partners centrally.

Implementation Considerations
SAP Credit Management is part of SAP Financial Supply Chain Management.
For information about SAP Credit Management, see the documentation of SAP
Credit Management. For information about system configuration, see
the Configuration Guide of SAP Credit Management.
You can use Contract Accounts Receivable and Payable and SAP Credit
Management in a single or multiple system landscape without an XI server. This
means that you can connect an instance of Contract Accounts Receivable and
Payable directly with SAP Credit Management without using an XI server.
Contract Accounts Receivable and Payable and SAP Credit Management can be
running in the same system or in separate systems.
The prerequisite for this is as follows: You have installed enhancement package
5 for both Contract Accounts Receivable and Payable and SAP Credit
Management, and you activated the business function FSCM Functions
3 (FIN_FSCM_CCD_3). Activating a business function in Contract Accounts
Receivable and Payable is not a requirement.
You set up the connection between SAP Credit Management and Contract
Accounts Receivable and Payable by configuring the appropriate endpoints and
logical ports in SOA Manager.
Message exchange takes place using Web Services Reliable Messaging (WSRM), which guarantees the transfer of messages and monitors the correct
sequence of incoming messages.
Integration
If you use SAP Credit Management, the internal processes of Contract Accounts
Receivable and Payable do not use the score (creditworthiness) determined in
FI-CA; instead, they automatically access the score in SAP Credit Management.
You can display the SAP Credit Management score in the transaction Display
Business Partner's Creditworthiness (on the SAP Easy Access screen, choose
Account More Information Creditworthiness ).
You can influence the program flows in Contract Accounts Receivable and
Payable at certain events. For more information, see the configuration guide
forSAP Credit Management, in particular the sections for Contract Accounts
Receivable and Payable under Business Customizing Process Integration
with SAP Systems .
Features
The open items of business partners are managed in Contract Accounts
Receivable and Payable; the credit decisions take place in SAP Credit
Management. To ensure credit decisions are based on a current dataset, you
therefore have to transfer the credit exposure - the total of the open items to SAP Credit Management at regular intervals.
In the credit exposure update from Contract Accounts Receivable and Payable,
the total of all current open items for the business partner is always transferred
to SAP Credit Management. It is not a delta update.

In FI-CA there are mass activities for the following functions:

Sending the credit exposure for a business partner to SAP Credit


Management

Sending the payment behavior summary to SAP Credit Management

Replicating the creditworthiness values between Contract Accounts


Receivable and Payable and SAP Credit Management
Contract Accounts Receivable and Payable supports the credit exposure queries
of SAP Credit Management. In SAP Credit Management, you can specify
whether the current credit exposure is queried in the connected systems for a
credit check.
Contract Accounts Receivable and Payable supports the partner messages
of SAP Credit Management. Partner messages enable the credit exposure to be
updated in SAP Credit Management for a business transaction across module
and system boundaries, with no chronological gaps.
You can display the credit information from SAP Credit Management in Contract
Accounts Receivable and Payable, for example, to display it in theInteraction
Center. Function module FKK_CR_GET_CREDIT_INFORMATION uses the XI
interface CreditWorthinessQuery.
In Contract Accounts Receivable and Payable, you can also carry out a credit
check for a business partner in SAP Credit Management.
Credit Segments
Definition
Organizational unit of SAP Credit Management that you can define as required,
for example, by product type or business area.
Subdivision of the relevant business transactions in a
telecommunications company according to the following credit
segments:

Fixed network

Internet

Cellular network
Use
The credit segment groups the business of a company from the view of credit
assignment and control.
Structure
You have to define the credit segments you have defined in the Implementation
Guide for Contract Accounts Receivable and
Payable under Integration Financial Supply Chain Management Credit
Management Maintain Credit Segments.
The credit segments that you define here must agree with those
of SAP Credit Management.

You assign the open items to a credit segment using specific parameters in the
Implementation Guide for Contract Accounts Receivable and
Payable underIntegration Financial Supply Chain Management Credit
Management Assign Open Items to Credit Segments.

Payment Behavior Summaries


Definition
A payment behavior summary summarizes the credit-relevant data used for
calculating the score and the credit limit in SAP Credit Management by business
partner and credit segment.
Use
In Contract Accounts Receivable and Payable, you first have to activate the use
of payment behavior summaries in Customizing. In the Implementation Guide
forContract Accounts Receivable and Payable, choose Integration Financial
Supply Chain Management Credit Management Define Specifications for
Credit Management.
In the standard, the payment behavior summary contains only a
valuated credit exposure. The amount of the valuated credit exposure
is the total of all open items, inlcuding the interest for overdue items.
You can also define the interest rate to be used for the simulation of
the interest calculation for the overdue items in the Customizing
activity specified.

Score in SAP Credit Management


Definition
Expression of the payment behavior of a business partner
Structure
SAP Credit Management manages the score of a business partner centrally. The
score is calculated from

Internal information from SAP Credit Management

Information from the connected systems (for example, FI-CA, CRM)

External information (for example, external information providers)

Calculating and Transferring Credit Exposure


You can transfer credit exposure from Contract Accounts Receivable and
Payable to SAP Credit Management.
Integration
In Contract Accounts Receivable and Payable, you can display the credit
exposure of a business partner in the master record per credit segment and go
from there to the details of the credit exposure.
Prerequisites
You have performed the following actions in Customizing for Contract Accounts
Receivable and Payable under Integration Financial Supply Chain
Management Credit Management in the activity:

Activate Credit Management, you set the BillActive indicator, to enable the
transfer of the credit exposure for billable and billed items that have not yet
been invoiced from Billing in Contract Accounts Receivable and Payable to
SAP Credit Management.

Maintain Credit Segments, you entered your credit segments.


The credit segments that you enter here must agree with those in SAP
Credit Management. The credit segments are used there to break down
credit exposures into different areas, such as countries A and B.

Assign Open Items to Credit Segments, you assigned receivables to an


appropriate credit segment based on their company code, account
determination ID, business area and division.

Define Credit Exposure Category for External Billing Systems, you entered
external credit exposure categories (optional).
In Customizing for Credit Management under Credit Risk Monitoring Credit
Exposure Update Define Liability Categories in the activity Define Credit
Exposure Categories, you entered the required credit exposure categories; and
especially important, you entered the fixed values mentioned below.
Features
The credit exposure in SAP Credit Management is increased by not yet invoiced
items in Billing as well as open receivables of Contract Account Receivable and
Payable. The credit exposure is therefore the sum of all open items, billable
items and billed items of the business partner that are not yet invoiced.
NOTE
Contract Accounts Receivable and Payable transfers only those billable and
billed, but not yet invoiced, items that you have created for billing in postpaid
scenarios.
The exhaustion of the credit limit through credit exposure is one of the check
criteria during a credit check in SAP Credit Management.

In Contract Accounts Receivable and Payable, you can calculate the credit
exposure of a business partner and then transfer it to SAP Credit Management.
NOTE
If you are using the industry component Utilities, when updating the credit
exposure, you can exclude budget billing requests that lie in the future from the
calculation of the credit exposure.
To improve performance, you can calculate the credit exposure and transfer it to
SAP Credit Management in one step or in two separate steps. The procedure
described below is based on using two steps.
You can enter a percentage rate during the calculation of credit data. Using this
percentage rate, you can limit the update of credit data to that percentage of your
business partners that was not updated for the longest period of time.
EXAMPLE
If you enter a percentage of 25% for each run, and you execute four runs, after
four runs all of your business partners are updated.
In SAP Credit Management, you can designate business partners with
conspicuous behavior or critical business partners as business partners for
special attention. You can update these business partners independently of the
percentage rate selected and, if necessary, transfer them if they exist in the
business partner interval specified.
In SAP Credit Management, credit exposure categories allow you to classify the
reported credit exposures. The following fixed values apply for the following
credit exposures:

Credit exposure category 200 indicates open items.

Credit exposure category 100 indicates open SD orders.

Credit exposure category 210 indicates billable items with


status billed that are not yet invoiced.

Credit exposure category 220 indicates billable items with status billable.
Credit Exposure Update for External Billing Systems
For credit exposure that you transfer from an external billing system, the situation
can arise that both the external billing system and Contract Accounts Receivable
and Payable report the credit exposure to SAP Credit Management. If you define
an external credit exposure category for the update of credit exposure from an
external billing system, then you can reset the external credit exposure as soon
as you transfer the credit exposure from Contract Accounts Receivable and
Payable to SAP Credit Management. If an external application already reported a
credit exposure with this external credit exposure category to SAP Credit
Management, the Transfer of Credit Data mass activity resets this external credit
exposure in SAP Credit Management and reports the credit exposure in the form
of billable items, billing documents or FI-CA posting documents using the credit
exposure categories of Contract Accounts Receivable and Payable to SAP Credit

Management. Using this procedure enables you to avoid managing duplicate


credit exposures.
Credit Exposure Update for Cash Security Deposits
Contract Accounts Receivable and Payable reports cash security deposits as
secured credit exposure to SAP Credit Management.
Options for Intervening in Events
Event In this event, you can:
4501 Filter the open items and thereby exclude certain items from the credit
exposure update
4502 For an open item of FI-CA, override credit exposure category 200
4503 Exclude certain customer groups from the calculation and transfer of
credit data
EXAMPLE
You do not want to transfer the credit data of customers with whom you
have agreed on automatic debit.
4609 Change credit data and transfer customer-defined fields for the credit
exposure update to the XI interface
4512 For billable and billed items, specify a credit exposure category that
differs from the fixed value mentioned above
XI Interfaces
The following interfaces are used for transferring the data:

CreditCommitmentNotification

CreditWorthinessCriticalPartiesQuery
Activities
Calculation of Credit Data in Contract Accounts Receivable and Payable
You calculate credit data in Contract Accounts Receivable and Payable using the
transaction Transfer of Credit Data.
1. On the SAP Easy Access screen, choose Periodic Processing
Forward Data to SAP Credit Management Transfer Credit Data .
2. Enter a run date and an ID that you can use to identify the run later.
3. Set the Update Credit Exposure and Payment Behavior
Summary indicator on the General Selections tab page, and enter a
percentage in thePercentage field.
4. Set the Update Business Partners for Special Attention indicator, if
applicable. If you do not set this indicator, then the business partners for

special attention in Contract Accounts Receivable and Payable


are not updated.
5. Set the Transfer to Credit Management indicator, if applicable. If you do
not set this indicator, then you have to execute the transaction again (see
below).
6. If you use the industry component Utilities, enter an appropriate value in
the Additional Days for Budget Billing Requests field if you want to exclude
budget billing requests that are in the future from the credit exposure.
7. Schedule the program run.
For detailed information about scheduling program runs, see Functions for
Scheduling Program Runs.
Transfer of Credit Data to SAP Credit Management
After you have calculated the credit data in Contract Accounts Receivable and
Payable, you can also transfer the data to SAP Credit Management using the
transaction Transfer of Credit Data. Proceed as described in the section on
calculating the credit data. However, set the Transfer of Credit Data indicator in
the Transfer to Credit Management group box on the General Selections tab
page, and schedule the run.
After the transfer, the credit exposure appears in the business partner master
data of SAP Credit Management. The system adds the credit exposure amount
from Contract Accounts Receivable and Payable to the credit exposure of the
relevant credit segment of the business partner.
Calculating and Transferring Payment Behavior Summaries
Use
Using payment behavior summaries, you can calculate the creditworthiness
score and the credit limit in SAP Credit Management.
The payment behavior summaries of business partners are determined in
Contract Accounts Receivable and Payable. In the same way, you can determine
the credit exposure including an interest calculation.
Prerequisites
You specified the interest rate for the valuated credit exposure in Customizing for
Contract Accounts Receivable and Payable under Integration Financial Supply
Chain Management Credit Management Define Specifications for Credit
Management.
If you want to transfer individual payment behavior summaries to SAP Credit
Management, you made settings in Customizing for Contract Accounts
Receivable and Payable under Integration Financial Supply Chain
Management Credit Management Key Figures.
Features
In the standard system, payment behavior summaries contain the valuated credit
exposure, as well as information on the following:

Open items

Payment methods

Payments

Dunning by collection strategy

Dunning by dunning procedure

DSO (days sales outstanding)

Promises to pay

Returns

Deferrals and installment plans

Write-offs

The amount of the valuated credit exposure is the total of all open items,
including the interest for overdue items. For simulating the interest calculation for
overdue items, the system uses the interest rate you entered in Customizing.
The system updates the valuated credit exposure in the currency of the credit
segment.
The transfer of the key figures takes place using the mass activity Transfer Credit
Data (see the SAP Easy Access screen: Periodic Processing Forward Data to
SAP Credit Management). This mass activity uses the asynchronous service
CreditPaymentBehaviourSummaryNotification_Out of the
interfaceCreditPaymentBehaviourSummaryNotification.
If you make the system settings described above, this service transfers the
individual key figures from Contract Accounts Receivable and Payable to SAP
Credit Management. The system also fills the PropertyValuation of the service, in
which the characteristics of the individual key figures are filled.
The mass activity Transfer Credit Data forwards the payment behavior summary
for those business partners with negative payment behavior (such as dunning,
returns, or broken promises to pay). In event 4511, you can specify when and
how long the key figures for a business partner should be sent again.
You specify the time period over which a key figure is evaluated in Customizing
for Contract Accounts Receivable and Payable under Integration Financial
Supply Chain Management Credit Management Key Figures Specify
Evaluation Period for Key Figures. The value applies for all key figures that you
have stipulated for transfer, and especially for the following standard key figures:

COL (collections)

DUN (dunning notices)

P2P (promises to pay)

RET (returns)

TIP (installment plans)

WRO (write-offs)

If you do not make any entries, the system uses the default value of 30 days.
You can add your own data to these standard key figures for payment behavior
in event 4509.
In addition, in event 4510, you can also define your own key figures, fill them,
and then send them along with the standard key figures using the
PropertyValuation of the service to SAP Credit Management.
In SAP Credit Management there is a synchronous service
CreditManagementAccountERPPaymentBehaviourSummaryByDebtor
PartyQueryResponse_In. This service also contains the
PropertyValuation. If the service calls Contract Accounts Receivable
and Payable from SAP Credit Management, then the system
calculates the key figures to be transferred.
Note for the industry component Utilities Industry
You can determine an average budget billing amount for each business partner
and credit segment and transfer it to SAP Credit Management. This means that
the average budget billing amount is available in formulas in SAP Credit
Management as a decision criterion for credit decisions. The system calculates
the average budget billing amount as follows:
64.
...
252.
1.
For each budget billing plan, the system calculates the number of
days between the beginning and end of the budget billing period.
253.
2.
The total amount of the budget billing plan is divided by the
number of days. This provides the average budget billing amount per day
and budget billing plan.
254.
3.
You can determine the average budget billing amount per day for
each business partner by creating the total using the amounts determined in
step 2 for each budget billing plan.

65.

If you want to change the type of calculation, define event 4500


accordingly.
If you want to use the function, you also have to define event 4600 to
forward the key figure Budget Billing Amount per Day determined for
each business partner to SAP Credit Management. In SAP Credit
Management you have two options:
...
You can save the key figure in a field of the payment behavior
summary that you do not use in the SAP business partner.

In your scenario, you do not use the key figure Sales. Therefore,
you define event 4600 such that the key figure Budget Billing Amount
per Dayis saved in the Sales field in SAP Credit Management for each
business partner.
You add it to the payment behavior summary in the SAP business
partner and save the key figure Budget Billing Amount per Day for
each business partner in this new field. You also have to define event
4600 accordingly here. You also have to enhance the SAP business
partner using theBusiness Data Toolset (BDT).
Activities
To calculate and transfer the payment behavior summary you also use the
transaction Transfer Credit Data from the SAP Easy Access screen
under Periodic Processing Forward Data to SAP Credit Management.
After the transfer, the valuated credit exposure appears in the business partner
master data of SAP Credit Management in the given credit segment on
thePayment Behavior Summary tab page in the Key Figures screen area in
the Amount field. In the business partner master data of SAP Credit
Management, the payment behavior summary is found in the credit segment
views on the KPI Payment History tab page in the Key Figures screen area.

Score in SAP Credit Management


Definition
Expression of the payment behavior of a business partner
Structure
SAP Credit Management manages the score of a business partner centrally. The
score is calculated from

Internal information from SAP Credit Management

Information from the connected systems (for example, FI-CA, CRM)

External information (for example, external information providers)

Calculating and Transferring Credit Exposure


You can transfer credit exposure from Contract Accounts Receivable and
Payable to SAP Credit Management.
Integration
In Contract Accounts Receivable and Payable, you can display the credit
exposure of a business partner in the master record per credit segment and go
from there to the details of the credit exposure.

Prerequisites
You have performed the following actions in Customizing for Contract Accounts
Receivable and Payable under Integration Financial Supply Chain
Management Credit Management in the activity:

Activate Credit Management, you set the BillActive indicator, to enable the
transfer of the credit exposure for billable and billed items that have not yet
been invoiced from Billing in Contract Accounts Receivable and Payable to
SAP Credit Management.

Maintain Credit Segments, you entered your credit segments.


The credit segments that you enter here must agree with those in SAP
Credit Management. The credit segments are used there to break down
credit exposures into different areas, such as countries A and B.

Assign Open Items to Credit Segments, you assigned receivables to an


appropriate credit segment based on their company code, account
determination ID, business area and division.

Define Credit Exposure Category for External Billing Systems, you entered
external credit exposure categories (optional).
In Customizing for Credit Management under Credit Risk Monitoring Credit
Exposure Update Define Liability Categories in the activity Define Credit
Exposure Categories, you entered the required credit exposure categories; and
especially important, you entered the fixed values mentioned below.
Features
The credit exposure in SAP Credit Management is increased by not yet invoiced
items in Billing as well as open receivables of Contract Account Receivable and
Payable. The credit exposure is therefore the sum of all open items, billable
items and billed items of the business partner that are not yet invoiced.
NOTE
Contract Accounts Receivable and Payable transfers only those billable and
billed, but not yet invoiced, items that you have created for billing in postpaid
scenarios.
The exhaustion of the credit limit through credit exposure is one of the check
criteria during a credit check in SAP Credit Management.
In Contract Accounts Receivable and Payable, you can calculate the credit
exposure of a business partner and then transfer it to SAP Credit Management.
NOTE
If you are using the industry component Utilities, when updating the credit
exposure, you can exclude budget billing requests that lie in the future from the
calculation of the credit exposure.
To improve performance, you can calculate the credit exposure and transfer it to
SAP Credit Management in one step or in two separate steps. The procedure
described below is based on using two steps.

You can enter a percentage rate during the calculation of credit data. Using this
percentage rate, you can limit the update of credit data to that percentage of your
business partners that was not updated for the longest period of time.
EXAMPLE
If you enter a percentage of 25% for each run, and you execute four runs, after
four runs all of your business partners are updated.
In SAP Credit Management, you can designate business partners with
conspicuous behavior or critical business partners as business partners for
special attention. You can update these business partners independently of the
percentage rate selected and, if necessary, transfer them if they exist in the
business partner interval specified.
In SAP Credit Management, credit exposure categories allow you to classify the
reported credit exposures. The following fixed values apply for the following
credit exposures:

Credit exposure category 200 indicates open items.

Credit exposure category 100 indicates open SD orders.

Credit exposure category 210 indicates billable items with


status billed that are not yet invoiced.

Credit exposure category 220 indicates billable items with status billable.
Credit Exposure Update for External Billing Systems
For credit exposure that you transfer from an external billing system, the situation
can arise that both the external billing system and Contract Accounts Receivable
and Payable report the credit exposure to SAP Credit Management. If you define
an external credit exposure category for the update of credit exposure from an
external billing system, then you can reset the external credit exposure as soon
as you transfer the credit exposure from Contract Accounts Receivable and
Payable to SAP Credit Management. If an external application already reported a
credit exposure with this external credit exposure category to SAP Credit
Management, the Transfer of Credit Data mass activity resets this external credit
exposure in SAP Credit Management and reports the credit exposure in the form
of billable items, billing documents or FI-CA posting documents using the credit
exposure categories of Contract Accounts Receivable and Payable to SAP Credit
Management. Using this procedure enables you to avoid managing duplicate
credit exposures.
Credit Exposure Update for Cash Security Deposits
Contract Accounts Receivable and Payable reports cash security deposits as
secured credit exposure to SAP Credit Management.
Options for Intervening in Events
Event In this event, you can:
4501 Filter the open items and thereby exclude certain items from the credit
exposure update

4502 For an open item of FI-CA, override credit exposure category 200
4503 Exclude certain customer groups from the calculation and transfer of
credit data
EXAMPLE
You do not want to transfer the credit data of customers with whom you
have agreed on automatic debit.
4609 Change credit data and transfer customer-defined fields for the credit
exposure update to the XI interface
4512 For billable and billed items, specify a credit exposure category that
differs from the fixed value mentioned above
XI Interfaces
The following interfaces are used for transferring the data:

CreditCommitmentNotification

CreditWorthinessCriticalPartiesQuery
Activities
Calculation of Credit Data in Contract Accounts Receivable and Payable
You calculate credit data in Contract Accounts Receivable and Payable using the
transaction Transfer of Credit Data.
1. On the SAP Easy Access screen, choose Periodic Processing
Forward Data to SAP Credit Management Transfer Credit Data .
2. Enter a run date and an ID that you can use to identify the run later.
3. Set the Update Credit Exposure and Payment Behavior
Summary indicator on the General Selections tab page, and enter a
percentage in thePercentage field.
4. Set the Update Business Partners for Special Attention indicator, if
applicable. If you do not set this indicator, then the business partners for
special attention in Contract Accounts Receivable and Payable
are not updated.
5. Set the Transfer to Credit Management indicator, if applicable. If you do
not set this indicator, then you have to execute the transaction again (see
below).
6. If you use the industry component Utilities, enter an appropriate value in
the Additional Days for Budget Billing Requests field if you want to exclude
budget billing requests that are in the future from the credit exposure.
7. Schedule the program run.
For detailed information about scheduling program runs, see Functions for
Scheduling Program Runs.
Transfer of Credit Data to SAP Credit Management

After you have calculated the credit data in Contract Accounts Receivable and
Payable, you can also transfer the data to SAP Credit Management using the
transaction Transfer of Credit Data. Proceed as described in the section on
calculating the credit data. However, set the Transfer of Credit Data indicator in
the Transfer to Credit Management group box on the General Selections tab
page, and schedule the run.
After the transfer, the credit exposure appears in the business partner master
data of SAP Credit Management. The system adds the credit exposure amount
from Contract Accounts Receivable and Payable to the credit exposure of the
relevant credit segment of the business partner.
Calculating and Transferring Payment Behavior Summaries
Use
Using payment behavior summaries, you can calculate the creditworthiness
score and the credit limit in SAP Credit Management.
The payment behavior summaries of business partners are determined in
Contract Accounts Receivable and Payable. In the same way, you can determine
the credit exposure including an interest calculation.
Prerequisites
You specified the interest rate for the valuated credit exposure in Customizing for
Contract Accounts Receivable and Payable under Integration Financial Supply
Chain Management Credit Management Define Specifications for Credit
Management.
If you want to transfer individual payment behavior summaries to SAP Credit
Management, you made settings in Customizing for Contract Accounts
Receivable and Payable under Integration Financial Supply Chain
Management Credit Management Key Figures.
Features
In the standard system, payment behavior summaries contain the valuated credit
exposure, as well as information on the following:

Open items

Payment methods

Payments

Dunning by collection strategy

Dunning by dunning procedure

DSO (days sales outstanding)

Promises to pay

Returns

Deferrals and installment plans

Write-offs

The amount of the valuated credit exposure is the total of all open items,
including the interest for overdue items. For simulating the interest calculation for
overdue items, the system uses the interest rate you entered in Customizing.
The system updates the valuated credit exposure in the currency of the credit
segment.
The transfer of the key figures takes place using the mass activity Transfer Credit
Data (see the SAP Easy Access screen: Periodic Processing Forward Data to
SAP Credit Management). This mass activity uses the asynchronous service
CreditPaymentBehaviourSummaryNotification_Out of the
interfaceCreditPaymentBehaviourSummaryNotification.
If you make the system settings described above, this service transfers the
individual key figures from Contract Accounts Receivable and Payable to SAP
Credit Management. The system also fills the PropertyValuation of the service, in
which the characteristics of the individual key figures are filled.
The mass activity Transfer Credit Data forwards the payment behavior summary
for those business partners with negative payment behavior (such as dunning,
returns, or broken promises to pay). In event 4511, you can specify when and
how long the key figures for a business partner should be sent again.
You specify the time period over which a key figure is evaluated in Customizing
for Contract Accounts Receivable and Payable under Integration Financial
Supply Chain Management Credit Management Key Figures Specify
Evaluation Period for Key Figures. The value applies for all key figures that you
have stipulated for transfer, and especially for the following standard key figures:

COL (collections)

DUN (dunning notices)

P2P (promises to pay)

RET (returns)

TIP (installment plans)

WRO (write-offs)

If you do not make any entries, the system uses the default value of 30 days.
You can add your own data to these standard key figures for payment behavior
in event 4509.
In addition, in event 4510, you can also define your own key figures, fill them,
and then send them along with the standard key figures using the
PropertyValuation of the service to SAP Credit Management.

In SAP Credit Management there is a synchronous service


CreditManagementAccountERPPaymentBehaviourSummaryByDebtor
PartyQueryResponse_In. This service also contains the
PropertyValuation. If the service calls Contract Accounts Receivable
and Payable from SAP Credit Management, then the system
calculates the key figures to be transferred.
Note for the industry component Utilities Industry
You can determine an average budget billing amount for each business partner
and credit segment and transfer it to SAP Credit Management. This means that
the average budget billing amount is available in formulas in SAP Credit
Management as a decision criterion for credit decisions. The system calculates
the average budget billing amount as follows:
66.
...
255.
1.
For each budget billing plan, the system calculates the number of
days between the beginning and end of the budget billing period.
256.
2.
The total amount of the budget billing plan is divided by the
number of days. This provides the average budget billing amount per day
and budget billing plan.
257.
3.
You can determine the average budget billing amount per day for
each business partner by creating the total using the amounts determined in
step 2 for each budget billing plan.

67.

If you want to change the type of calculation, define event 4500


accordingly.
If you want to use the function, you also have to define event 4600 to
forward the key figure Budget Billing Amount per Day determined for
each business partner to SAP Credit Management. In SAP Credit
Management you have two options:
...
You can save the key figure in a field of the payment behavior
summary that you do not use in the SAP business partner.
In your scenario, you do not use the key figure Sales. Therefore,
you define event 4600 such that the key figure Budget Billing Amount
per Dayis saved in the Sales field in SAP Credit Management for each
business partner.
You add it to the payment behavior summary in the SAP business
partner and save the key figure Budget Billing Amount per Day for
each business partner in this new field. You also have to define event
4600 accordingly here. You also have to enhance the SAP business
partner using theBusiness Data Toolset (BDT).

Activities
To calculate and transfer the payment behavior summary you also use the
transaction Transfer Credit Data from the SAP Easy Access screen
under Periodic Processing Forward Data to SAP Credit Management.
After the transfer, the valuated credit exposure appears in the business partner
master data of SAP Credit Management in the given credit segment on
thePayment Behavior Summary tab page in the Key Figures screen area in
the Amount field. In the business partner master data of SAP Credit
Management, the payment behavior summary is found in the credit segment
views on the KPI Payment History tab page in the Key Figures screen area.

Recreating Credit Exposure from Open Items


Use
You can use this function for calculating and transferring the credit exposure from
Contract Accounts Receivable and Payable to SAP Credit Management.
It enables you to transfer one or more business partners to SAP Credit
Management again after organizational changes or in the case of inconsistencies
in the credit exposure update.
Integration
The credit exposure of a business partner is displayed per credit segment in the
master record. There you can navigate to the relevant credit exposures.
Prerequisites
In SAP Credit Management, you have deleted the credit exposures for the credit
exposure categories to be transferred from FI-CA. In the standard, this is credit
exposure category 200.
To delete credit exposures in SAP Credit Management, from the SAP menu
choose Accounting Financial Supply Chain Management Credit
Management List Displays Credit Exposure Details.
You can delete credit exposures for one or more business partners in one or
more credit segments.
Set both indicators Delete Totals and Delete Line Items.
Activities
To transfer the credit exposure again, in the SAP menu, choose Periodic
Processing Forward Data to SAP Credit Management Transfer Credit Data.

Replication of Creditworthiness
Use
The creditworthiness managed in Contract Accounts Receivable and Payable is
forwarded to SAP Credit Management and can contribute to the score managed

there. For internal processes such as dunning and returns processing in Contract
Accounts Receivable and Payable to be able to react to the score from SAP
Credit Management, you also have to transfer the score to Contract Accounts
Receivable and Payable.
Features
Transfer of FI-CA Creditworthiness to SAP Credit Management
You transfer the FI-CA creditworthiness to SAP Credit Management using the
mass activity Replicate Creditworthiness.
Monthly Comparison of FI-CA Creditworthiness
In Customizing for Contract Accounts Receivable and Payable, you can enter a
monthly weighting for creditworthiness (under Business
Transactions Dunning Define Time-Dependent Creditworthiness
Weightings). If the creditworthiness of a business partner changes due to this
changed weighting factor at the changeover to a new month, Contract Accounts
Receivable and Payable does not record the fact that a change took place. To
preclude the necessity of replicating the creditworthiness of all business partners
to SAP Credit Management, you use the mass activity Compare Replicated
Score to identify those business partners where their creditworthiness has
changed due to the monthly weighting. The mass activity marks the business
partners where there was a change to their creditworthiness. Then in the mass
activity Replication of Creditworthiness, you transfer only the changed values to
SAP Credit Management (Only Changed Scoresindicator).
Transfer of Score to Contract Accounts Receivable and Payable
When you transfer the FI-CA creditworthiness to SAP Credit Management using
the transaction Replication of Creditworthiness, the updated score in SAP Credit
Management is automatically returned to Contract Accounts Receivable and
Payable. This means that you can only replicate the score in Contract Accounts
Receivable and Payable by performing the mass activity Replication of
Creditworthiness.
Settings for Calculating Creditworthiness in SAP Credit Management
SAP Credit Management saves the FI-CA creditworthiness as external credit
information in the rating procedure FICA. For the configuration, see the
description in the Configuration Guide for SAP Credit Management in the
section Making Settings for Contract Accounts Receivable and Payable.
In Contract Accounts Receivable and Payable, the best
creditworthiness has the value 0. You also have to apply this logic for
the calculation of the score in SAP Credit Management.
The formula for calculating the score in SAP Credit Management must only
contain the FI-CA creditworthiness as additive argument in the following form:
Score = FI-CA creditworthiness + further items from SAP Credit
Management
This enables the score in SAP Credit Managementto be simulated at any time in
FI-CA using the current FI-CA creditworthiness, even if the score has not been

replicated from SAP Credit Management yet. This means that when you change
the FI-CA creditworthiness, for example, due to a dunning activity in FI-CA, you
can directly calculate the score in SAP Credit Management.
Note that if you do not follow this procedure, the creditworthiness
in FI-CA and the score in SAP Credit Management will not be
calculated correctly.
XI Interfaces Used
The following interfaces are used:

FICARatingReplicateQuery

FICARatingReplicateResponse

Activities
Monthly Comparison of FI-CA Creditworthiness
68.
...
258.
1.
To identify business partners whose creditworthiness has changed
after the end of the month, on the SAP Easy Access screen,
choose Periodic Processing Forward Data to SAP Credit
Management Compare Credit Score.
259.
2.
Enter a date and an ID that you can use to identify the run later.
260.
3.
Restrict the quantity of business partners to be considered.
261.
4.
Schedule the program run.
For more information about scheduling program runs, see the section
Functions for Scheduling Program Runs.
Transfer of FI-CA Creditworthiness to SAP Credit Management
69.
...
70.
...
71.
...
262.
1.
To transfer the FI-CA creditworthiness to SAP Credit
Management and, at the same time, replicate the SAP Credit
Management score in FI-CA, on the SAP Easy Access screen,
choose Periodic Processing Forward Data to SAP Credit
Management Replicate Creditworthiness.
263.
2.
Enter a date and an ID that you can use to identify the run later.
264.
3.
Restrict the business partners to those for whom you want to
replicate their creditworthiness. By setting the indicator Only Changed
Scores, you can restrict the transfer to SAP Credit Management to those
business partners whose creditworthiness has changed since the last
transfer in FI-CA. In the same way, setting this indicator for the transfer of
the scores from SAP Credit Management to FI-CA has the effect that only
those score values are replicated where the FI-CA creditworthiness has
changed.

265.

4.

Schedule the program run.

Commitment Query
Use
Support for the commitment query of SAP Credit Management in Contract
Accounts Receivable and Payable (FI-CA).
Features
In SAP Credit Management, for each check step in a credit check, you can
specify whether the current commitment is queried in the connected systems.
This means that independently of the periodic credit exposure transfer, in a credit
check you can determine the current credit exposure at any time.
The XI interface CreditCommitmentQuery is used here.
Activities
To support the commitment query, you have to define a system group for the
corresponding check step. See the description in the Configuration Guide
for SAP Credit Management in the section Making Settings for Contract Accounts
Receivable and Payable.

Credit Check
Use
In Contract Accounts Receivable and Payable, you can carry out a credit check
for a business partner in SAP Credit Management.
Prerequisites
Define event 4505. The event determines the order value to be checked for the
credit check.
To perform the credit check, call the function module
FKK_CR_PERFORM_CREDIT_CHECK.
Using the order value determined, SAP Credit Management performs the credit
check and returns the result. This is then available in Contract Accounts
Receivable and Payable.

72.

Note for the industry component Utilities Industry


For a move-in, you can perform a credit check in SAP Credit
Management and process the result accordingly. To do this you can
use the methodCheckCredit of the BOR object type ISUPARTNER.
To implement the credit check, proceed as follows:
...

1.
2.

5.
3.

4.
5.

6.

i.
Implement a workflow that starts after
the move-in processing.
ii.
Connect the workflow with the
method CheckCredit of the BOR object ISUPARNTER.
In detail, the credit check runs as follows:
...
i.
The workflow is processed after the
move-in processing. This workflow calls the
method CheckCredit.
ii.
The method CheckCredit calls the
function module FKK_CR_PERFORM_CREDIT_CHECK.
iii.
The function module
FKK_CR_PERFORM_CREDIT_CHECK calls event 4505. The
event is defined such that a calculation is run to determine the
order value for the credit check.
iv.
SAP Credit Managementthen runs a
credit check and returns the result.

Reaction to Master Data Changes in SAP Credit Management


Use
You can transfer master data changes in SAP Credit Managementto Contract
Accounts Receivable and Payable and, using the new Credit Management
values, make corresponding master data changes in Contract Accounts
Receivable and Payable.
A business partner is blocked in SAP Credit Management. This
change should effect a change of the dunning procedure in the
contract account. The risk class from SAP Credit Management is to
be relevant for the determination of the new dunning procedure.
Prerequisites
In the Settings in Contract Accounts Receivable and Payable as of 6.00, EHP
2005.1 section of the configuration guide for SAP Credit Management, you have
made the system settings described.
Features
Creation of Triggers
When master data (for example, risk class, Blocked in Credit Management) is
changed in SAP Credit Management, SAP Credit Management sends an XI
message to Contract Accounts Receivable and Payable. Once the XI message
has reached Contract Accounts Receivable and Payable, the system updates the
corresponding trigger.

You can define the cases in which SAP Credit Management reports the changes
to Contract Accounts Receivable and Payable in Customizing.
As standard, the system updates the trigger for changes to the following master
data:

Score

Risk class

Indicator Blocked in Credit Management

Block reason

Indicator Special Attention

If you want to transfer further triggers for own change types to the XI interface,
you have to define event 4603. For more information, see the configuration guide
forSAP Credit Management, the section Settings in Contract Accounts
Receivable and Payable from 6.00, EHP 2005.1.
If the credit limit of a business partner has changed in SAP Credit
Management, this should trigger a change to the master data
in Contract Accounts Receivable and Payable.
Replication of Master Data
You can process these triggers using the mass activity Prepare Master Data
Changes from External System. The current master data from SAP Credit
Management is replicated in Contract Accounts Receivable and Payable so that
it is then available for the determination of the master data change in Contract
Accounts Receivable and Payable.
As standard, the following data is saved in the replication of the master data:

Score

Risk class

If you need further master data from SAP Credit Management(for example, credit
group) for the determination of the master data change in Contract Accounts
Receivable and Payable, you can add this data in event 4602. You must also
define event 4508. For more information, see the configuration guide for SAP
Credit Management, the section Settings in Contract Accounts Receivable and
Payable from 6.00, EHP 2005.1.
Change to the Master Data in Contract Accounts Receivable and Payable
Using the mass activity Process Master Data Changes from External System,
you can change the master data of the business partner (for example, contract
account) in Contract Accounts Receivable and Payable based on the replicated
master data.
For changes to contract accounts, you can use event 4506.

The risk class of the business partner has become worse,


therefore the contract accounts should be dunned with a different
dunning procedure.
To change other objects (for example, contract), you can use event 4507.
XI Interfaces Used
The following interfaces are used:

CreditWorthinessChangeInformation

FICARatingReplicateQuery

FICARatingReplicateResponse

Activities
73.
...
266.
1.
To process the triggers from SAP Credit Managementand run the
replication of the master data, in the SAP menu choose Periodic
Processing Forward Data to SAP Credit Management Prepare Master
Data Changes from External System.
267.
2.
To change the master data in Contract Accounts Receivable and
Payable, in the SAP menu, choose Periodic Processing Forward Data to
SAP Credit Management Process Master Data Changes from External
System.

Dispute Management in Contract Accounts Receivable and Payable


Purpose
With Dispute Management in Contract Accounts Receivable and Payable, you
can create and manage complaints (disputes) from your business partners with
regard to incorrect invoices and credits or missing invoices and credits as dispute
cases. Using Dispute Management in Contract Accounts Receivable and
Payable is particularly useful if your company fulfills one or more of the following
conditions:

You create numerous invoices or credit memos for your customers.


You have long processing times for invoice-related and payment-related
complaints from customers.
Your communications structure is complex.

Implementation Considerations
Dispute Management in Contract Accounts Receivable and Payable uses
technical components of SAP Dispute Management (FIN-FSCM-DM). If you use
Contract Accounts Receivable and Payable in connection with an industry

component with Release 4.72, Contract Accounts Receivable and Payable and
dispute case processing are in different systems.
If you use Contract Accounts Receivable and Payable in connection with an
industry component with Release 6.00, you can run Contract Accounts
Receivable and Payable and dispute case processing in different systems or in
the same system.
For more information about the multiple system scenario, see the configuration
guide for SAP Dispute Management (FIN-FSCM-DM).
Integration
Dispute Management in Contract Accounts Receivable and Payable consists of
the following subareas:

Dispute Case Processing


Process Integration of Dispute Case Processing with Contract Accounts
Receivable and Payable

Integration with Other SAP Components


Function Desired

Component Required

Creating dispute cases in


Contract Accounts Receivable
and Payable

SAP for Insurance, SAP for Media, SAP for


Public Sector(Public Sector Contract Accounts
Receivable and Payable),SAP for
Telecommunications, SAP for Utilities, or SAP
Contract Accounts Receivable and
Payable from Release 4.72

Linking documents from


Contract Accounts Receivable
and Payable
Linking with the business
partner/contract
account/contract from
Contract Accounts Receivable
and Payable
Linking invoices and contracts
with the dispute cases

Contract Accounts Receivable and Payable,


and also, for example, the accounting system or
contract management

Creating link with ArchiveLink


objects

Contract Accounts Receivable and Payable,


and also SAP ArchiveLink

Creating link with Office


documents

Contract Accounts Receivable and Payable,


and also Knowledge Provider

Analyzing results from SAP


Dispute Management

Contract Accounts Receivable and Payable,


and also Business Information Warehouse (BW)

Creating dispute cases from


SAP Biller Direct

Contract Accounts Receivable and Payable,


and also SAP Biller Direct (FIN-FSCM-BD) from

Release 3.0
Features
It is always a customer that initiates the creation of a dispute case in Contract
Accounts Receivable and Payable. Based on a customer message, you can
create a dispute case by collecting all of the data and information required for
processing the case. This information can already be available in Contract
Accounts Receivable and Payable, or you may have to enter additional
information for the dispute case.
As coordinator for dispute cases, you can structure your investigations, and
distribute and manage the results for all parties involved in your company.
Clerks can include other colleagues and departments in the resolution of a case
directly in Contract Accounts Receivable and Payable, and see the current status
of the dispute case. Due to the automatic update of dispute cases, the processor
of a dispute case can get information about the current processing status at any
time and react quickly.
For the component SAP Dispute Management, SAP delivers two sample roles:
Technical Name

Description

Holder

SAP_FIN_FSCM_DM_USER

FSCM Dispute
Management
Processor

Processor for
SAP Dispute
Management

SAP_BC_CM_ADMINISTRATOR Administrator for


Case Management

Administrator for
SAP Dispute
Management

You can also create dispute cases in SAP Customer Relationship Management
in the Interaction Center for Financial Customer Care. You can replicate these
dispute cases to Contract Accounts Receivable and Payable.
Conversely, you can replicate dispute cases that were created in Contract
Accounts Receivable and Payable in SAP Customer Relationship Management.
In that case, the dispute cases are processed in SAP Customer Relationship
Management and not in Contract Accounts Receivable and Payable.
For more information, see the SAP Library for SAP Customer Relationship
Management on the SAP Help Portal at http://help.sap.com SAP
Business Suite SAP Customer Relationship Management Application
Help SAP Customer Relationship Management SAP CRM for Industries in
the documentation for your industry component under Functions in the
Interaction Center for Financial Customer Care.
Example
In customer service, you frequently receive queries that relate to accounting
transactions, such as invoices and credits. Customers can

Query the amount of an invoice, even if this invoice has already been
cleared in the accounting system

On receipt of a dunning notice, report that they have already transferred


the dunned amount
Raise queries about credits promised but not applied

These cases need to be resolved by your having to find payments paid and
missing payments, and locate missing credits.

Dispute Case
Definition
Complaint of a business partner as a central management object in SAP Dispute
Management
Use
The dispute case contains attributes such as the amount, data for the status of
processing and for categorizing the complaint; and in the record, a list of the
related objects to which the case refers (for example, document, invoice,
business partner, contract, contract account).
The dispute case provides access to all information that you need to process
receivables-related and payment-related dispute cases.
Structure
For a general description of the structure of cases, see The Called Case
Screen in the documentation for Case Management. Note the following special
features of SAP Dispute Management:
Attributes
The dispute case has a series of specific attributes, including amount fields.
Process Route
The process route is not used in the component SAP Dispute Management.
Linked Objects
The Customizing settings in your dispute system determine the structure of the
case record that contains the linked objects.
Since the process integration with Contract Accounts Receivable and
Payable automatically adds, changes, or deletes links to SAP business objects in
the case record, part of the case record must have a fixed predefined structure.
This part of the case record has the following structure:

The link to the business partner/contract account to which the dispute


case refers is located under the structure node Business Partner.

The links to the disputed documents are located under the structure
node Documents. These can be invoices or credits.
In this part of the case record, links to objects are added, changed, or deleted
exclusively by the process integration. You cannot change this part of the case
record manually. However, the case record can contain any number of additional

customer-specific structure nodes, under which you can add links to objects
manually.
Processing in External Components
When you create dispute cases in FI-CA, you can specify that the dispute cases
are not processed in SAP Dispute Management, but are processed instead in an
external component. You can create dispute cases in the external component
and send them to FI-CA. You can also create these dispute cases in Contract
Accounts Receivable and Payable or in SAP Biller Direct and then send them to
the external component using a report you schedule to run on a periodic basis.
To access this report, choose Dispute Management Periodic Processing in
Dispute Case Processing Transfer of Dispute Cases.
The dispute cases are processed in the external component. (This processing
includes changes to amounts, addition of further documents, changes of
attributes or status.)
As an example, SAP provides integration with the CRM dispute of SAP Customer
Relationship Management 7.0 as an external component.
Processing by an external component requires separate case types in FSCM
Dispute Management, since the ID of the external object (the CRM dispute case)
must be recorded in the case record. You define these case types in Customizing
for Contract Accounts Receivable and Payable under Integration Financial
Supply Chain Management Dispute Management Basic Settings for
Dispute Management in the Definition of Own Case Types with External
Processinggroup box.

Amounts in Dispute Cases


Structure
Meaning of the amounts in a dispute case
Type of Amount

Meaning

Total Amount

The total amount contains the total of


all items of all documents of the dispute
case for the business partner selected.
The total amount does not change
automatically as the result of postings.

Disputed Amount

The disputed amount is the amount to


be resolved. It does not change as the
result of postings, such as clearing and
reversal.
In the display of a dispute case, you
can change the disputed amount
manually by switching to change mode.

Amount Credited

Posting invoice-related credits that


refer to invoices for which there is an
open dispute case increases the value
in the field Amount Credited. You can
assign the credit to the dispute case
either by specifying the case ID when
you post a document manually (FPE1),
or implicitly by specifying the document
number that the credit refers to (also in
FPE1). If there are several dispute
cases to be considered for the
assignment, event 1251 decides on the
distribution.
When you post credits without an
invoice reference, the system
automatically determines whether there
are dispute cases of the category
Missing Credit for the business
partners being posted to and assigns
the credit to these dispute cases in
accordance with event 1251. You can
recognize credits from the fact that the
transactions to be used for payments
on account are not named in event
0113 and that the amount is smaller
than zero.

Amount Paid

The amount paid contains the total of


the payments received for a dispute
case of the category Missing
Payment.
As for the amount credit, the
distribution logic of event 1251 applies
for the assignment of the incoming
payment to the possible dispute cases.
The payments themselves are not
automatically transferred to the dispute
case. The update of the amount
field Payment Received shows that a
potentially missing payment has been
received. To include it in the dispute
case, assign this payment to the
dispute case explicitly in change mode.
When you change a dispute case of
the category "Missing Payment, you
can search for payments, even if these
payments have been posted to other
contracts or contract accounts. If the
system finds the payment, you can
assign it manually, that is, enter it in the
dispute case.

Amount Written Off

When you write items off from dispute


cases, the system transfers the
corresponding amounts to the
field Amount Written Off.

Process Integration with Contract Accounts Receivable and Payable


Purpose
With SAP Dispute Management you can manage and process dispute cases that
refer to objects from Contract Accounts Receivable and Payable (FI-CA).
Prerequisites
To create a link between SAP Dispute Management and Contract Accounts
Receivable and Payable, you made the following settings in Customizing for
Contract Accounts Receivable and Payable:

Choose Integration Financial Supply Chain Management Dispute


Management Make Basic Settings for Dispute Management and set
the Activeindicator in the Activate SAP Dispute Managementgroup box.

Choose Organizational Units Configure Company Codes for Contract


Accounts Receivable and Payable, and set the Dispute indicator for the
required company code.

Process Flow
74.
...
268.
1.
Create a dispute case and assign the case to a processor
Dispute cases can be document-related or independent of documents; they
can refer to open receivables and paid invoices. In Contract Accounts
Receivable and Payable, dispute cases are usually initiated by customers
and therefore are not created automatically (for example, as a result of
underpayments). They contain attributes, such as the reason for the
complaint, the priority, the disputed amount, the clerk responsible for
resolution, and contact data of the business partner. According to their
attributes, the dispute cases are differentiated by the following case types:

FICA: Incorrect invoice, incorrect credit memo, missing credit memo

FCA2: Missing payment

A dispute case of the type Missing Payment describes the


situation where a customer complains about a dunning notice he has
received despite having made the payment. The clerks task is to find
this payment in the system, reassign it if necessary, and then close
the case. A dispute case of the type Incorrect Invoice describes where
a customer complains about an incorrect invoice amount. The clerks
task here is to check the amount and trigger any adjustments
required, such as reversal, write-off, or credit.
Since the system behaves differently for different case types and you can
create installation-specific case types, you have to categorize the case
types further internally. In Contract Accounts Receivable and Payable, the
following categories of dispute cases are differentiated using the internal
dispute type (attributed to every dispute case):

A001

Incorrect Invoice

A002

Incorrect Credit

A003

Missing Credit

B001

Missing Payment

When you create a dispute case, you only have to enter the business
partner, internal dispute type, and amount.
When you create dispute cases in FI-CA, you can specify that the dispute
cases are not processed in SAP Dispute Management, but are processed
instead in an external component.
269.
2.
Process the dispute case

You access Dispute Case Processing in Contract Accounts Receivable and


Payable from the document display or account balance display. When you
create a dispute case, the system proposes information from the document,
such as the amount disputed, automatically.
During the processing of the dispute case, you can trigger functions such as
the reversal of an invoice, write-offs, and postings of invoice-related credits.
From the dispute case you can display the follow-on postings for the case.
To get an overview, you can display a list with all dispute cases for a
business partner or document.
The dispute system

Displays the dispute case

Makes the dispute case visible in the FI-CA transactions

270.

Updates the information in posting transactions such as reversals,


write-offs, incoming payments, posting of invoice-related credits, or
posting a replacement invoice in the dispute case
Logs the individual processing steps in the dispute case and
updates the accounting results, such as an incoming payment,
posting of a replacement receivable, posting of an invoice-related
credit in the dispute case
3.
Close the dispute case with a corresponding status change

Dispute Case Processing


Features
The processing of dispute cases is based on the Case Management Organizer.
For more information, see the documentation for Case Management under
Initial Screen: Organizer.
Activities
All activities of Dispute Case Processing have a common initial screen that you
can access via the transaction UDM_DISPUTE (Dispute Management Contract
Accounts Receivable and Payable) or the role menu. To process dispute cases
from Contract Accounts Receivable and Payable, the first time you call the
transaction via the button
with the quick info Change RMS, select the RMS
UDM_FICA_DISPUTE (Dispute Case Contract Accounts Receivable and
Payable).
When you expand the folder Cases in the standard delivery, you see the
following folders:

Dispute Case
Here you can search for dispute cases in SAP Dispute Management. The
creation of dispute cases from SAP Dispute Management is not supported.

Find Dispute Case


In this folder you can display dispute casesapurl_link_0004_0002_0002.

My Dispute Cases
By double-clicking on this folder, you can display an overview of those
cases where you are entered as the processor, coordinator, or person
responsible.
Depending on the Customizing settings of your system, the overview tree for
dispute case processing may contain other folders that supplement or replace
the above-mentioned folders.

Correspondence
Use
You can create and send any correcspondence necessary in dispute case
processing.
Integration
The technical basis is the Post Processing Framework. With this component, you
can have follow-on activities (actions), such as the creation of correspondence,
triggered and processed automatically based on conditions. You can define and
configure these actions in accordance with your requirements. The actions are
grouped in an action profile that is assigned to a case type.
The correspondence is actually sent via SAPconnect. Via Tools Business
Communication Communication SAPconnect, you can use an
administration function to monitor the send transactions.
Prerequisites
You have made all settings required in Customizing for SAP Dispute
Management under Correspondence.
If you want to store correspondence that you create and send in an optical
archive, you have made all of the settings required in Customizing for SAP
NetWeaver Application Server under Basis Services ArchiveLink. For more
information, see the Implementation Guide for SAP Dispute
Management under Dispute Case Processing Correspondence Basic
Customizing for ArchiveLink.
You have made all of the settings required for the external communication
interface SAPconnect.
Features
You have the following options for your correspondence:

Correspondence Created Automatically

Correspondence Created Manually


You can send and print correspondence asynchronously as background
processing. For later processing, choose Dispute Management Periodic

Processing in Dispute Case Processing Processing of Actions, or schedule


the program RSPPFPROCESS as job.
Example
You create a dispute case in Contract Accounts Receivable and Payable. You
can enter the data of a contact person (correspondence recipient); this is then
included in the dispute case as an attribute and used for the correspondence. In
Customizing you have defined that an automatic notification to the customer is
created. The communication channel configured for the contact person is used
(e-mail, fax, or letter). The correspondence is sent asynchronously as a
background job at night to ease the load on the system.

Dispute Case Processing via Workflow


Purpose
Dispute case processing via Workflow simplifies the processing of dispute cases
for users who do not work with SAP Dispute Management regularly (occasional
processors). The use of the workflow means that occasional processors of
dispute cases no longer have to regularly check in Dispute Case Processing
whether they have dispute cases to process; instead, they receive a notification
when this is the case. This simplifies the processing of a dispute case. It also
means that occasional users no longer have to call Dispute Case Processing.
The workitem for processing a dispute case provides a simplified view of the
dispute case. Basic information is displayed in this view. The central function is to
read and enter notes and forward the dispute case to other processors.
Prerequisites
You have made the following settings in Customizing for dispute case
processing:

Under Element Types and Case Records Model Create Element Type,
you have created the element types for storing documents via
SCMG_SP_DOCUMENT.

Under Element Types and Case Records Model Create and Process
Case Records Model, you have described the structure of the case records
model.
In order to be able to include documents in the dispute case via a work
item, here you have defined a model node with a number of instances that
permits the element types for documents and has an anchor with the value
#INITIAL#.

Under Attribute Profile Create Attribute Profile, you have set the
indicator Required for the case attribute PROCESSOR. The system checks
this setting when you enter a new processor.

You have made the settings under Workflow.


You have to exclude users that are not notified and are not to receive work
items under Define Regular Processors for Dispute Cases.
You have made the settings in the Customizing of SAP Business Workflow.
Choose SAP NetWeaver Application Server Business Management SAP
Business Workflow Maintain Standard Settings.
If you use the standard delivery of the workflow (workflow sample WS01700044),
you have defined an e-mail address for the users that are to be notified and for
whom work items are to be created in the user maintenance. From the SAP Easy
Access screen, choose Tools Administration User Maintenance.
In SAPconnect, you have defined the settings for sending e-mails. From the SAP
Easy Access screen, choose Tools Business
Communication Communication SAPconnect.
Process Flow
75.
...
271.
1.
Create a dispute case.
272.
2.
In the field for the processor, enter an occasional processor.
273.
3.
The system sends an e-mail to the processor entered.
274.
4.
The system creates a workitem.
275.
5.
The processor calls up the dispute case via the work item in his
workflow inbox in the Business Workplace and changes it. If he does not
enter a new processor, the work item is placed in his inbox again. If he does
enter a new processor, the system checks whether he has entered a note.
276.
6.
The dispute case is forwarded to the new processor. If this
processor is also an occasional processor, he also receives an e-mail and a
work item.
Result
The dispute case was changed. A note has been entered for the next processor.
The dispute case was assigned to a new processor.

Follow-On Postings for Dispute Cases


Use
Follow-on postings for dispute cases are reversals, write-off postings, credits,
clearing reset, and the posting of replacement receivables.
Features
In the postings listed, the corresponding amount fields are automatically updated
in the related dispute cases. Incoming payments are not follow-on postings
logged automatically except for the case type Missing Payment. For example, an
underpayment of an invoice does not automatically lead to the creation of a
dispute case for the open residual amount. In principle, dispute cases are

independent of the existence of open items and are not tied to the clearing or
partial clearing of open items.
You can also post invoice-related credits (invoice corrections) or replacement
receivables with the transaction Post Document, for example, if you reverse an
incorrect invoice and then post the corrected invoice.
You can also call up the transactions for reversals and write-offs in the case
display in the dispute system. To do this, the dispute system calls up the
corresponding transaction in the FI-CA system. You can then complete the data
and post the document.
You should only call up the transactions in the display of the
dispute cases in the dispute system, since, during the update of the
amounts (for example, Amount Written Off), the case could be
changed again itself. This means that locked dispute cases could
therefore not be updated initially, and you would have to subsequently
post the corresponding IDoc manually.
If you reset clearing for a payment, and a payment from a payment lot has
increased the Payments Received amount in a dispute case, when you reset
clearing for this payment, the system reduces the amount by this payment
amount.
When you reverse a document, the system checks whether the document is
included in dispute cases. If this is the case, the system reacts as follows:

When you reverse an invoice for which there is an open dispute case, in
Dispute Case Processing, the Reversed Amount of the dispute case is
updated in accordance with the transaction in Contract Accounts
Receivable and Payable.

When you reverse an incoming payment that has increased the


amount Payments Received, this amount field is reduced by the amount of
the payment.

When you reverse a write-off that has increased the Amount Written Off,
this amount field is reduced by the amount of the write-off.
In each related dispute case, the system enters the total amount in the
field Amount Reversed.
Activities
To post an invoice-related credit:
76.
...
277.
1.
From the SAP menu, choose Document Post.
278.
2.
On the initial screen of the transaction, enter the document
number to which the correction/replacement receivable refers. You can also
enter such postings with reference to a dispute case. In this case, you have
to enter the case ID (the external identification of the case). The possible

entries show the cases for the business partner; you can select a case from
this list.

Effects and Processing in the Payment Run


Features
If you have an open dispute case, you can reduce the amount to be collected
from a business partner by the disputed amount. You can make the reduction
logic dependent on the status, priority, reason for complaint, and whether it is an
invoice-related dispute case or a dispute case with no invoice reference. The
deduction is therefore more useful for collecting payment for an invoice for which
there is exactly one invoice-related dispute case than for collecting payment for
the first (random) item to be collected where the dispute case has no invoice
reference.
Activities
You can define your process logic in event 0610. For a sample form with
comments, see the sample module FKK_SAMPLE_0610_DISPUTE.
Define your installation-specific function module in the Implementation Guide
for Contract Accounts Receivable and Payable under Program
Enhancements Define Customer-Specific Function Modules.

Integration with SAP Biller Direct


Use
If you use SAP Biller Direct (FIN-FSCM-BD), you can give your end users the
option of entering inquiries in the Web application; you can then process these
inquiries as dispute cases in SAP Dispute Management.
For detailed information about the integration of SAP Biller Direct with SAP
Dispute Management, see the configuration guide for SAP Biller Direct.

integration of SAP Global Trade Services


Purpose
After the terrorist attacks of September 11, measures to prevent foreign
transactions of terrorist forces were considerably increased (for example, through
instructions from the German Federal Ministry of Economics and Labor (BMWA),
and regulations of the Council of the European Union and the European
Commission). Supervisory authorities no longer accepted manual monitoring of
payment transactions as practised by many financial service providers. Insurance
companies and banks are now required to prevent payment transactions with
persons named in sanctioned party lists (SPL) and embargo countries.
SAP provides support for the implementation of these legal measures in payment
transactions with the integrated use of the component Global Trade

Services(SAP GTS) in Contract Accounts Receivable and Payable. This


integration enables automatic comparison of your master data with the regularly
published sanctioned party lists (for example, from the Office of Foreign Asset
Control (OFAC) in the USA, lists from the BMWA or EU). The results of this
comparison are used in the payment program in Contract Accounts Receivable
and Payable.
Prerequisites
You can obtain sanctioned party lists from data providers and import them to the
relevant system via the XML interface. You can also create your own lists and
use them for the check. To do this you have to createinternal sanctioned party
lists in SAP GTS.
You define which lists are used for the check in SAP GTS in Customizing. You
create legal regulations in SAP GTS for this. Each legal regulation determines
which sanctioned party lists are relevant for you.
You make the system settings in the SAP Customizing Implementation Guide
under Materials Management Purchasing Foreign Trade/Customs SAP
Global Trade Services.
For more information about SAP Global Trade Services, see the documentation
for SAP GTS under SAP Compliance Management Sanctioned Party Lists
Screening.
Process Flow
The comparison with the sanctioned party lists takes place by means of
the Sanctioned Party List Check (SPL) of the SAP component SAP GTS. This
determines the relevant organizations or persons so that you can prevent
payment transactions with them.
You can run the component SAP GTS as follows:

In the same system as Contract Accounts Receivable and Payable, in the


same or different clients

In a separate system
If you run SAP GTS and Contract Accounts Receivable and Payable in the same
system and client, you do not have to replicate the business partner data to SAP
GTS, that is, the data does not have to be retained in duplicate.
If you run SAP GTS and Contract Accounts Receivable and Payable in different
clients or systems, the business partner data is replicated to SAP GTS by means
of an ALE scenario. You also have to configure the ALE standard scenario for
master data distribution and check it periodically. The first time you use SAP
GTS you have to carry out a legacy data transfer. This means that you have to
transmit all business partners to SAP GTS and check them there. You also
communicate new business partners or changes to business partners via this
scenario. For more information, see SAP Note 831743.
The business partners created in SAP GTS receive the status Not Checked. The
comparison with the sanctioned party lists takes place through a comparison of

the addresses. Depending on the result of the check, a business partner receives
the status Locked or Released.
SAP customers and vendors that you always access, for example, from Financial
Accounting (FI), are always transferred to SAP GTS and created there separately
as an SAP business partner with a GTS role. SAP GTS saves some additional
data for each business partner with this role.
Contract Accounts Receivable and Payable supports the following checks:

Comparison of business partner master data, including account holder,


with sanctioned party lists

Evaluation of the results of the check in the payment program

Check in the payment program as to whether the country of the payee or


payer is subject to an embargo

Check of the note to payee by SAP GTS in the payment program


For both incoming and outgoing payments, the payment program determines
whether a business partner is included in a sanctioned party list and therefore
whether payment is to be prevented.
Each business partner can have one or more sets of bank details. Each of these
sets of bank details can have an account holder. SAP GTS also compares this
account holder with the sanctioned party lists and, if necessary, the payment
program prevents payment transactions.
The banks (in particular, all correspondence banks in the USA) check the text of
the note to payee in the payment media and react accordingly depending on the
result of the check (for example, by locking a payment).
You can also use an event in Contract Accounts Receivable and Payable to
compare the text in the text field with the sanctioned party lists. To do this, use
the sample module FKK_BLACKLIST_0655 to define an own function module
and define it for event 0655 in the Implementation Guide for Contract Accounts
Receivable and Payable under Program Enhancements Define CustomerSpecific Function Modules.
In order to enable the payment program to have swift access to current check
data, you should run the report Get Locked Partners and Countries (determines
the locked data from SAP GTS) at periodic intervals. You can access the report
in the menu for Contract Accounts Receivable and Payable under Periodic
Processing Transfer Data.
The transaction for transferring data for the critical business partners and
embargo countries is under Periodic Processing Transfer Data Sanctioned
Party Lists.
You access the component SAP GTS from the menu using the transaction
/SAPSLL/MENU_LEGAL_R3.

Debt Recovery Management (FIN-FSCM-DR)


Purpose
You can use Debt Recovery Management (FIN-FSCM-DR) to collect overdue
receivables using internal collection departments. Debt Recovery
Management (FIN-FSCM-DR) offers a completely integrated, seamless
processing of collection activities. The master data and open items are portrayed
in Contract Accounts Receivable and Payable. The functions that you need for
collecting the receivables are integrated in the collection case of the
component Debt Recovery Management (FIN-FSCM-DR). Contract Accounts
Receivable and Payable and Debt Recovery Management (FIN-FSCM-DR) run
either in the same system or in different systems that have to be coupled
using Application Link Enabling (BC-MID-ALE) (ALE).
Prerequisites
You have maintained the activities in the Implementation Guide for Contract
Accounts Receivable and Payable under Integration Financial Supply Chain
Management Debt Recovery Management. With these settings you integrate
the open receivables in the collection case of the component Debt Recovery
Management (FIN-FSCM-DR).
In the system in which the component Debt Recovery Management (FIN-FSCMDR) is installed, you have made the settings in the Implementation Guide
forCollection Case Processing.
Process Flow
You can create collection cases in two ways with or without the dunning
program.
Creating Collection Cases Using the Dunning Program
77.
...
279.
1.
To create collection cases using the dunning program, start the
dunning activity run.
For the creation of collection cases using the dunning program, SAP
delivers the following dunning activities that are each assigned to one of the
following function modules:

FKK_0350_COLL_CASE_NEW
If this function module is assigned to the dunning activity, for each
dunning notice the dunning activity run creates a new collection case
in the component Debt Recovery Management (FIN-FSCM-DR).
The function module does not create the collection cases itself; it runs
through checks and saves the data in a table that the system needs
for creating a collection case. To actually create the collection cases,
you have to call the transaction FPDM01 Create Collection Cases
after Dunning Run (step 2).

FKK_0350_COLL_CASE_ADD_OR_NEW
This function module checks whether collection cases already to

which the dunning items can be added exist for the business partner
and if so, adds them to the cases. If there is no suitable collection
case, the dunning activity run calls the function module
FKK_0350_COLL_CASE_NEW; this collects the data for the creation
of a new collection case. In this case also the collection case is not
actually created until you call transaction FPDM01 Create Collection
Cases after Dunning Run (step 2).
280.
2.
To create new collection cases in the component Debt Recovery
Management (FIN-FSCM-DR) call transaction FPDM01 Create Collection
Cases after Dunning Run in Contract Accounts Receivable and Payable.
At event 9053, when you create a collection case you can add or
change attribute values such as the priority of a collection case
dependent on the dunning level.
To update the relevant data in the collection case when you reverse a
dunning notice, define the function module
FKK_0395_COLL_CASE_REVERSE for event 0395. If the collection
case has not been created yet, the module ensures that the entry is
deleted in the dunning activity table. Otherwise the item is removed
from the collection case provided the collection cases is not locked
against changes in the item list.
Creating Collection Cases without the Dunning Progarm
78.
...
79.
...
281.
1.
Call transaction FP03EC Submit Items for Internal Collection.
282.
2.
Enter the criteria that you want to use to select the items to be
submitted.
283.
3.
Choose Continue.
The program selects all open items that correspond to the selection criteria
and issues them in a list.
284.
4.
To submit an item, select it and then choose the pushbutton
Submit.
285.
5.
You can then decide, per dialog, whether you want to create a
new collection case or if a collection case already exists for the business
partner add the items to an existing collection case.
286.
6.
To recall an item, selet the item and choose
Recall.
Provided the collection case was not locked against changes in the
component Debt Recovery Management, the program recalls the
submission of the item for internal collection. The next time you call
transaction FP03EC Submit Items for Internal Collection, the item appears
in the list as an item to be submitted.
When you recall an item from internal collection, all subitems of a
line item are recalled.

Result
IN both cases the system either creates new collection cases in the
component Debt Recovery Management (FIN-FSCM-DR) or adds the items
submitted to internal collection to existing collection cases.
If an item has been cleared in Contract Accounts Receivable and
Payable, for example, by pazment, reversal, or write-off, the collection
case is updated in the component Debt Recovery Management (FINFSCM-DR) and this item is no longer displayed.

Invoicing in Contract Accounts Receivable and Payable


Invoicing
Processes in Contract Accounts Receivable and Payable (FI-CA)
Purpose
Based on billing information, Invoicing in Contract Accounts Receivable and
Payable creates invoices that you post in Contract Accounts Receivable and
Payable (FI-CA).
Prerequisites
You have activated Invoicing in Contract Accounts Receivable and Payable in
Customizing for Contract Accounts Receivable and Payable under Basic
FunctionsPostings and Documents Basic Settings Maintain Central
Posting Settings.
You have entered the master data of the business partners and contract
accounts to be invoiced.
Process Flow
The invoicing processes cover the processes of Invoicing in Contract Accounts
Receivable and Payable that create invoices and integrate billing documents in
FI-CA. They map the business transaction that processes the billing documents,
creates the invoice, and posts the invoice synchronously. In detail, they perform
the following tasks:

Billing documents from different billing systems are selected, grouped,


and displayed together on one invoice. (See Transferring Billing
Documents andBilling Documents)

Billing documents are transferred to postings documents in FI-CA


synchronously.
The invoice display of the tax amounts can influence the tax to be posted.

Invoicing documents are created. These save the information for the
invoice and are the basis for the physical invoice printing.

Simultaneously, correspondence containers are created for invoice


printing, and additional data is updated for providing data to Business

Information Warehouse (BW) (See also Update in SAP Business


Information Warehouse (BW).)

Current information for the customer account, such as open invoice


receivables, can be displayed on the invoice.

You can integrate further FI-CA business transactions in the invoicing


processes such that the customer can be informed of changes to the
customer account with the invoice. For invoice creation and
posting, Invoicing in Contract Accounts Receivable and Payable uses FICA functions. For example, in an invoicing run, you can change the
contract accounts of the customers processed by the run. The invoicing run
can clear open items of an invoice with credit memo items of a contract
account.
Invoicing orders must exist in order for an invoicing process to be started.
Invoicing orders are created when a billing document is created and are used for
specific selection of the billing documents not yet processed by an invoicing
process. If the invoicing of a billing document is successful, the related invoicing
order is deleted.
In addition to billing documents that arise in the SAP system from the transfer of
billing documents from external systems or from Billing in Contract Accounts
Receivable and Payable, SD billing documents from the component Sales and
Distribution and collective bills from FI-CA can also be understood as invoiceable
billing documents. Special invoicing processes can process these source
documents. (See Collective Invoicing.)
Using scheduling, you can generate additional source documents. These enable
periodic invoicing, independently of the existence of further source documents to
be billed.
Parallel processing of the dataset is always possible. The invoicing processes
use the function of the mass activity in FI-CA to split the dataset and distribute
processing to different processes in order to reduce the processing time.
Invoicing Processes in Contract Accounts Receivable and Payable (FI-CA)

Purpose
Invoicing in Contract Accounts Receivable and Payable makes it possible to
create convergent invoices that you send to your customers, and posts the
invoice amounts in Contract Accounts Receivable and Payable (FI-CA).
Invoicing in Contract Accounts Receivable and Payable is adjusted to meet the
requirements of the application that uses FI-CA (for example, industry
componentTelecommunications).
Together with Billing in Contract Accounts Receivable and Payable, it offers a
comprehensive back end solution for the mass processing of invoice creation
based on billable items.
Integration
In conjunction with Billing in Contract Accounts Receivable and Payable,
Invoicing in Contract Accounts Receivable and Payable forms SAP Convergent
Invoicing.
Invoicing in Contract Accounts Receivable and Payable merges billing
information from SAP billing systems, such as Billing in Accounts Receivable and
Payable, and billing systems from other providers into customer invoices.
You can integrate billing from the Sales and Distribution (SD) component directly
into Invoicing in Contract Accounts Receivable and Payable. You can connect
external billing systems or CRM Billing to FI-CA using a BAPI/IDoc interface.
Using the print workbench, you can create invoices (or invoice raw data).

When you post invoices in FI-CA, the system updates General


Ledger Accounting (FI-GL) and Profitability Analysis (CO).
You can transfer the data from Invoicing in Contract Accounts Receivable and
Payable to SAP NetWeaver Business Warehouse (SAP BW).
The processes displayed in the following figure can run asynchronously. The
document flow is as follows:
80.
...
287.
1.
Transfer billing documents from external systems.
288.
2.
Save billing documents in the SAP system.
289.
3.
Process billing documents in FI-CA using processes in Invoicing in
Contract Accounts Receivable and Payable.
290.
4.
Create postings in FI-CA and create invoicing documents as the
basis for invoice printing and updating to SAP NetWeaver Business
Warehouse.

Performing Invoicing
With the transaction Invoicing in Contract Accounts Receivable and Payable
(Individual Creation), you can create an invoicing document for individual
business partners or for a contract account.
The function is also available as a parallel mass run for large numbers of
business partners or contract accounts to be invoiced.
Procedure
Analysis of Invoicing Orders
You can analyze invoicing orders from the SAP Easy Access screen by
choosing Invoicing Monitoring Invoicing Orders . You can process
invoicing orders directly in the output list of the program. For more information,
see the program documentation.
Individual Invoicing: Update Run
1. To perform individual invoicing, on the SAP Easy Access screen,
choose Invoicing Dialog Processing Create Invoicing Document .
2. Enter an invoicing process and the required contract partner or contract
account. If you specify an invoicing process that also handles collective
bills, the system prompts you in a dialog box to enter a due period (Due By).
3. Run the program.
4. On the following screen, select the source documents to be invoiced. To
display a document, click on the document number.
Individual Invoicing: Simulation
1. On the SAP Easy Access screen, choose Invoicing Dialog
Processing Create Invoicing Document .
2. Enter an invoicing process and the contract partner or contract account.
3. Set the Simulation Run indicator. By setting the corresponding indicator,
you can determine whether the simulation is with or without an invoicing
order, and whether the invoicing document is saved.
4. Run the program.
In the simulation run, individual invoicing only creates simulated invoicing
documents; it does not post documents in FI-CA.
If you select Simulation Run and Without Invoicing Order on the initial screen,
instead of the selection screen for source documents, a dialog box appears
where you can enter source documents and their category.
Expert Mode
If you start individual invoicing in expert mode using the pushbutton
Expert
Mode instead of the pushbutton
(Execute), you can use the following
processing functions:

After you have selected the source documents to be invoiced, you can
also group the documents by invoicing unit.

For each invoicing unit, you can activate or deactivate specific invoicing
functions.
In addition, you can also invoice source documents before they have reached
their target date for invoicing.
Mass Invoicing
To create invoicing documents for a large number of business partners or
contract accounts in a parallel run, from the SAP Easy Access menu, choose
Invoicing Parallel Processing Create Invoicing Document . As for
individual invoicing, you can also start the parallel run in simulation mode.
By choosing the pushbutton Further Selections in the application toolbar, you can
add additional selection criteria. You can also restrict the runtime of the mass
run. This has the effect that the run ends if the date and time specified are
exceeded. Contract accounts considered up to this point are processed
completely. You can process contract accounts that were not processed because
the runtime ended by starting the run again.

Reversing Invoicing Documents


Use
You can reverse invoicing documents.
Features
The invoicing reversal:

Reverses the invoicing document


The system marks the invoicing document as reversed in the appropriate
fields.

Reverses the FI-CA documents posted with this invoicing document


If these postings have already been cleared (by a payment, for example),
this clearing can be automatically reset in the invoicing reversal. You can
influence the behavior of the invoicing reversal for items that have already
been cleared in Customizing.

Creates invoicing orders for the source documents processed in the


invoicing
This means that you can invoice these source documents again.
Creates a reversal invoicing document

This is the basis for creating the correspondence for the customers
concerned.
Invoicing Reversal

Reversing Billing Documents


You can reverse billing documents.
Prerequisites
You made the necessary settings in the activities in Customizing for Contract
Accounts Receivable and Payable under Integration Invoicing in Contract
Accounts Receivable and Payable Reversal of Billing Documents .
Features
The billing document reversal:

Reverses the billing document


The system designates the billing document as reversed in the appropriate
fields (number of the reversal document REVERSALDOC).

Creates a reversal billing document


The header of the reversal billing document contains the number of the
reversed document (REVERSEDDOC).
For a billing reversal, the system considers whether the billing document to be
reversed was already invoiced.
If the billing document was not yet invoiced, and no postings were made in FICA, then the billing reversal creates the reversal billing document and designates
the original billing document as reversed. The reversal also deletes the original
invoicing order so that the reversed document can no longer be invoiced. In the

header of the billing document, the system sets the Invoicing Order
Deleted indicator.
If the billing document was already invoiced and postings were already made in
FI-CA, the billing reversal reverses the billing document. The original invoicing
order no longer exists, since the billing document was already invoiced. The
system also creates a reversal billing document.
For clearing the postings in FI-CA, the reversal billing document contains
offsetting items for clearing the items to be reversed. At the same time, the
system creates a new invoicing order, so that the reversal billing document and
the related offsetting items can be posted.
NOTE
The reversal billing document and the reversed billing document are linked to
each other.
You cannot reverse simulated billing documents.
For more information on reversal of billing documents, see Special Features for
Reversal of Billing Documents.
Activities
1. To reverse a billing document, on the SAP Easy Access screen, choose
Invoicing Dialog Processing Reverse Billing Document .
2. To select the document to be reversed, either enter the document number
directly, or enter the business partner and contract account.
3. Specify a reversal reason.
4. Run the program. To do so, choose the
(Execute (F8)) pushbutton.
5. In the dialog box that appears, select the documents you want and
choose Continue.
In the dialog box that appears, the system displays the status of the reversal.
Choose the Log pushbutton to see more information about the reversal
transaction.

Invoice Printing
Purpose
Based on correspondence containers, the print workbench creates invoices or
invoice raw data according to the application form defined for the invoicing
process in Customizing.
Prerequisites
You use the correspondence tool and the print workbench and have made the
system settings described under Making System Settings for Invoice Printing.
Process Flow
Invoicing in Contract Accounts Receivable and Payable uses the
correspondence type 0042.

The invoicing documents are printed as for other print processes in Contract
Accounts Receivable and Payable with the Print Workbench using
Correspondence Printing (transaction FPCOPARA).
The correspondence printing is triggered by the correspondence containers.
These contain the information required for printing (such as application form,
recipient, address numbers, print language) and control the printout.
When you create invoicing documents, Invoicing in Contract Accounts
Receivable and Payable creates a correspondence container for event 2685:

For every posted invoicing document, provided that it does not have a
print lock
If an invoicing document is not to be printed, you can put a print lock on it in
event 2645 (field PRINTLOCK in the invoicing document header).

For each reversal invoicing document, provided the reversed document


has already been printed
If the document has not been printed yet, in the reversal, the system
deletes the correspondence container of the reversed document.
Generally, there is one container for each invoicing document. If an additional
recipient has been defined for the business partner, the system creates a further
container. The system does not create correspondence containers for simulated
invoicing documents, since these are not supported for mass printing.
For the creation of correspondence containers, SAP delivers the sample function
module FKK_SAMPLE_2685. You can use this as a template for your own
implementations, and there should be no differences.
In addition to the standardized data, the correspondence container contains the
document number of the invoicing document in the second correspondence data
field for the entity identification DOCN, and it contains the invoicing process in
the first correspondence data field for the entity identification IPRC.
For each correspondence container, correspondence printing calls up one
application form and creates one print document with this form. If the actual
printout was successful, correspondence printing sets the print date in the
correspondence container and in the header of the invoicing document.
Invoice Printing

Displaying Invoices
With the invoicing document, you can also display the simulation of the
invoice printing and the invoice preview. However, the print date and
customer-defined fields are not updated. Clarification in Invoicing
Purpose
When creating bills and processing billing documents situations can occur that
demand the termination of automatic processing and that postprocessing be
performed manually in dialog by the agent. The clarification in invoicing in the
contract account receivable and payable helps you to recognize these exception
situations and to process them successfully.
The invoicing clarification covers the following processes and functions:

Recognize defined situations in invoicing processes in contract account


receivable and payable.
Create clarification cases automatically or manually
Specify a clarification process that supports the asynchronous, manual
postprocessing of the clarification case using an agent
Clarify clarification cases automatically

The Clarification Processing in invoicing is an application of the Clarification


Framework Controller (CFC) and can be called with transaction FKKINV_CFC.

The Customizing for the processing of clarification worklist is delivered by SAP


(Customizing Contract Account Receivable and Payable Technical
Settings Prepare Processing of Clarification Worklist).
Process Flow
Validation
Validation covers the system-side analysis and recognition of a clarification
situation when processing source documents or invoice documents and decides
whether a clarification is needed or not in an automated mass process.
The validation can refer to various different objects.
The following elements can be checked:

Source Documents

Invoice Documents

Contract Account

Error Messages

These checks can be processed in the Invoicing Process


You can also perform Plausibility Checks for Source Documents in Analyze
Invoicing Orders.
Billing documents can already be recognized as implausible in Transfer of Billing
Documents and can be checked again in Display Billing Document.
Creating the Clarification Case
If there is a situation to be clarified then a Clarification Case is created.
Clarification cases can be created either automatically in the Invoicing
Processor Transfer of Billing Documents or manually in the Analyze Invoicing
Orders.
Clarification Processing
In Clarification Processing the clarification cases can be
either automatically or manually clarified by the agent:

Clarification Processing in Dialog enables the agent to process and


complete the clarification case. It delivers the clarification worklist, supports
the individual choice of clarification cases by the agent and displays the
clarification case data in the detail screen.

Clarification cases can also be automatically clarified when billing


documents are transferred and in the invoicing process.

Displaying the Invoicing Document


The invoicing document display gives you an overview of all data contained in
the invoicing document.
Features
If the system determines one invoicing document based on the the selection
criteria that you enter, all document information is displayed immediately. The
upper part of the screen shows the header data of the invoicing document. All
document data is displayed in list form below this.
If the system determines more than one invoicing document for the selection
criteria you enter on the initial screen, initially only the header data appears. The
system can display the header data for up to ten invoicing documents in the list
on the upper part of the screen. If more than ten invoicing documents satisfy the
selection criteria, all further document headers are displayed on a separate
screen. By double-clicking on an invoicing document, you can navigate to the
detailed display of the document. The items, posting documents, and source
documents for this document are each displayed on a separate tab page. By
means of icons on the tab pages, you can immediately recognize which data is
available.
Actions and Navigation
In the list of the document headers you can:

Simulate an invoice

Call up the invoice preview

Display an existing invoice from the optical archive


To perform one of these actions, in the list of document headers, select an
invoicing document and choose the appropriate pushbutton in the application
toolbar.
If the selected invoicing document is an individual document of a collective bill,
you can navigate within the collective invoicing document. To do this, select the
header line of the individual document and choose the Collective Bill pushbutton.
If the invoicing document selected is a collective invoicing document, you can
display the list of all the individual documents. To do this, select the header line
of the collective invoicing document and choose the Individual
Documents pushbutton.
On the Posting Documents tab, you can navigate to the posting document
display.
On the Source Documents tab, you can see the source documents of the
invoicing document. Depending on the source document category, you can
navigate to the following views:

Source document category in the billing document display

Source document category of the collective bill

Source document category in SD document

You can also get an overview of the reversal history of the invoicing document.
The tab page shows which invoicing document has reversed the invoicing
document displayed, or which invoicing document was reversed by the invoicing
document displayed. You can navigate to the reversal document or reversed
document.
Activities
1. On the SAP Easy Access screen, choose Invoicing Document
Display Invoicing Document .
2. Enter your selection criteria on the initial screen and choose Execute.
In addition to the fields defined in the database, you can also display additional
data. To display additional data, define a function module for event 2676 in
Customizing for Contract Accounts Receivable and Payable under Program
Enhancements Define Customer-Specific Function Modules .
In event 2673, you can change the field catalog of the fields that are to be
displayed, and in event 2674, you can program the navigation for the fields
accessed by double-clicking.

Enhancement Options in Invoicing


Invoicing in Contract Accounts Receivable and Payable provides the following
enhancement options for customers and industry business solutions:

Events based on the event concept of Contract Accounts Receivable and


Payable
You can find the available events in Customizing for Contract Accounts
Receivable and Payable under Program Enhancements Define
Customer-Specific Function Modules using the search term Billing in
FI-CA.

Invoicing functions (see Program Enhancements and Customer-Defined


Invoicing Functions)

SI includes and CI includes in runtime structures

SI includes and CI includes in document structures

If you use billing within the framework of SAP Convergent Invoicing, there are
additional enhancement options available in the billing document and the
invoicing document. For more information, see Enhancement Options in Billing.

Program Enhancements
Using the event concept, you can integrate industry-specific and customerspecific processes and data not specified explicitly in the previous sections in the
existing system architecture for Invoicing in Contract Accounts Receivable and
Payable for new implementations and for implementations already running.
For the documentation and implementations for the individual events for
Invoicing, see the Implementation Guide for Contract Accounts Receivable and
Payableunder Program Enhancements Define Customer-Specific Function
Modules, using the search term Invoicing.

Archiving in Invoicing in Contract Accounts Receivable and Payable


Invoicing in Contract Accounts Receivable and Payable supports the archiving of
billing documents and invoicing documents.
For more information, see the documentation for archiving in the
sections Archiving Billing Documents (FKKINVBILL) and Archiving Invoicing
Documents (FKKINVDOC).
Activities
To archive billing documents and invoicing documents, on the SAP Easy Access
screen, choose Periodic Processing Archive Data .
Integration of Invoicing in Other Applications
You can integrate invoicing with Sales and Distribution (SD), with SAP Customer
Relationship Management (SAP CRM), and with billing systems.

SAP Convergent Invoicing


Together the Billing in Contract Accounts Receivable and Payable and Invoicing
in Contract Accounts Receivable and Payable components form SAP
Convergent Invoicing.

Integration
SAP Convergent Invoicing offers you the possibility of integrating the following
applications:

SAP Convergent Charging

SAP Customer Relationship Management

Contract Accounts Receivable and Payable


This comprehensive integration enables you to implement the business process
from the consumption of a service through pricing and billing right up to dispatch
of the invoice to the customer.

Consume to Cash Scenario

Billing in Contract Accounts Receivable and Payable


Billing in Contract Accounts Receivable and Payable (FI-CA) manages billable
items and groups them together into billing documents, which you process further
in Invoicing in Contract Accounts Receivable and Payable through to the creation
of the invoice to the customer.
Integration
Billing in Contract Accounts Receivable and Payable processes one-off charges
that you make in SAP Customer Relationship Management (CRM). You can
integrate one-off charges from SAP CRM directly with Billing in Contract
Accounts Receivable and Payable.
In addition, Billing in Contract Accounts Receivable and Payable is integrated
with SAP Convergent Charging.

SAP Convergent Charging offers service industries the following functions for
billing services (such as, telephone calls for telecommunications providers):

Price modeling for services (transactions)

Rating

Charging
Based on this integration, you can adopt billable items directly from SAP
Convergent Charging to Billing in Contract Accounts Receivable and Payable.
SAP Convergent Invoicing subsequently groups the priced services into invoices
that you send to customers, and posts the invoice amounts in Contract Accounts
Receivable and Payable.
EXAMPLE
The following illustrates the integration of SAP Convergent Charging and SAP
Convergent Invoicing using an example from the telecommunications industry.
A customer has a cellular network contract with a telephone company; the
telephone company bills the customer monthly for services (phone calls and
SMS).
1. Consumption
The customer sends an SMS with his cellular phone. He thereby consumes
a service of the telephone provider. The telephone network transfers the
SMS usage data, that means that the content of the SMS is sent to the
recipient. The telephone provider records information about the SMS
consumption, such as the date, the time and the telephone number, and
passes on this data.
2. Mediation
The telephone provider converts the payment-relevant information for the
SMS consumption into a uniform format.
3. Rating
SAP Convergent Charging determines a price for the SMS based on the
rate in the cellular network contract; the rating process converts the service
data into a monetary amount.
4. Charging
SAP Convergent Charging, using the technical information for the SMS
consumption (such as the telephone number), determines the invoice
recipient and the customer account to be debited.
5. Billing
Billing in Contract Accounts Receivable and Payable takes over the billingrelevant data for the SMS consumption and processes this data. Billing
groups the data together with other existing SMS consumption of the
customer and summarizes the data in a billing document. This means the
system performs a preliminary aggregation of structured data records
(billable items) according to technical and business criteria.
NOTE

Billing in Contract Accounts Receivable and Payable works without time


zones. That means that Billing in Contract Accounts Receivable and
Payable adopts the unconverted date and time from the external rating and
charging system.
6. Invoicing
Based on the billing document and possibly additional source documents
from other systems, Invoicing in Contract Accounts Payable and Receivable
creates an invoice for the customer for the total monthly amount and posts
this total amount to the contract account of the business partner as a
receivable.
7. Contract Accounts Receivable and Payable
You manage the receivable using the standard processes of Contract
Accounts Receivable and Payable and collect the receivable from the
customer (incoming payment, dunning).
Features
Billing in Contract Accounts Receivable and Payable groups the billable items
into billing documents. The document flow is as follows:
1. Transfer and storage of billable items from external systems (for example,
SAP Convergent Charging)
2. Management of billable items and creation of billing documents using the
processes of Billing in Contract Accounts Receivable and Payable.
3. Further processing of billing documents using the processes of Invoicing
in Contract Accounts Receivable and Payable
4. Archiving of Billing Documents
The processes shown in the figure can run asynchronously.

Document Flow of Billing

Invoicing in Contract Accounts Receivable and Payable


Purpose
Invoicing in Contract Accounts Receivable and Payable makes it possible to
create convergent invoices that you send to your customers, and posts the
invoice amounts in Contract Accounts Receivable and Payable (FI-CA).

Invoicing in Contract Accounts Receivable and Payable is adjusted to meet the


requirements of the application that uses FI-CA (for example, industry
componentTelecommunications).
Together with Billing in Contract Accounts Receivable and Payable, it offers a
comprehensive back end solution for the mass processing of invoice creation
based on billable items.
Integration
In conjunction with Billing in Contract Accounts Receivable and Payable,
Invoicing in Contract Accounts Receivable and Payable forms SAP Convergent
Invoicing.
Invoicing in Contract Accounts Receivable and Payable merges billing
information from SAP billing systems, such as Billing in Accounts Receivable and
Payable, and billing systems from other providers into customer invoices.
You can integrate billing from the Sales and Distribution (SD) component directly
into Invoicing in Contract Accounts Receivable and Payable. You can connect
external billing systems or CRM Billing to FI-CA using a BAPI/IDoc interface.
Using the print workbench, you can create invoices (or invoice raw data).
When you post invoices in FI-CA, the system updates General
Ledger Accounting (FI-GL) and Profitability Analysis (CO).
You can transfer the data from Invoicing in Contract Accounts Receivable and
Payable to SAP NetWeaver Business Warehouse (SAP BW).
The processes displayed in the following figure can run asynchronously. The
document flow is as follows:
81.
...
291.
1.
Transfer billing documents from external systems.
292.
2.
Save billing documents in the SAP system.
293.
3.
Process billing documents in FI-CA using processes in Invoicing in
Contract Accounts Receivable and Payable.
294.
4.
Create postings in FI-CA and create invoicing documents as the
basis for invoice printing and updating to SAP NetWeaver Business
Warehouse.

Master Data in SAP Convergent Invoicing


In an integrated scenario with SAP Customer Relationship Management (SAP
CRM) and SAP Convergent Charging (SAP CC), you use the following master
data objects in SAP Convergent Invoicing: business partner, contract account,
prepaid account, provider contract, and product. In the individual components,
these master data objects are used as follows:

SAP Customer Relationship Management


In the CRM system, you configure and manage your products, and you
enter and manage customer data and contract data. You transfer the parts
of this data that are needed in SAP Convergent Invoicing to the ERP
system.

SAP Convergent Charging (SAP CC)


SAP Convergent Charging creates billable items for services that are used
and transfers these items for further processing to Billing in Contract
Accounts Receivable and Payable in the ERP system. The basis for the
creation of billable items are sets of rules stored in SAP CC that specify
pricing and account assignment, in combination with customer data and
product data that SAP CC replicates from the CRM system. The billable
items contain the price to be paid for the usage of a service, along with
information on the account to which receivables or payables are to be
posted.

SAP Convergent Invoicing

SAP Convergent Invoicing receives billable items from SAP Convergent


Charging, creates invoices and credit memos from them, posts the
receivables or payables in Contract Accounts Receivable and Payable, and
manages these receivables and payables until they are cleared.
Billable items contain information on the business partner and the account
contract account in postpaid scenarios or prepaid account in prepaid
scenarios to which Contract Accounts Receivable and Payable posts the
receivables or payables, and with which you can track the prepaid usages
of your customers.

Master Data in SAP Convergent Invoicing


Process
The following describes the process flows in SAP Convergent Invoicing and in
particular in Billing in Contract Accounts Receivable and Payable. References
are made to SAP CRM and SAP CC only where this is required for a better
understanding of the process flows.

In the case of integrated use of SAP Convergent Invoicing, SAP CC and SAP
CRM, the SAP CRM system is the leading system with regard to master data.
That means that you create and change business partners, account information,
provider contracts and products in SAP CRM and then replicate these to SAP
Convergent Invoicing in the ERP system and to SAP CC. With regard to the
provider contract and product, SAP Convergent Invoicing stores only the
information directly needed for business transactions that take place in SAP
Convergent Invoicing.
In the ERP system, you normally just display the provider contracts and products.
However, for exceptional cases, there are transactions available for changing
products and contracts. These changes are local only, and are not distributed to
the connected systems. When there is a new replication of master data from SAP
CRM, the system overwrites any manual changes.

Information Containers
Purpose
In a business process, information containers save information that you can send
to external systems at a later point in time.
Features
SAP provides connections from the information containers to various business
processes. You can define your own information container categories in addition
to those delivered by SAP.
You can use the following send types for each process:

XI Interface
The prerequisite is that there is an XI interface for the corresponding
information container category.

Remote Function Call (RFC)


The data is sent by the call of event 3703. To use the send type RFC, you
have to call an RFC-capable function module in the external system at
event 3703.

Save in File
If you select this send type, event 3704 is called. In order to save the data in
a file, the implementation of the event function module must return file
content. This content is created from the send data.

Web Services Reliable Messaging (WSRM)

For data in information container categories that you transfer using XI


messages, you can also send this data using Web Services Reliable
Messaging (WSRM) for asynchronous enterprise services.
The WSRM send type is available for the following information container
categories:

0001 (returns) with service operation


PaymentReturnERPOccuredBulkNotification_Out

0002 (clearing and clearing resets) with service operation


ContractAccountReceivablesPayablesRegisterERPSubscribedItemB
ulkNotification_Out
To make it possible to send using WSRM, you have to configure the send
type in Customizing. In addition, you have to configure the following service
groups in SOAMANAGER:

FKK_PAYRETBULKOCCNO for information container category


0001

FKK_CARPRSUBSCRITEMBULKNO for information container


category 0002
The logical determination of the recipient in SOAMANAGER uses the
recipient field of the information container. You can determine the values for
the recipients of an information container entry in a function module entered
for event 3701.
If you have defined your own information container category and want to
send data by WSRM, you must implement the method SEND_VIA_WSRM
of the interface IF_FKK_INFCO_TYPE.
With each entry in the information container, the system saves the related
business partner and, depending on the information container category, the
contract account and contract.
You can add your own data to the data of the individual information container
categories. To add data to the data saved for an information container entry, you
can use event 3701.
To add your own data to the send data, you can use event 3702.
Using event 3701, you can also:

Change the number days up to which data is no longer sent


In the standard system the value is set to 100 days.

Define the recipients to which the data of the information container entries
are sent
If you specify several recipients, the same data is sent to the different
recipients.

For specific situations, define that no new information container entry


should be created

See the documentation for the sample function modules FKK_SAMPLE_3701,


FKK_SAMPLE_3702, FKK_SAMPLE_3703, and FKK_SAMPLE_3704.

Integration with Customer Relationship Management (CRM)


Purpose
You can integrate Contract Accounts Receivable and Payable in Customer
Relationship Management (CRM).
Features
The business processes and functions of FI-CA are integrated with the CRM
Interaction Center Web Client by means of Financial Customer Care (FCC) as
part of the following scenarios:

Financial Customer Care


This scenario offers basic functions, such as an account overview, the
display of the dunning history, and the search for payments of a customer.

Collections Management
This scenario covers important processes, such as the initiation of
customer calls, processing of payments, and the granting of deferrals and
installment plans.

Closing Operations
This component consists of the following detailed components:

Foreign Currency Valuations

Doubtful Receivables

Reclassifications

Reconciliation with General Ledger and Profitability Analysis


Purpose
Postings in Contract Accounts Receivable and Payable(FI-CA) do not update the
transaction figures in the General Ledger (FI-GL) synchronously. To improve

performance, and to reduce the document volume in the general ledger, at


periodic intervals you should transfer a summary of the postings from FI-CA to
the general ledger.
FI-CA groups the (FI-CA) documents posted automatically, and for each group,
records postings totals that you can transfer to the general ledger later.
There are posting programs and reconciliation programs that you can use for the
transfer to the general ledger.
The prerequisite for the transfer is that you run General Ledger Accounting in the
same system as FI-CA.
If you run General Ledger Accounting separately in a different system, you
should configure General Ledger Accounting in the Contract Accounts
Receivable and Payable system such that it is possible to transfer data
from Contract Accounts Receivable and Payable. You then transfer data to the
central general ledger using ALE methods that are part of the General Ledger
Accounting (FI-GL) component.
The transfer to Profitability Analysis (CO-PA) is independent of the transfer to
the General Ledger (FI-GL).
In the General Ledger (FI-GL) and Profitability Analysis(CO-PA), you can access
archived data in FI-CA. This means that you can also display archived FI-CA
documents in these components.
The following sections provide you with an overview of the reconciliation
measures between Contract Accounts Receivable and Payable(FI-CA) and
the General Ledger (FI-GL).

Cumulation
Definition
Summarization of FI-CA documents into totals records during posting
For posting of FI-CA documents, totals records summarize line items that have
the same value for the following criteria:
Criterion

Use in General Ledger Document

Company code

Header data

Posting date
Document date
Currency
G/L account
Debit/credit indicator
Value date

Posting item data

Tax code
Business area
Cost center
Profit center
Order number

Additional account assignments for


posting item data

Project
Segment
General ledger document type
Application-specific fields for
subsequent applications (for example,
account assignments for Funds
Management)
Structure FKKSUMKEY contains a list of all relevant characteristics.
Use
Totals records are the basis for a cumulated transfer of FI-CA documents to the
general ledger.
Totals records are recorded in FI-CA under reconciliation keys.
The figure below shows how two FI-CA documents are summarized in one
reconciliation key and how this is transferred to the general ledger.

To transfer the totals records posted for a reconciliation key to the general
ledger, you have to close the reconciliation key. You cannot enter any further
postings under a closed reconciliation key. You can then transfer the posting
totals recorded to the general ledger for each closed reconciliation key.
During the transfer to the general ledger, the system creates transfer documents
from the reconciliation keys. Since a reconciliation key is specified for each
posting in FI-CA, you can use the reconciliation keys (also noted in the general
ledger documents created) to compare FI-CA documents with the general ledger
document.
If necessary, you can suppress the cumulation despite the line items having
identical account assignment as follows:

FI-CA items lead to individual line items in the general ledger if you select
the indicator Line Item when posting.

FI-CA documents lead to individual documents in the general ledger if you


select the indicator Individual Document when posting. You can also use
event 0061 to create individual documents.
For the migration, do not set both of these indicators for all
documents, only for specific documents.
You want the check number for check payments to be visible in
the general ledger. In this case, suppress the cumulation by setting
the indicator Line Item.

Posting Periods and Alternative Posting Date


When you transfer totals records to the general ledger, the system creates the
documents in the general ledger with the posting date of the totals record. This is
only possible if the posting period is open in the general ledger. For a posting
from Contract Accounts Receivable and Payable (FI-CA), a posting period is
open if the Customizing is maintained as follows (see System Settings for
Transfer to General Ledger).

The period is generally open, that is, for the account type + (valid for all
accounts).

The period is open for account type V (contract accounts).

The period is open for all G/L accounts posted to.

The period must not be blocked for the posting from the general ledger
in Controlling (CO).
If you want to transfer totals records for which the relevant posting period is
already closed in the general ledger, you have to maintain the alternative posting
date as described in the section System Settings for the Transfer to the General

ledger. The system then posts the general ledger documents with the alternative
posting date.
The alternative posting date also controls that the system also posts to the
special posting periods still open after the end of the fiscal year. The system
determines the first open special posting period as soon as the alternative
posting date is in the last period of the previous fiscal year. The alternative
posting date or the special posting period is noted in the totals record to
document the special situation and to enable a reconciliation with the general
ledger despite the different posting date.
The alternative posting date is always used only for the totals records for which
the posting date of the totals record cannot be used because the posting period
is closed in the general ledger.
The settings for the posting periods in the general ledger refer only to the general
ledger that you run in the same system as FI-CA. When you transfer postings
from the general ledger that runs in the same system as FI-CA, make sure that
the posting periods are configured the same in the external general ledger.
See also Posting Date and Posting Period.

Closing
Purpose
Contract Accounts Receivable and Payable supports you in day-end closing,
month-end closing, period-end closing, and year-end closing. The following
sections provide an overview of the activities to be completed.
Process Flow
Day-End Closing
82.
...
295.
1.
Create new reconciliation keys for payment and returns lots for
which clarification processing is still to be completed.
296.
2.
Close the cash journal.
297.
3.
Close all reconciliation keys.
298.
4.
Transfer the totals records to the General Ledger.
299.
5.
Transfer the data to Profitability Analysis.
300.
6.
Reconcile the cash clearing accounts.
301.
7.
Reconcile the open items.
Month-End Closing/Period-End Closing

If you run General Ledger Accounting in a separate system, run the month-end
closing in Contract Accounts Receivable and Payable (FI-CA) one day before the
month-end closing in the general ledger. In the FI-CA system, close the posting
periods one day before you close the posting periods in the general ledger.
83.
...
302.
1.
Run the following receivables and revenue adjustments:
14.
a.
Transfer deferred revenues
15.
b.
Adjust receivables according to age
16.
c.
Transfer adjusted receivables (doubtful
entries/individual value adjustments)
17.
d.
Adjustment postings for percentages of ownership
303.
2.
Run all steps that you run for day-end closing (see above).
304.
3.
Reconcile the clarification accounts.
305.
4.
Close the posting periods.
306.
5.
Create a key date-specific open item list.
Year-End Closing
84.
...
307.
1.
Run a foreign currency valuation.
308.
2.
Run all steps required for month-end/period-end closing (see
above).
309.
3.
Post the reclassifications.
310.
4.
Create the tax returns required.
For countries where the balance carryforward must be posted, you have to
complete closing and opening postings in FI-CA. In the SAP menu,
choose Periodic Processing Closing Preparation Opening and Closing
Postings.

Creating Tax Returns


Purpose
During year-end closing, you have to create the following tax returns in Contract
Accounts Receivable and Payable (FI-CA):

Country-Specific Tax Returns

Foreign Trade Reporting

Note that the tax category +B Output Tax for Gross Down
Payments must be entered in the G/L account master record for all
down payment accounts.

Itemization for Auditing


Purpose
For the purposes of providing evidence for audits, in Contract Accounts
Receivable and Payable (FI-CA), you can use the functions described below.
Process Flow
Itemization for General Ledger Documents
To check whether postings were transferred to the general ledger, you can
create a list of the general ledger documents created during the transfer. Using
additional selection criteria (such as company code and G/L account), you can
restrict the display even further. In the SAP menu, choose Periodic
Processing Forward Postings Reconciliation Itemization for General
Ledger Transfer (Report RFKKABS6).
You can also display the FI-CA documents transferred to the general ledger as
totals records. In the SAP menu for FI-CA, choose Periodic
Processing Forward Postings Reconciliation Itemization for General
Ledger Documents (Report RFKKGL30).
The report ensures that audits can be carried out in FI-CA, that is, for each
general ledger document, you can determine and display the related items and
documents in FI-CA at any time. A general ledger document can therefore be
explained by the items in the subledger at any time.
The itemization of the postings in alternative periods takes place as part of the
reconciliation with the general ledger using the transaction Itemization for
General Ledger Transfer (Report RFKKABS6) in the SAP menu for FI-CA
under Periodic Processing Forward Postings Reconciliation Itemization
for General Ledger Transfer. You can restrict the selection to totals records
transferred with alternative posting date.
Itemization for Posting Totals
To determine which totals records were posted for a reconciliation key, from the
SAP menu for FI-CA, choose Periodic Processing Forward
Postings Reconciliation Itemization for Posting Totals (Report
RFKKABS10).
Using report RFKKABS30 in the SAP menu for FI-CA under Periodic
Processing Forward Postings Reconciliation Itemization for Posting
Totals, you can display the individual FI-CA documents summarized in a
reconciliation key.
Document Journal

To create a document journal, in the SAP menu for FI-CA, choose Periodic
Processing Closing Preparation Document Journal. See the report
documentation.
Key-Date-Related Open Items List
In the SAP menu for FI-CA, choose Periodic Processing Closing
Preparation Open Items on Key Date.
Itemization of Clarification Accounts
In the SAP menu for FI-CA, choose Periodic Processing Closing
Preparation Itemization of Clarification Accounts.
Itemization of Clearing Account for Repayment Requests
In the SAP menu for FI-CA, choose Periodic Processing Closing
Preparation Itemization of Clearing Account for Repayment Requests. See the
report documentation.
Determination of Gaps in Document Number Ranges
In the SAP menu for FI-CA, choosePeriodic Processing Forward
Postings Reconciliation Checks/Adjustments Determine Gaps in
Document Number Ranges.

Analyzing Differences
Purpose
If you discover differences during the reconciliation of the open items, you can
analyze these as described below.
Process Flow
85.
...
311.
1.
If you do not reconcile regularly, you first have to restrict the period
of the difference. To do this, run the transaction Open Items for Key
Date (SAP menu for Contract Accounts Receivable and Payable: Periodic
Processing Closing Preparation) for different key dates.
Generally, if you can determine a difference quickly, the analysis
is easier. You should therefore reconcile regularly.
If a difference arises, proceed as follows:
18.
a.
The accounting interface is used for the transfer to
the General Ledger. This is an SAP standard function. Therefore,
check whether this interface has been modified.
19.
b.
You should also check the G/L accounts to see if
additional postings exist which are not part of the FI-CA transfer. You
can recognize these because the document header of such postings
does not contain the reference transaction FKKSU (Contract Accounts
Receivable and Payable).

20.

c.
Check whether the carryforward in the General
Ledger has been run after the fiscal year change.
If there are still differences, the following reasons could apply:

There is a difference between general ledger documents and FI-CA


totals records.

312.

6.
21.

22.

23.

There is a difference between FI-CA totals records and FI-CA


documents.
2.
First check whether the general ledger documents and the totals
records agree. In the SAP menu, choose Periodic Processing Forward
Postings Reconciliation Checks/Adjustments Check General Ledger
Documents (Mass Run)/Check General Ledger Documents (report
RFKKGL20).
If the evaluations of these programs show differences, proceed as follows:
...
a.
Check the status of the transfer of the reconciliation
keys. In the SAP menu, choose Periodic Processing Forward
Postings Reconciliation Checks/Adjustments Check Transfer
Status of Reconciliation Keys (Report RFKKABS5). All reconciliation
keys with a posting date before or on the key date must have been
completely transferred to the general ledger.
b.
Then check whether there are differences between
the totals records and the FI-CA documents. In the SAP menu
for Contract Accounts Receivable and Payable, choose Periodic
Processing Forward
Postings Reconciliation Checks/Adjustments Check Totals
Records (Mass Run)/Check Totals Records (Report RFKKABS1). If
the evaluations of the programs show differences, you have to correct
the totals records.
c.
After you have adjusted the totals records, check
again whether there are differences between general ledger
documetns and totals records. If this is the case, you have to make a
further adjustment.
Determine the cause of the differences and complete
adjustments in cooperation with SAP. To do this, enter a customer
message. For the programs necessary for the adjustments, see the
following section.

Adjustments
Purpose
You should only make adjustments using the programs named
below after consultation with SAP.
Process Flow
Generally you can use the following transactions for adjustment:

To correct differences between general ledger documents and totals


records, in the SAP menu for FI-CA choose Periodic Processing Forward
Postings Reconciliation Checks/Adjustments Check General Ledger
Documents. Select the required reconciliation key and then, in the
application toolbar of the evaluation, choose
Adjust General Ledger. The
system then creates further general ledger documents.

To correct differences between totals records and and FI-CA documents,


in the SAP menu for FI-CA choose Periodic Processing Forward
Postings Reconciliation Checks/Adjustments Check Totals Records.
Select the required reconciliation key and then, in the application toolbar of
the evaluation, choose
Adjust Totals. The system differentiates as
follows:

If the reconciliation key has not yet been transferred, the system
adjusts the incorrect amounts in the totals records.

If the reconciliation key has already been transferred, adjustment


totals records are created for this reconciliation key. You then have to
transfer the adjustment totals records to the general ledger. In the
SAP menu for FI-CA, choose Periodic Processing Forward
Postings Execution General Ledger Transfer.

Under certain circumstances, you may have to recreate the totals records
completely before the general ledger transfer. In the SAP menu,
choose Periodic Processing Forward
Postings Reconciliation Checks/Adjustments Recreate Totals
Records (Report RFKKABS8).

To reconcile Profitability Analysis, in the SAP menu for FI-CA,


choose Periodic Processing Forward
Postings Reconciliation Checks/Adjustments Check CO-PA
Documents (Mass Run)/Check CO-PA Documents (Report RFKKCO20).

Cash Management
Purpose
This component enables you to update data in Cash Management (TR-CM).

Features
This update is madedirectly when you post a document in Contract Accounts
Receivable and Payable. This means that the Cash Management liquidity
forecast and cash position are always up-to-date.
In the contract account master record, you can define the following data for
updating the liquidity forecast:

Planning group
This way, contract accounts with collection authorization can be considered
separately from contract accounts to be paid on demand. The system
proposes the planning group when you enter a document.

Additional days
These days are considered when determining the expected cash receipt
date. The due date for net payment or the cash discount date (if cash
discount was agreed) is used as the baseline date for this.
Line items that are locked for payment can be assigned to an alternative planning
group automatically.
In the G/L account master record, you define a planning level for G/L accounts
that require the cash position to be updated. The system determines the planning
level when you post the document and enters it in the G/L item.
For mass postings that run in parallel processes, waiting time may occur due to
competing accesses during the update of data for Cash Management. For these
postings, Contract Accounts Receivable and Payable offers a parallel update
mode that you can activate for specific categories of mass runs in the
Implementation Guide for Contract Accounts Receivable and
Payable under Technical Settings Activate Parallel Update of Cash
Management. Cash Management is then updated at the end of each process. If
the process is terminated before the Cash Management update, the update takes
place when you close the relevant reconciliation key. If the update also fails here,
you can transfer the data recorded separately individually. To do this, in the SAP
menu choose Periodic Processing Cash Management Transfer.
Utilities Industry (IS-U) Component
The system automatically determines the planning group in the contract account
when you transfer billing documents and then saves it in the corresponding line
items.
Insurance (FS-CD) Industry Component
The system automatically determines the planning group in the contract account
for the debit entry and then saves it in the corresponding line items.

Reporting for Segments


Use
Contract Accounts Receivable and Payable supports you if you have to perform
segment reporting due to accounting requirements.

Integration
Contract Accounts Receivable and Payable considers system settings that you
have made for the segment for Financial Accounting. See the documentation
on segments in Financial Accounting.
Prerequisites
In addition to the general settings for the segment in the SAP Customizing
Implementation Guide under Enterprise Structure Definition Financial
AccountingDefine Segment, you have also made the following settings in the
Implementation Guide for Contract Accounts Receivable and Payable.

Define the segments for money accounts and tax accounts (and optionally,
for additionally selected accounts) under Basic Functions Postings and
Documents Document Maintain Document Account
Assignments Segments Define Segments for General Ledger Items.

If you want to derive the segments from the data for the business partner
items, define your settings under Basic Functions Postings and
Documents Document Maintain Document Account
Assignments Segments Segment for Business Partner Items.

Features
Segment in Line Items
Contract Accounts Receivable and Payable assigns a segment to all business
partner and general ledger items.
The system assigns a segment to receivables and payables
directly. There is no calculated split over segments using offsetting
items.
Segments for Tax and Money Accounts
For all balance sheet accounts that are not managed on an open item basis, the
problem arises that there are no fixed dependencies between postings on the
debit side and the credit side. Therefore, where different segments are used, a
balance sheet account may no longer show a balance, but, in the ledgers, there
are positive and negative balances for different segments that then provide no
useful information. Money (bank, cash desk) and tax accounts are particularly
affected by this problem. For these account categories, Contract Accounts
Receivable and Payable uses unique neutral segments that you assign in
Customizing.
These neutral segments for tax and money accounts have no
immediate reference to the segment or segments that are affected by
the underlying business transaction.
The system considers a general ledger item a tax item if a tax base amount is
specified in the line item. The systems considers a general ledger item a money
item if either the value date is set or the attribute Financial Transaction Relevant is set in the master record of the general ledger account.

Segment in Statistical Items


Certain statistical items, such as statistical charges receivables, down payment
receivables, and budget billing receivables also require the specification of a
segment. This segment is inherited to the non-statistical follow-on postings on
later payment. If the segment is not directly specified externally on creation of the
item, it is derived from the Customizing for the business partner item.
Segment in Payments on Account
For payments on account, the segment cannot be derived from offsetting
postings. As far as payments on account take place in combination with the
clearing of other items, you can select the segment that has the highest amount
proportion in the clearing. However, since payments on account also take place
with no clearing of further open items, this rule cannot be applied generally. You
should therefore define a segment account assignment in Customizing for at
least the combination of main transaction/subtransaction used for a payment on
account.
Account Assignment or Derivation of Segment
For line items that are not created automatically, such as cash discount,
exchange rate differences, taxes, and down payments on request, you can
specify the account assignment Segment on manual entry or transfer using one
of the interfaces available. This specification has priority over the derivation
options described below.
Often, only the business partner items are entered or forwarded by means of
posting interfaces. In this case, the system completes the document (for
example, revenue and tax items are added). If a segment is already specified in
the business partner items entered/transferred, this is transferred to the revenue
items assigned.
If no segment is assigned, one is derived as follows:
86.
...
313.
1.
The system tries to derive the segment from the following details
of the business partner item(s):

314.

Company code

Business area

Division

Receivables account

Account determination ID

Main transaction

Subtransaction

2.
The system inherits a segment inherited in this way to the
offsetting items (revenue items).

315.

3.
If the system cannot derive a segment from the business partner
items, it derives the segment from the revenue items and inherits it to the
business partner items. In this case, the derivation is performed using the
profit center. Therefore, a profit center to which a segment is assigned in
the master record must be assigned in the revenue item. Derivation via
Customizing without a profit center is only possible if the segment can be
determined from the combination company code/general ledger account.
316.
4.
For line items that arise as follow-on posting to other line items (for
example, clearing, reversal, returns, interest calculation, write-off), if
possible, the segment of the triggering item is inherited to the follow-on
items. This means that the segment of an open item is not only inherited to
the clearing posting on clearing, it is also inherited to cash discount,
payment surcharges, exchange rate differences, and interest on arrears
that arise from the clearing of this item.
If no unique inheritance is possible, as for dunning or returns charges, if
possible, the system uses the segment that has the highest proportion of
relevant items (for example, dunned items, paid items for returns).
Once you have activated segment account assignment, the system checks
whether all line items have a valid segment account assignment, except for
follow-on postings.
If there are follow-on postings (for example, for clearing or clearing reset), all line
items created must also have a valid segment account assignment provided the
items that are cleared or where clearing is being reset all have a valid segment
account assignment. If these items include older postings with no segment, the
system also permits certain follow-on postings, such as clearing, cash discount,
and exchange rate differences with no segment.
Activities
Individual Derivation of Segment
The segment can be derived on an installation-specific basis for event 0081.
Here you can use individual logic to determine a segment for every item for
which the person creating the document has not assigned a segment.
However, the system ignores segments in bank items and tax
items and replaces them subsequently with the value defined in
Customizing.
You can mix the procedure; that is, you can assign some of the segments
explicitly, add some using event 0081, and determine the rest using the
Customizing settings.
Introduction in Productive Operations
If you use segment account assignment in productive operations when
documents already exist in the system, the system does not add the segment to
documents that have already been posted. Therefore, for an interim period, you
will find transaction figures where the field Segment is not filled in many
accounts. This generally applies as long as follow-on postings arise for
documents posted without a segment (all forms of clearing and clearing reset).

The amount proportion of balances with an initial segment value will reduce over
time. You have to decide individually whether, if there are sufficient small
remaining amounts and sufficiently few remaining documents without a segment,
the amounts are to be split for segmental reporting (for example, proportionately
to the remaining split by segment) or whether transfers should be made to
eliminate the effect of these documents with no segment account assignment.

System Settings for the General Ledger Transfer


Use
For the integration with the general ledger (FI-GL), in the Implementation Guide
for Contract Accounts Receivable and Payable (FI-CA), you have to make the
settings described below.
Procedure

Maintain the settings under Integration General Ledger


Accounting Define Posting Specifications for General Ledger Transfer.
To assign the reconciliation keys, make the following settings:

Basic Functions Postings and Documents Document Define


Default Values Maintain Rules for Default Values for Reconciliation
Keys Origin Key with User-Specific Default Values

Basic Functions Postings and Documents Document Define


Default Values Maintain Rules for Default Values for Reconciliation
Keys Maintain Reconciliation Groups for Default Values, or in the menu
for FI-CA under Settings Current Settings Maintain User Group for
Proposal of Reconciliation Key

You maintain the posting periods in the Implementation Guide for Financial
Accounting under Document Posting Periods Open and Close Posting
Periods.

You make the settings for the alternative posting date in the menu for FICA under Periodic Processing Forward
Postings Preparation Maintain Alternative Posting Date, or,
alternatively, in the menu for FI-CA under Settings Current
Settings Maintain Alternative Posting Date.

G/L account items are determined automatically by defining account


assignment data relevant to main transactions as well as account
assignment data relevant to transactions. To do this, in the Implementation
Guide for Contract Accounts Receivable and Payable, choose Basic
Functions Postings and Documents Document Define Account
Assignments for Automatic Postings Automatic G/L Account
Determination.

You control the automatic assignment of reconciliation keys for mass


activities in the Implementation Guide for Contract Accounts Receivable
and Payableunder Technical Settings Prepare Mass Activities. You do
this for each mass activity on the tab page Reconciliation
Keys under General Control.

In addition to the general settings for the segment that you make in
the SAP Customizing Implementation Guide under Enterprise
Structure Definition Financal Accounting Define Segment, you also
have to make settings in the Implementation Guide for Contract Accounts
Receivable and Payable:

Define the segments for money accounts and tax accounts (and
optionally, for additionally selected accounts) under Basic
Functions Postings and Documents Document Maintain
Document Account Assignments Segments Define Segments for
General Ledger Items.

If you want to derive the segments from the data for the business
partner items, define your settings under Basic Functions Postings
and Documents Document Maintain Document Account
Assignments Segments Segment for Business Partner Items.

Foreign Currency Valuation


Purpose
You use this component to valuate foreign currencies in contract accounts with
the aim of adjusting the receivable and payable accounts as part of balance
sheet preparations.
Implementation considerations
This component is optional. You need it if you make foreign currency postings.
Features
Valuation is according to the single valuation principle. This means that the
individual items which are open at the balance sheet key date are taken into
account during valuation. Foreign currency valuation can be in local currency as
well as in the currencies managed in parallel (such as group currency or hard
currency).
The G/L accounts to which the exchange rate differences from the valuation are
to be posted are determined and posted to automatically.

Valuation can be based on the usual valuation procedures (such as general


valuation or the lowest value principle).

Doubtful Receivables
Purpose
You can use this component to mark receivables as doubtful and make value
adjustments where appropriate in order to adjust existing receivables to their
actual estimated values.

Reclassifications
Purpose
This component is used to reclassify customers with a credit balance, vendors
with a debit balance and receivables according to the remaining term.
Features
The system outputs the amounts to be reclassified in a list for each receivables
and payables account. You transfer the amounts in the general ledger either
manually or automatically in the transaction Post Reclassifications.

Posting Data Adjustments for Changes to Equity Holdings


Use
Accounting principles in various countries require that receivables and payables
from affiliated, participating, and external companies have to be displayed
separately in the financial statements.
The German Federal Financial Supervisory Authority (Bafin), for
example, requires that revenues for bonuses, commissions, reserves
(that is, payables where use is defined but not the amount and due
date), and losses are to be displayed separately for affiliated and
participating companies.
If a company purchases shares in another company, the company whose shares
are purchased becomes an affiliated or participating company. All open
receivables and payables at the key date must be corrected in the correct
receivables account and all revenue and expense postings in the given period
must be determined. The relevant period is determined from the purchase or
sales contracts and can, for example, start with the purchase date or the start of
the current fiscal year.
Prerequisites
You specified the document types that the system is to use for adjustment
postings in Customizing for Contract Accounts Receivable and Payable

under Closing Operations Adjustment Postings for Equity Holdings Define


Document Type for Adjustment Postings. You defined a document type for each
of the following:

Receivables and payables

Expense and revenue

Reserve postings (for the industry component Insurance)

You entered the changes to the equity holdings on the SAP Easy Access screen
under Master Data Business Partners Define Equity Holdings. For each
business partner, you entered the date from which each value is valid, and the
date from which the entry is included in revenue consolidation.
Features
The following cases can all occur if the value in the Company ID (VBUND) field
changes in the contract account of the business partner:

The Company ID field contains no value and is now filled (for example,
with 000001), or the Company ID field was filled and is now empty.
A company was purchased or sold. You have to create a new entry (such
as 000001) for a company that was purchased. In Customizing,
chooseEnterprise Structure Definition Financial Accounting Define
Company. If a company was sold, then you have to delete the entry here.
If you use the component SAP FS-RI (industry
component Insurance), you can enter or delete this entry directly in
the business partner.
The system then automatically makes the adjustment in the contract
account. You have to make a new entry (such as 000001 or * in
the Company ID field) in the account assignment, and enter the
necessary account. On the SAP Easy Access screen under Master
Data Business Partners Define Equity Holdings, make the
appropriate entries. If there is no specification for the start of revenue
consolidation there, the system sets the start to the general valid-from
date.

The value in the Company ID field changes (for example, from 000001 to
000002).
The status of a company changes, for example, from participating to
affiliated. In this case you have to create a new company and assign it in
the contract account or business partner. If you assign it in the business
partner, the system adjusts the Contract Account field automatically. In the
account determination, you create a new entry, and enter 000002 in
the Company ID field with the corresponding account. On the SAP Easy
Access screen underMaster Data Business Partners Define Equity

Holdings, enter the valid-from date for 000002 and the period for the
revenue consolidation.
For the selection of receivables and payables, you can use different
reconciliation accounts for the affiliated companies, the non-affiliated companies,
and the participating companies. The company ID (VBUND) is defined in the
contract accounts of a business partner and is transferred to the documents
during posting. The G/L accounts can be determined in a customer-specific
account determination using the Company ID field.
If you want to control the assignment using accounts, then also use the Company
ID (VBUND) field to separate revenues between affiliated and participating
companies in G/L account determination for revenue and expense accounts.
You make the postings required due to the change of equity holdings as part of
closing preparations. You use the programs for foreign currency valuation,
reclassifications, evaluation of open items for a key date, and the new
report Adjustment Postings for Equity Holdings (on the SAP Easy Access screen
underPeriodic Processing Closing Preparation).
We recommend that you run the report for the adjustment of
equity holdings before the foreign currency valuation and the
reclassification.
If an equity holding is changed retroactively, then it can be assumed that
postings, which were made after the date the change takes effect, but before the
change was entered in the system, are not posted with the correct company ID
(VBUND). The Adjustment Postings for Equity Holdings report analyzes the
postings of the affected business partners for this time period, and determines
the amounts and the account assignments for the required adjustment postings.
The report determines the adjustments needed after the change in the equity
holding shares of the partner (for example, the status of a customer changes
from external company to an affiliated company). These adjustments are
determined separately for:

Receivables and payables

Expense and revenue

Reserve postings

The report considers the reserves, receivables, and payables on a key date;
revenues and expenses are considered for the period.
The report can also post the adjustments needed; if necessary by business
partner and/or company code. For test purposes, you can select by segment and
business area.
For receivables and payables, the adjustment is made using separate adjustment
accounts that the report determines for each reconciliation account using posting
area 1350. (See Customizing for Contract Accounts Receivable and Payable
under Closing Operations Reclassifications Define Correction Accounts).

The posting takes place for a key date. The inverse posting is for the key date
plus 1.
For revenues, expenses, and reserve postings, the adjustment is made, for the
key date, to the general ledger accounts with no inverse posting.
In the industry component Insurance, you can determine the
accounts at event V040 if you use customer-specific account
determination for the revenue accounts.
For reserve postings you can use the Summarization of Reserve
Postings (FPRES_CON) report to summarize the table of reserve
postings (DFKKRES). Here you can also compare the amounts of the
table with the original line items after a currency changeover, for
example.
You cannot reverse adjustment documents for receivables and payables and
reserve postings. However, you can run the key-date-related adjustments for
different key dates.
You cannot adjust revenues that have already been adjusted. To make an
adjustment, you first have to reverse the adjustment documents of the revenues.

Reporting for Segments


Use
Contract Accounts Receivable and Payable supports you if you have to perform
segment reporting due to accounting requirements.
Integration
Contract Accounts Receivable and Payable considers system settings that you
have made for the segment for Financial Accounting. See the documentation
on segments in Financial Accounting.
Prerequisites
In addition to the general settings for the segment in the SAP Customizing
Implementation Guide under Enterprise Structure Definition Financial
AccountingDefine Segment, you have also made the following settings in the
Implementation Guide for Contract Accounts Receivable and Payable.

Define the segments for money accounts and tax accounts (and optionally,
for additionally selected accounts) under Basic Functions Postings and
Documents Document Maintain Document Account
Assignments Segments Define Segments for General Ledger Items.

If you want to derive the segments from the data for the business partner
items, define your settings under Basic Functions Postings and
Documents Document Maintain Document Account
Assignments Segments Segment for Business Partner Items.

Features
Segment in Line Items
Contract Accounts Receivable and Payable assigns a segment to all business
partner and general ledger items.
The system assigns a segment to receivables and payables
directly. There is no calculated split over segments using offsetting
items.
Segments for Tax and Money Accounts
For all balance sheet accounts that are not managed on an open item basis, the
problem arises that there are no fixed dependencies between postings on the
debit side and the credit side. Therefore, where different segments are used, a
balance sheet account may no longer show a balance, but, in the ledgers, there
are positive and negative balances for different segments that then provide no
useful information. Money (bank, cash desk) and tax accounts are particularly
affected by this problem. For these account categories, Contract Accounts
Receivable and Payable uses unique neutral segments that you assign in
Customizing.
These neutral segments for tax and money accounts have no
immediate reference to the segment or segments that are affected by
the underlying business transaction.
The system considers a general ledger item a tax item if a tax base amount is
specified in the line item. The systems considers a general ledger item a money
item if either the value date is set or the attribute Financial Transaction Relevant is set in the master record of the general ledger account.
Segment in Statistical Items
Certain statistical items, such as statistical charges receivables, down payment
receivables, and budget billing receivables also require the specification of a
segment. This segment is inherited to the non-statistical follow-on postings on
later payment. If the segment is not directly specified externally on creation of the
item, it is derived from the Customizing for the business partner item.
Segment in Payments on Account
For payments on account, the segment cannot be derived from offsetting
postings. As far as payments on account take place in combination with the
clearing of other items, you can select the segment that has the highest amount
proportion in the clearing. However, since payments on account also take place
with no clearing of further open items, this rule cannot be applied generally. You
should therefore define a segment account assignment in Customizing for at
least the combination of main transaction/subtransaction used for a payment on
account.
Account Assignment or Derivation of Segment
For line items that are not created automatically, such as cash discount,
exchange rate differences, taxes, and down payments on request, you can
specify the account assignment Segment on manual entry or transfer using one

of the interfaces available. This specification has priority over the derivation
options described below.
Often, only the business partner items are entered or forwarded by means of
posting interfaces. In this case, the system completes the document (for
example, revenue and tax items are added). If a segment is already specified in
the business partner items entered/transferred, this is transferred to the revenue
items assigned.
If no segment is assigned, one is derived as follows:
87.
...
317.
1.
The system tries to derive the segment from the following details
of the business partner item(s):

318.

Company code

Business area

Division

Receivables account

Account determination ID

Main transaction

Subtransaction

2.
The system inherits a segment inherited in this way to the
offsetting items (revenue items).
319.
3.
If the system cannot derive a segment from the business partner
items, it derives the segment from the revenue items and inherits it to the
business partner items. In this case, the derivation is performed using the
profit center. Therefore, a profit center to which a segment is assigned in
the master record must be assigned in the revenue item. Derivation via
Customizing without a profit center is only possible if the segment can be
determined from the combination company code/general ledger account.
320.
4.
For line items that arise as follow-on posting to other line items (for
example, clearing, reversal, returns, interest calculation, write-off), if
possible, the segment of the triggering item is inherited to the follow-on
items. This means that the segment of an open item is not only inherited to
the clearing posting on clearing, it is also inherited to cash discount,
payment surcharges, exchange rate differences, and interest on arrears
that arise from the clearing of this item.
If no unique inheritance is possible, as for dunning or returns charges, if
possible, the system uses the segment that has the highest proportion of
relevant items (for example, dunned items, paid items for returns).
Once you have activated segment account assignment, the system checks
whether all line items have a valid segment account assignment, except for
follow-on postings.

If there are follow-on postings (for example, for clearing or clearing reset), all line
items created must also have a valid segment account assignment provided the
items that are cleared or where clearing is being reset all have a valid segment
account assignment. If these items include older postings with no segment, the
system also permits certain follow-on postings, such as clearing, cash discount,
and exchange rate differences with no segment.
Activities
Individual Derivation of Segment
The segment can be derived on an installation-specific basis for event 0081.
Here you can use individual logic to determine a segment for every item for
which the person creating the document has not assigned a segment.
However, the system ignores segments in bank items and tax
items and replaces them subsequently with the value defined in
Customizing.
You can mix the procedure; that is, you can assign some of the segments
explicitly, add some using event 0081, and determine the rest using the
Customizing settings.
Introduction in Productive Operations
If you use segment account assignment in productive operations when
documents already exist in the system, the system does not add the segment to
documents that have already been posted. Therefore, for an interim period, you
will find transaction figures where the field Segment is not filled in many
accounts. This generally applies as long as follow-on postings arise for
documents posted without a segment (all forms of clearing and clearing reset).
The amount proportion of balances with an initial segment value will reduce over
time. You have to decide individually whether, if there are sufficient small
remaining amounts and sufficiently few remaining documents without a segment,
the amounts are to be split for segmental reporting (for example, proportionately
to the remaining split by segment) or whether transfers should be made to
eliminate the effect of these documents with no segment account assignment.

Installment Plan Analysis for Key Date


You can use installment plans to distribute original receivables over a series of
installments that have due dates in the future. Receivables with a due date more
than one year in the future need to be displayed separately in the balance sheet.
Using an installment plan analysis for a key date, you create a snapshot of the
installment plan due dates on this key date, as well as of the assignment of these
due dates to the original items.
Integration
If there are installment plan analyses in the system from an update run, you can
use this data in the following reports:

Key-Date-Related Open Items List (On the SAP Easy Access screen,
choose Periodic Processing Closing Preparation Open Items at Key
Date .)
To consider installment plan analyses for key dates here, set the Consider
Installment Due Dates indicator on the Output Control tab page.
List Items (On the SAP Easy Access screen, choose Periodic
Processing Evaluation of Open Items Evaluate .)
To consider installment plan analyses for key dates in the items list, on
the Selections tab page, in the Item Categories group box, set the Inst.plan
has prio. (installment plan has priority) and Consider Inst.Plan for
KeyDate indicators.

Features
In a mass run, the installment plan analysis for a key date creates a snapshot of
the installment plans for a certain date, assigns the due dates of the individual
installments to the the original items, and stores this snapshot.
NOTE
The system stores the installment due dates starting only from the selection date
you entered. The system does not store installments that are older than that.
The system assigns the original items to installment plan items in one of two
ways. For items that are cleared at the time the analysis is run, the assignment is
based on the cleared items. For installments that are still open, the assignment is
based on the due dates. This means that the program assumes that when an
installment is cleared, it is always the original items with the oldest due dates that
are cleared. If you want to make your own assignment of due dates to the
original items, you can use event 1882.
Displaying the Analysis
In the menu, choose Environment Display Evaluation to display
evaluations, either for an entire run, or limited by key date, company code, and
business partner. If you do not enter any run data, you can also display data from
other evaluations. You can enter a layout for the display. If the installment plan
analysis for a key date was already archived, the system displays the archived
data.
Deleting the Analysis
You can delete simulated evaluations. In the menu, choose Environment
Delete Key Date . The system adopts the data of the current run; but you can
also enter the data of other runs. The deletion of a key date always applies for
the entire company code.
It is not possible to delete data for individual business partners. If you try to
delete data for an update run, the system issues a warning. You are not allowed
to delete data that you already used in the balance sheet. It is not possible to
delete analyses that were already archived.

Activities
1. On the SAP Easy Access screen, choose Periodic Processing
Closing Preparation Record Status of Installment Plans for Key Date .
2. Enter a date and an ID that you can use to identify the run later.
3. Choose Continue.
4. On the General Selections tab page, enter the key date for the analysis
and the installment plan due date starting from which you want the data to
be stored. Entering the installment plan due date does not affect the data
volume that is processed; instead, this date only allows you to limit the
dataset that is stored. You can also restrict the analysis to selected
company codes.
NOTE
The entries you make for the company code relate to the company code of
the installment plan, which can differ from the company code of the original
items. To be able to restrict the selection by company code, you need to
have display authorization for the company codes you enter.
In simulation mode, you can restrict the selection to business partners.
However, in update runs this restriction is not useful. In simulation mode,
the system stores the analysis with a simulation indicator. You can delete
the data later (see above). Before an update run with the same selections,
the system automatically deletes the simulated data.
5. On the Technical Settings tab page, you can set up parallel processing of
the data based on business partners.
6. Schedule the program run. For more information, see the section
entitled Functions for Scheduling Program Runs.
Information System
Purpose
Using the information system you can evaluate document data in the system
under different views.
Features
In addition to the Evaluation of Open Items, Extraction for Business Intelligence,
and the creation of Foreign Trade Reports, you can use the following reports:

RFKKCF_DELETE allows you to delete entries that have been resolved.


RFKKCF_STATISTICS allows you to display items that have been
resolved and items that still need to be processed.

RFKKBELJ00 creates a list of all the documents in the system and an


index for optical archiving (SAP menu: Periodic Processing Closing
Preparations Document Journal).
Make sure you read the report documentation.

Evaluating Open Items


Use
By evaluating the open items in your system you can get an overview of the
receivables outstanding from your business partners.
Features
You can use the following functions to evaluate open items in FI-CA dependent
on why you want to run the evaluation:

Key Date-Based Open Item List as Total List for Closing Preparation

Key Date-Based Open Item List as List with Individual Selections

Extractions for the Business Information Warehouse


Use
For evaluations in the Business Information Warehouse (BW) FI-CA provides
extracts for open and cleared items as well as collection and installment plan
items. The extraction programs fill the extract structure of the
corresponding DataSources with data from Contract Accounts Receivable and
Payable. For detailed information about the DataSources provided see the
documentation of the Business Information Warehouse.

Foreign trade reporting


Use
Companies that are obliged to report their foreign trade can create a report for
the responsible tax authorities that complies with the national legal requirements
in Contract Accounts Receivable and Payable.
Prerequisites
In the Implementation Guide for Contract Accounts Receivable and Payable, you
have set the indicator Foreign Trade Reporting under Organizational
Units Configure Company Codes for Contract Accounts Receivable and
Payable, thereby activating the recording of the data required.
You have made the settings under Basic Functions Foreign Trade
Reporting Define Specifications for Foreign Trade Reporting.
You have entered the customer modules for the events listed below
under Program Enhancements Define Customer-Specific Function Modules.

Features
The report file is the basis for the foreign trade report. This is updated
automatically when you post the documents in Contract Accounts Receivable
and Payable. You create the report based on the report file.
Activities
Whether and which report data is to be recorded for a document is determined by
a function module processed at event 1980. You create this function module
installation-specific and enter it in the Implementation Guide for Contract
Accounts Receivable and Payable (see the documentation for the sample
function module FKK_SAMPLE_1980).
If you want to update new entries in the report file when you reset clearing for a
document for which there are one or more entries in the report file, create an
installation-specific function module for event 1981 and define it in Customizing.
You can edit the report file in the transaction Foreign Trade Reporting: Edit
Report File (SAP Menu: Periodic Processing Data for Externals Tax
Authorities Process Transactions for Foreign Trade Reporting). To ensure that
all relevant documents are entered, you can activate and deactivate the entries
or add new entries.
Write a report that creates the report in the format agreed with the responsible
authorities, based on the data recorded in the report file.

Interfaces in Contract Accounts Receivable and Payable


Purpose
The following tools are available in Contract Accounts Receivable and Payable to
transfer data from external systems:

Programs for Automatic Data Transfer

BAPIs

IDoc Interfaces

Outbound Interface for Postings to Business Partner

Notes for Users of Previous IS-T IDoc Interface


The IS-T variant of the Idoc interface is no longer supported in version 4,71 because the
IS-T IDoc interface has been migrated to the FI-CA standard. As a result, the following
changes have occurred in 4.71 for users of the previous RM-CA IDoc interface:

Namespace changes for IDoc types, IDoc segments, data elements,


function module names and so on.
The prefixes of the IDoc types and data have been changed from IST to FKK; for
example, IDoc segment IST_EBS_TOI_COPA toFKK_EBS_TOI_COPA.
Interface categories IST_EBS_TOI and IST_EBS_TOI_COPA have been
combined
The Idoc type FKK_EBS_TOI_COPA replaces (compatible) the IDoc
type IST_EBS_TOI in Release 4.71. In most cases, the IDoc types and segments have
been kept compatible. Downwards compatibility has been enhanced. If you do not use the
CO-PA interface enhancement, you can set the processing logic of
interface IST_EBS_TOI in Customizing.
Changes to events
The IDoc interface events now start with event 2400 (previously T400), The sequence
remains the same.
Functional Enhancements
The following functions have been added to the IDoc interface:
The VAT code has been entered in the IDoc segment E1FKK_EBS_TOI_ITEMS via the
field TAX_CODE. If the code is set, the value added tax code is used to determine tax. If
not, the external code is used.
You can define a customer enhancement segment for the IDoc
segment E1FKK_EBS_TOI_ITEMS. In event 2413, you can transfer external data and its
industry and customer enhancements to the table DFKKOP.
The mass processing transaction has a new, improved application log processing.
Changes in Customizing Resulting from the Migration of the IDoc Interface
to the FI-CA Standard
The most important Customizing settings are automatically transferred by the report
(XPRA) IST_XPRA_IST20_FKKIDOC during the update.
The following Customizing entries are copied by the report:

Basic settings for document transfer: Table IST_EBS_TOI_SYST in


FKK_EBS_TOI_SYST
Define characteristic derivations for the CO-PA update: Table
IST_EBS_TOI_COPA in FKK_EBS_TOI_COPA

Define translation of external item identification: Posting area T200 in


1400

Define translation of external tax identification: Posting area T205 in


1405

Settings for reversing documents: Posting area T210 in 1410

Event Concept
Purpose
The event concept enables the integration of industry-specific and customerspecific processes and data in the existing system architecture of Contract
Accounts Receivable and Payable for a new implementation and in production
operation.
Features
Using installation-specific and industry-specific function modules that you define
in Customizing, you can enhance the standard business processes of Contract
Accounts Receivable and Payable in predefined program events seamlessly and
without modifications. Depending on the event, you can either realize an
alternative program logic or additional functions.

Customer-Specific Enhancements
Purpose
The event concept enables you to integrate your own source text passages
encapsulated and therefore exchangeable in function modules at specific points
in the program logic, the events, using defined interfaces.
Procedure
With Contract Accounts Receivable and Payable, SAP delivers a sample function
module for each event. This module defines the interface of this event, where
there is usually no process logic implemented. In addition to this sample module,
each industry component (application) can define standard function modules in
each event for conversion of industry-specific process logic. To adjust the
processed defined by SAP to internal requirements, each customer can also
implement an additional customer module in each event in his installation.
The figure below makes this three layer architecture in the program logic clearer.
Program Logic on Reaching an Event (no Additional Function)

You manage these events and their function modules in the Implementation
Guide for Contract Accounts Receivable and Payable under Program
Enhancements Define Customer-Specific Function Modules.
The function module FKK_FUNC_MODULE_DETERMINE is processed for each
event. From the following tables, it sequentially determines the event modules
defined in Customizing that are to be processed:

TFKFBM (sample function modules of Contract Accounts Receivable and


Payable)

TFKFBS (Standard function modules for applications)

TFKFBC (Installation-specific function modules)


The technical name of the sample function module is made up of the technical ID
FKK_SAMPLE_ and the name of the event. In the case of a sample module
defined for event 0010, the name would be FKK_SAMPLE_0010.
In addition to the events available to all industry components, there are additional
industry-specific events that you can recognize from the encryption of the
application area in the technical name.
Overview of the Naming of Events
From Event

To Event

Application

9999

Application-independent

R0

R999

Utilities industry

V0

V999

Insurance

T0

T999

Telecommunications

P0

P999

Public Sector

X0

X999

Partner Development

Z0

Z999

Customer development

S0

S999

SAP Contract Accounts


Receivable and Payable

In the Function Builder (transaction SE37), you can call up the function modules
and their documentation. For a deeper, technical analysis, use the Object
Navigator (transaction SE80).

Data Processing in Mass Runs


Purpose
Business processes where large volumes of data are processed, such as the
payment run or dunning run, are realized in Contract Accounts Receivable and
Payable by mass activities. Mass activities automatically split the dataset to be
processed, such as a quantity of business partners or contract accounts, into
several technical jobs and process them in parallel.
In addition to the mass activities delivered by SAP, you can also create your own
installation-specific mass activities. For instructions about how to proceed, see
the Implementation Guide for Contract Accounts Receivable and
Payable under Technical Settings Prepare Mass Activities.

Parallelization of Data Processing


Purpose
With the mass activities of Contract Accounts Receivable and Payable you can
split the data for processing over several jobs that the system then processes in
parallel. See also SAP Note 607797 (Job Control for Mass Activities: FAQ).
Process Flow
All mass activities have a uniform layout. You enter data on the following tab
pages:

General Selections

Activity-Specific Selections

Technical Settings

Logs

On the tab page Technical Settings, you can decide whether you want automatic
load distribution by the system, where you only define the number of jobs, or
explicit load distribution where you explicitly specify how many jobs are to run on
which hosts. For more information about the entries on the individual tab pages,
see Functions for Scheduling Program Runs.
Once you have made all of the entries required to execute the business process,
you can schedule the program run. You can choose between immediate
processing in the background or processing on a specific date. If you use the job
container, you can also select the containers available.
During the processing of the data, the system distributes the dataset to be
processed to several parallel jobs automatically. The details for distributing the
keys for the parallel objects are stored in variants that you have to update
periodically. For example, you can create a variant for the business partners that
splits the business partner set to be processed into 1,000 equal intervals.
During parallel processing, the system makes sure that the processes do not
block each other because of changing accesses to the same database
resources, which could be the case, for example, in the assignment of document
numbers or the update of transaction figures.
A payment run for all business partners starts several processes
(for example, 10) that process the intervals created automatically one
after the other. When the processing is completed for an interval, the
system processes the next free interval. If all intervals have been
processed, and therefore all technical jobs completed, the business
task also receives the status Completed.
You can schedule the parallel interval jobs of the mass activities, execute them in
a specific order, and monitor them using the following tools:

Job Commander of Contract Accounts Receivable and Payable


External job control system
For detailed information about integration, see Integrating External Job
Control Systems in the job control documentation.

Own programs
For instructions on how to proceed, see SAP Note 402886.
With the module FKJO_SCHEDULE, you can also schedule mass activity runs
by RFC (see SAP Note 402886).
If an interval cannot be processed in a payment run, interest run, or interest
calculation run for cash security deposits because the data is locked by another
processing function, the system can restart the processing of this interval
automatically and as frequently as required. You have to enter the maximum
number of repetitions in the field Maximum Int. Repetitions in the specifications
for General Control on the tab page Job Control under Technical
Settings Prepare Mass Activities in the Implementation Guide for Contract
Accounts Receivable and Payable.

In all mass activities, the system checks the authorizations for authorization
object F_KKMA that checks the authorization for the mass activity via the mass
activity type. The processing of the variants is protected by the authorization
object F_KKVARI (see the documentation for the authorization objects).
You can improve the performance of mass activities through settings in
Customizing, such as activating the business partner shadow table. To do this, in
the Implementation Guide for Contract Accounts Receivable and
Payable choose Technical Settings Activate Performance Improvement for
Mass Runs. Read the documentation for the activity and the individual fields.
In the Implementation Guide for Contract Accounts Receivable and
Payable under Technical Settings Create Interval Variants for Parallel
Processes, you can maintain interval variants for parallelization (see activity
documentation).

Creating Counters for Mass Runs


Use
In addition to the existing standard counters, such as the number of errors and
the number of hits, you also want to add your own counters in the interval.
Procedure
321.
1.
In the Implementation Guide for Contract Accounts Receivable
and Payable, choose Technical Settings Prepare Mass Activitiesand
select the mass activity for which you want to make the settings.
If you do not want to display the standard counters in the logs, you can hide
these. To do this, in the tree structure choose General Control, and then the
tab page Other. If the indicator Display Standard Counters in the
area Standard Counters is not set, the standard counters are not displayed.
322.
2.
In the tree structure, choose Counter Definition.
323.
3.
In the field Counter, specify the counter number. The number
corresponds to the field COUNTID of the structure
FKK_MASS_ACT_COUNT implemented in the interval module.
324.
4.
In the field Counter Type, enter a description of the counter. The
description is required for displaying the counter in the application log.
325.
5.
In the field Element, specify a data element. The field name of the
data element specified is required in the counter display in the job log.
326.
6.
In the field Application Log, specify whether the counter is to be
listed in the application log.
327.
7.
In the field Job Log, specify whether the counter is to be displayed
in the display of the job logs.
328.
8.
You implement the counter in the interval module defined for a
mass activity. To do this, on the interface of the interval module, define a
table T_COUNTER with the structure FKK_MASS_ACT_COUNT. The
structure FKK_MASS_ACT_COUNT consists of two elements that are filled

in table T_COUNTER. COUNTID contains the counter number, VALUE the


value of the counter. An example implementation in the interval module is:
DATA: wa_t_counter LIKE LINE OF t_counter.
wa_t_counter-countid = <counter number>.
wa_t_counter-value = <value of counter>.
APPEND wa_t_counter TO t_counter.

Assignment of Reconciliation Keys in Mass Runs


Use
For mass activities that post, such as dunning, payments, and interest
calculations, you can define a reservation key for reconciliation keys in
Customizing. This ensures that not all mass activities access the same origin
key.
Activities
In the Implementation Guide for Contract Accounts Receivable and Payable,
under Technical Settings Prepare Mass Activities, in the General Control on
the tab page Reconciliation Key, an origin key is defined for every mass activity.
If no value is defined here, the origin 18 Other Activities is used.
If you set the indicator No Reconciliation, no reconciliation key is reserved,
opened, closed, and released for the mass activity type concerned. You can also
define a reservation object for the reconciliation key. If you do not make an entry
in the field Object, the system automatically uses the reservation object
of 007 Mass Activities.

Functions for Scheduling Program Runs


Use
You want to schedule a mass run.
Activities
88.
...
89.
Assign a date ID and run ID that you can use later to identify the
program run. all data you enter in the following steps is stored under the date
ID and identification.
90.
Then you can use the following parameters to schedule and
monitor the program run:
Tab page
Functions
What needs to be done?
General Selections

Function for entering,


changing, or displaying the
parameters of a program
run.

Enter the parameters that


you want to use to restrict,
for example, the items to
be processed (for

You can only make changes


to program runs that have
not been scheduled yet.

example, company code,


contract account, business
partner). Enter no
selection criteria if you
want the program run to
process the whole data
set.

Tab page(s) for


activity-specific
selections, for
example, Custom
Selections

Enter additional activityspecific parameters, such as


additional selection
parameters.

Enter parameters as
required.

Technical Settings

If required the programs are


run in parallel. To execute
several jobs at the same
time (to synchronize them),
enter the number of jobs
required and interval
allocation. Several jobs are
then started simultaneously
in one program run, each
processing one of the
intervals in parallel. You can
divide the intervals according
to different criteria. The split
is controlled by variants in
which you can specify the
number and size of the
intervals, and which key area
each interval covers. The
block size controls how
many selected items are
held in the main memory. If
you want to run the program
in parallel, either specify a
target host and the number
of jobs assigned, or specify
several target hosts with the
number of jobs assigned to
each one. For parallel runs,
you can also use automatic
load distribution. This means
that you specify a number of
jobs that the system
automatically distributes to

329.

1.
Select
either Automatic
Load
Distribution or Explici
t Load
Distribution and
specify the number of
jobs and the target
host.
330.
2.
Select a
variant. The system
proposes the block
size.
If the program run is to be
executed by a single run
(that is, not in parallel),
you do not have to make
any technical settings.

the application servers


available.
Logs

The job log records status


Choose the log you
information and any errors
require.
that occur during the
program run. The application
log contains businessrelevant information. You
can make the following
additional settings for the
application log:

Via a specification in
the fieldProblem Class,
you determine the
importance that a
message must have to
be output in the
application log. For
production, SAP
recommends class 2,
for testing, class 4:

Very important
(1)

Important (2)

Average (3)

Additional
information (4)
If you specify class 3,
logs with lower classes
are also output, that is,
also 1 and 2.

The expiry date


specifies the earliest
date on which the log
expires. It can also
influence the event in
which the log is
deleted. This is
particularly relevant
because from the
application log, you can
schedule jobs, and
delete logs where the
expiry date has been

reached from the


database.

The Hold until Expiry


Dateindicator prevents
the log from being
deleted before the
expiry date specified.

The application logs


are displayed
in Enhanced Message
Management(transactio
n EMMA). There you
can create and monitor
clarification cases for
error messages.
Other Functions
Function

Meaning

What needs to be done?

Display/Change

Switch between display and


change mode.

Choose whether you want to


display or change the program
run.

Copy

Copy the parameters of a


program run

Specify a name for the program


run that you created using the
copy function.

Adjust

Copy the run parameters of


a program run and move the
run date and other date
fields by n days.
This function is not
supported in all applications.

Variants

On the tab page Technical


Settings, you can create
variants dependent on the
parallelization object for the
split into intervals. If dynamic
interval creation is not
supported for a mass
activity, you can change the
variants manually. If the
underlying data changes
frequently, you should
regenerate the variants
regularly to achieve an even

To create a variant:
91.
...
331.
1.
Choose the
button Variant
Maintenance.
332.
2.
Choose New.
You can specify either the
interval size or the
number of intervals.
333.
3.
Choose Execute.
To display the intervals created
or to edit the variant, double-

interval distribution.

click on a variant name on the


initial screen of variant
maintenance.

Simulation Runs In most mass activities, you


Set the indicator Simulation
Runand schedule the run.
can repeat a run as a
simulation run as many
times as required; however,
you can only execute it as
an update run once. After
you have executed a
simulation run, the
parameters remain ready for
input. When you schedule a
run that has already been
executed as a simulation
run, three actions are carried
out:
92.
...
334.
1.
Deletion of
temporary interval
distributions
335.
2.
Deletion of
jobs
336.
3.
Deletion of
the application log
Schedule

Defines when the run is to


be started

End Early

Terminates a run
This means that if the
program is running, once the
current interval has been
processed, all jobs are
terminated from this
command.

Restart Run

Restarts runs that have been

Choose the button


Schedule
Program Run. In the dialog
box that appears, you can
choose between an immediate
start in the background, a start
in the background with
specification of start date and
time, or a start in the
background via a job container
of the job commander.

stopped.
Deletion

Deletion of a program run


All parameters of the
program run are deleted. If
the program run has already
been scheduled or started, it
cannot be deleted.

Deactivate Old
Runs

To remove the data from the


database permanently, in
the menu of the mass
activity, choose Program
Run Delete, or in the SAP
menu, Periodic
Processing Administration
of Mass
Processing Delete
Parameter Records.

Environment

Enables navigation to other


transactions dependent on
the application area.
(Not available in all mass
activities)

Categorizing Messages
You can influence the level of detail in the application log by categorizing
messages.
Prerequisites
You made settings for the problem classes of messages in Customizing under
Contract Accounts Receivable and Payable Technical Settings
Specifications for the Problem Classes of Messages Assign Messages to
Problem Classes .

Features
You can configure the problem class of messages in the application log of mass
activities in Customizing. This means, for example, that you can classify
messages that the standard system issues for problem class "medium", so that
they are only issued for problem class "additional log". In this way, you can
influence the level of detail of the application log.
NOTE
Messages that the standard system sends as "very important" are always sent as
"very important".
Activities
Enter the problem class you want for each mass activity and message in
the Assign Messages to Problem Classes IMG activity. In the Activate Recording
of Messages IMG activity, you can specify that the system writes a trace of the
messages that appear for a given mass activity up to a certain date. The system
lists the messages that are recorded in this way in the input help of the Assign
Messages to Problem Classes IMG activity. However, if you know the message
number, you can also make entries directly, without having activated the trace
beforehand.
Additional Characteristics
An additional characteristic is used to categorize a run of a mass activity.
You can enter additional characteristics for each mass activity in Customizing for
Contract Accounts Receivable and Payable under Technical Settings Define
Additional Characteristics for Mass Activities .
The additional characteristics you enter then appear in the input help of
the Additional Characteristic field of the mass activity. There you can assign them
to a run.
Additional characteristics can be interpreted in all customer-specific event
modules of the given mass activity. This makes it possible to have your own
specific procedures for runs to which you have assigned certain attributes.
NOTE
The mass activity itself does not interpret the additional characteristic. The
additional characteristic is evaluated exclusively in customer-specific events.
Therefore, the additional characteristic influences all functions that are possible
in the given event, such as, item selection or the control of processing.
EXAMPLE
You want to define more selection options, in addition to those offered for items
and master data in the mass activity for automatic clearing. For instance, you
might want to process only items with certain transaction data, or only business
partners of the Organization category.

To achieve this, you enter the following additional characteristics in the Define
Additional Characteristics for Mass Activities IMG activity:

Category A for selecting items with certain transactions

Category B for selecting business partners of the organization category


The system calls event 0590 in the mass activity for automatic clearing for
deselecting items. At this event, you enter values as appropriate for the
additional characteristics category A and category B. You can access the
additional characteristic as follows:
DATA: g_basics TYPE fkk_mad_basics.
IMPORT basics TO g_basics FROM MEMORY ID 'FKKMADBASICS'
The value of the additional characteristic is contained in the MACAT component
of the g_basics structure.
If the event module contains an import parameter of the type fkk_mad_basics,
then you can use it directly.
You use function module FKK_MACAT_CHECK to check for the existence of an
additional characteristic, and to determine the short text for it.
On the SAP Easy Access screen, you now choose Periodic Processing For
Contract Accounts Automatic Clearing . If you enter an appropriate value in
the Additional Characteristic field, then the mass activity processes the data, not
only based on the entries you made on theGeneral Selections tab page, but also
based on the definition of the additional characteristic you entered. If you
entered Category B as the additional characteristic, then the automatic clearing
only processes business partners with the the organization category.

Handling Parameter Records


Use
You can hide or delete parameter records that you no longer need if necessary,
or display records that you have deleted.
Activities
To hide parameter records, in the SAP menu choose Periodic
Processing Administration of Mass Processing Hide Parameter Records.
This enables you to display only the runs important to you in the possible entries
help.
To physically remove parameter records no longer required from the database, in
the SAP menu choose Periodic Processing Administration of Mass
Processing Delete Parameter Records.
To delete data from payment runs, in the SAP menu choose Periodic
Processing Delete Data.
If you deactivate parameters records of a mass activity, you can reactivate them
provided they have not been finally deleted under Administration of Mass

Processing Delete Parameter Records. In the SAP menu choose Mass


Processing Display Parameter Records Again.

Sales and Use Tax Reporting


Use
In cases where tax information has to be reported either at the time of payment
or at the due date, rather than when the receivables document is posted,
the SAPsystem records separate tax reporting data. In such cases, the tax
reports are not based on the posted items, but on the additional tax reporting
data. SAPprovides report RFKKTX00 as a sample of such a report. For more
detailed information, see the documentation of report RFKKTX00.
In Contract Accounts Receivable and Payable (FI-CA), tax reporting is supported
for Argentina, Italy, Mexico, South Korea, and Russia. In addition, you can
implement Business Add-In FKK_TAX_REP_00 for report RFKKTX00 to cover
further country-specific layouts, in the Implementation Guide for Contract
Accounts Receivable and Payable, under Basic Functions Tax
Reports Business Add-Ins Add-In: Country-Specific Layout for Tax
Reporting (RFKKTX00).
For country-specific details, refer to the respective country documentation.
Prerequisites
In the Implementation Guide for Contract Accounts Receivable and Payable,
select the tax reports that you need, under Basic Functions Tax
Reports Define Programs for Creating Tax on Sales and Purchases Returns.
Choose New Entries, enter FPTX1 in the Transaction Code field, and then select
the programs you need from the Program field. You can also assign a program
variant here.
The reports that you enter in Customizing will then appear on a selection screen
when you follow the menu path listed below under Activities.
Activities
To create a tax return, from the SAP menu, choose Periodic Processing Data
for Externals Tax Authorities Create Country-Specific Tax Returns.

Withholding Tax Reporting


Use
You can prepare withholding tax data as required in your country. Financial
Accounting (FI) Generic Withholding Tax Reporting (report RFIDYYWT) enables
you to select withholding tax data from FI, FI-CA, or both.
Features
The report is supported in Contract Accounts Receivable and Payable for
the United States. You can implement Business Add-In FKK_WT_REP00 to

cover additional country-specific requirements in the output, following the path in


the Implementation Guide for Contract Accounts Receivable and Payable,
under Basic Functions Tax Reports Business Add-Ins and choosing
activity Add-In: Country-Specific Enhancements to WT Report (RFIDYYWT).
For country-specific details, refer to the respective country documentation.

Country-Specific Functions
The following section describes which country-specific functions are supported
in SAP Utilities (SAP IS-U). The documentation provides an overview of the
business processes, and the associated Customizing activities and transactions
or reports available in the system.
Features
The functions documented here are functions that are not otherwise covered by
the generic SAP Utilities functions. SAP Utilities provides these additional
functions to enable you to meet country-specific requirements.

India
The SAP Utilities (SAP IS-U) component covers the most important laws and
business practices specific to India. The following documentation covers these
aspects of the component. For generic information about SAP Utilities, see SAP
Utilities.
Features
The country-specific functions for India relate to sales and information system,
particularly, support of management and billing of residential, commercial and
industrial customers.
The main functions that are specific to India include the following:

Print Documents for Reversal

Distribution Franchisee Management

New Service Connection

Energy Audit

Print Local Language

Print Documents for Reversal

Utility bills may be reversed for various reasons. Entry of an incorrect meter
reading contributes to annulment of the bill substantially. Incorrect meter reading
can comprise bills pertaining to several months in the past. For such situations,
the current meter reading is registered from the date of the last correct meter
reading. All bills relating to this period are revised and a corrected net bill is given
to the customer.
Prerequisites
Ensure that the print documents to be reversed are available in the system.
Features
Mistakes in the tariff can generate bills with wrong values. These bills are then
reversed and new bills created. Bills are reversed using the adjustment reversal
functionality. At any given point of time, only one bill is selected for reversal. For
invoice reversal, enter the document number with the relevant reversal reason.
For country-version India, the selection of the print documents to be reversed is
based on the following specifications:

Posting Date

Portion

Billing Transaction

Rate Category
Output
Print documents are selected based on the specifications mentioned above and
are submitted to the Print/Billing Document Reversal (lEA14) transaction for
reversal.
Activities
To print the documents for reversal, from the SAP Easy Access screen, access
the report by choosing SAP Utilities Invoicing Execute Invoicing Mass
Processing Country-Specific Settings India Selecting Print Documents .

Distribution Franchisee Management


Utilities outsource certain business functions to their franchisees. These include:

Meter Reading

Bill Distribution

Payment Collection

Aggregate Technical & Commercial Loss (AT&C) Calculation


Prerequisites
You have made the following settings:

Completed the Energy Data Management system setup to determine the


performance of the AT&C loss reduction

Assigned the franchisee to the business partner

Features
Meter Reading
The franchisee executes meter reading in their area(s) and sends meter reading
results to the utility company. Incentives can be paid for meter readings that are
delivered.
Bill Distribution
Bills are generated after uploading the meter reading data collected by the
franchisees. These bills are distributed by franchisees. The proof of delivery is
recorded after the customer signs the delivery. Details concerning the delivery
including the date of delivery and name of the person who took the bill are then
entered in the system. The timely delivery of bill distribution then becomes the
criterion of a part of incentive or disincentive for the franchisee.
The bill delivery schedule is agreed with the franchisee. The incentive is paid
based on the number of bills delivered on time.
Payment Collection
The franchisee collects money on behalf of the utility company. Customers may
decide if they want to pay the franchisee or pay the utility company directly. The
franchisee issues a receipt for the cash payment, which is then given to the utility
company and entered into the system. The collection ratio in the area is a
criterion of a part of incentive for the franchisee, irrespective of whether the
customer paid directly to the utility company for services rendered or via the
franchisee.
AT&C Loss Calculation
The franchisees are responsible for reduction of non-technical losses in their
grid. The franchisee has to inspect installations and networks before informing
the utility company about potential fraud. The percentage of non-technical losses
in the grid is a criterion of a part of incentive for the franchisee.
Franchisees are responsible for geographical areas. The smallest area is a lowvoltage grid connected to one distribution transformer. One franchisee may
govern several areas. Within a given area, there is a possibility that there exist
different franchisees for each of the functions mentioned above.
Each franchisee is remunerated for the services provided to the utility company.
The franchisees performance for each of the assigned function is evaluated and
accordingly awarded an incentive or penalized.
Activities

Create Franchisee Master Data. To create Franchisee Master Data, from


the SAP Easy Access screen, choose Utilities Industry Business Master
DataCountry Specific Settings Franchisee Management for India Master
Data for Franchisee Create Franchisee .

Change Franchisee Master Data. To Change Franchisee Master Data,


from the SAP Easy Access screen, choose Utilities Industry Business

Master Data Country Specific Settings Franchisee Management for


India Master Data for Franchisee Change Franchisee .
Display Franchisee Master Data. To Display Franchisee Master Data,
from the SAP Easy Access screen, choose Utilities Industry Business
Master Data Business Master Data Country Specific Settings Franchisee
Management for India Master Data for Franchisee Display Franchisee .
Grid overview to display history of installations and franchisees attached
to the grid. From the SAP Easy Access screen, choose Utilities
IndustryBusiness Master Data Country Specific Settings Franchisee
Management for India Master Data for Franchisee Grid Overview Grid
Overview.
Maintain proof of delivery for Bill distribution service. To do so, from
the Sap Easy Access screen, choose Utilities Industry Invoicing Execute
invoicingCountry-Specific settings India Proof of Delivery for Bill
Distribution Proof of Delivery for Bill Distribution .
Execute Performance Evaluation for Franchisee report. To do so, from
the SAP Easy Access screen, choose Utilities Industry Business Master
DataCountry Specific Settings Franchisee Management for India Master
Data for Franchisee Performance Evaluation for Franchisee .

New Service Connection


The new service connection solution enables utility customers to support the
varied requirements for different states in India. Different states in India have
different procedures for a new service connection. There are some mandatory
documents that a utility customer will need to provide while applying for a new
service connection. The procedure varies from one region or state to another
based on the regulations governed by the regional authorities.
To obtain a new connection from a utility company, a prospective customer
needs to submit an application form along with required documents. After the
necessary verification, the customer pays a security deposit, following which a
new connection is provided to the customer.
Utility companies cater to diverse customers that include residential customers
and commercial customers. Industries and buildings are also accommodated as
customers.
Prerequisites
You have made the following settings:

Maintained document category for a new service connection. You do so in


Customizing for SAP Utilities, by choosing Customer Service CountrySpecific Functions India New Service Connections Maintain
Document category for New Service Connection .

Maintained document IDs. You do so in Customizing for SAP Utilities, by


choosing Customer Service Country-Specific Functions India New
Service Connections Maintain Document ID .

Maintained documents for the customer type. You do so in Customizing


for SAP Utilities, by choosing Customer Service Country-Specific
Functions India New Service Connections Maintain Documents for
the Customer Type .
Maintained documents assigned to document category. You do so in
Customizing for SAP Utilities, by choosing Customer Service CountrySpecific Functions India New Service Connections Maintain
Documents Assigned to Document Category .

Procedure
1. Enter the customer type under the New Service Connection tab in
the Create Service Notification (IW51) transaction.
2. Create the document type in the Create Service Notification (IW51)
transaction.
3. Upload the document. The documents submitted by the customer are
uploaded to the system.
4. Create the new document in the Create Service Notification (IW51)
transaction.
5. Assign the document to the document type. Based on the mandatory
document type submitted, the status can change to
(required
documents submitted),
(additional documents required) or
(no
documents submitted).
6. Save your entries.

Energy Audit
The technical and commercial energy losses in India are very high according to
national statistics. Various measures are required to plug in these energy losses
and increase the efficiency of energy generation.
The Accelerated Power Development and Reforms Program (APDRP) enable
utility companies to reduce Aggregated Technical and Commercial (AT&C)
Losses.
Prerequisites
You have made the following settings:

Completed the system setup for Utilities including the Business Master
Data and Technical Master Data

Set up the grid hierarchy

Assigned the installations to the respective grids

Completed the system set up for Energy Data management: Maintained


Settlement master data, mapping of grid to settlement units and hierarchy of
settlement units

Created the settlement parameters for the settlement units using


the Check and Create Settlement Parameters (EEDMSETTLPARA_WZ)
transaction

Procedure
1. Maintain the settlement parameters for the grid. To do this, from the SAP
Easy Access screen, choose Utilities Industry Energy Data
Management ToolsSystem Modifications User-Defined Enhancements for
Energy Data Management Settlement Country-Specific
Settings India Parameters for Settlement Units.
2. Create settlement document for the required period using the Create
Settlement Document (eedmsettlcreate) transaction. Use the settlement
procedureEnergy Audit for India.
3. Perform the settlement run using the Create Settlement
Document (eedmsettlcreate) transaction. The results for the selected period
are now available as profiles.
4. Execute the ALV report for energy audit to see the consolidated results for
various settlement units.
5. Save the energy audit report.

Print Local Language


Being a land of diversity in terms of regions and culture, India has multiple
regional languages. However, languages spoken also vary beyond the regional
level. These are the local languages and it has been observed that a particular
region can have multiple local languages.
The consumers of electric energy are spread across the country right up to the
smallest unit of a region. It has been observed that a majority of these
consumers prefer communication in their local language.
The Print Local Language functionality enables customers to avail their choice of
language for generation of electricity bills, thus translating the total amount
payable into the local language.
Prerequisites
You have made the following settings:

Completed the system setup to support the required local language

Programmed the print workbench to support the printing of amounts in


words
Features
Once the print workbench is ready, the invoices can be printed using the
standard print options available in the Individual Bill (EASIBI) and Print out Print
Document (EA60) transactions.

Output
The system prints the invoices with amounts (in words) in the local regional
language.

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