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Release 4.64
07.11.2003
Submission of Receivables to
External Collection Agencies
Release 4.64
SAP AG
Neurottstr. 16
D-69190 Walldorf
1 / 23
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Table of Contents
1
Introduction .................................................................................................5
1.1 Term Collection .................................................................................5
1.2 Availability............................................................................................5
Submitting Receivables to External Collection Agencies: Overview ....6
2.1 Releasing Items for Submission to Collection Agencies......................6
2.2 Submitting Released Items to Collection Agencies .............................6
2.3 Managing of Submitted Items ..............................................................6
2.4 Processing Incoming Information from the Collection Agency ............6
2.5 Recalling Items ....................................................................................7
2.6 Sending Additional Information to Collection Agencies .......................7
Process Steps when Handing Over Receivables to External Collection
Agencies ......................................................................................................8
3.1 Releasing Items ...................................................................................8
3.1.1 Different Ways of Releasing Items.......................................................8
3.1.2 Mapping in the System .........................................................................8
3.1.3 Which Items Can Be Released?............................................................9
3.1.4 Determining the Collection Agency .....................................................9
3.1.5 Recalling a Release.............................................................................10
3.2 Submitting Items ................................................................................10
3.2.1 Submission Possibilities .....................................................................10
3.2.2 Mapping in the System .......................................................................10
3.2.3 Which Items Can Be Submitted?........................................................11
3.2.4 Determining the Collection Agency ...................................................11
3.2.5 Physical Submission of Items .............................................................11
3.3 Managing Submitted Items ................................................................12
3.4 Processing Information from the Collection Agency ..........................13
3.4.1 Collection Agency Files......................................................................13
3.4.2 Processing Incoming Data and Postings .............................................13
3.4.2.1
3.4.2.2
3.4.2.3
3.5
3.6
4
5
Introduction
1.2 Availability
This document provides an overview of the current functions as well as the knowledge needed for
implementing these functions.
The complete process was revised and enhanced for releases 4.64 and 4.71. This document refers
to release 4.64. All functions described in the document are available as of 4.64 AOP003. Further
functions available from release 4.71 onwards are listed in chapter 6 New Collection Functions in
Release 4.71.
The functions have been developed as generic FI-CA functions and are, therefore, available in all
industries that use FI-CA.
2
Submitting Receivables to External Collection
Agencies: Overview
Receivables can be submitted to collection agencies in a number of steps in contract accounts
receivable and payable. This process is described briefly in the following sections.
In contract accounts receivable and payable, there are a number of ways of releasing due, open
items for collection:
Release in a dunning run
A due, open item must be submitted for collection, for example, after (repeated)
unsuccessful dunning. The item is released by the dunning activity.
Release by write off
A due, open item is simultaneously written off and released for collection.
Release by selecting (due) open items
One or more (due) open items from a contract account or business partner are released for
collection.
You can recall every open item that you have released.
Uncollected items can be directly written off. If the agency informs the ordering company of the
payments verbally or in writing, the data must be entered manually in the system.
3
Process Steps when Handing Over Receivables to
External Collection Agencies
3.1 Releasing Items
3.1.1
Collectable receivables can be released by executing the following processes in the system:
An open, due item reaches the dunning level that contains the dunning activity Release
for Collection Agency (function module: FKK_COLL_AGENCY_RELEASE_0350).
In the transaction FP03M (Periodic Processing For Contract Accounts Release to
Connections), you can start a mass run to release open and written off items that have not
yet been released.
In the transaction FP04 (Account Write Off Items), an open, due item can be written off
and released by setting the indicator Release receivables for submission to ext. collection
agency.
In the transaction FP04M (Periodic Processing For Contracts Charging Off Run),
items in a mass run can be written off and released for submission to an external
collection agency.
In the transaction FP03E (Account Release Items to Collections), items can be
manually released for submission to a collection agency.
3.1.2
Released open items are updated in the database table for collection items DFKKCOLL. All
receivables that have been submitted, and that are to be submitted, are managed in this table. A
data record is created for each collection item. Every collection item has the collection status 01
Released when it is released. The collection status is stored in the table DFKKCOLL and enables
you to check, at any time, the current status of the open items in the collection process.
Note
An item in the collection process can have the following collection statuses. The status is set
automatically by system:
01: Receivable released for submission
02: Receivable submitted
03: Receivable paid
04: Receivable partially paid
05: Submission of receivable reversed
06: Submission of receivable failed
07: Receivable partially paid and submission of outstanding receivable reversed
08: Receivable partially paid and partially uncollectable
09: Receivable recalled
10: Receivable paid directly by customer
11: Receivable partially paid directly by customer
You can also define individual statuses (see the IMG activity Define Status of Receivables for
Submission).
When an open item is released, the system enters a collection item number (CIN) in the open item
table DFKKOP. You can see this number in the document display and account balance display
once you have made the corresponding settings in Customizing.
Note
You can display released open items and open items that have not yet been released, as well as
processed collection items in the transaction FP03E. However, you can only release or recall
items in this transaction.
You can display an overview of all released, submitted or paid/cleared items in the transaction
FP03 (Account Submit to Collections). You can process all items displayed here (see section
3.3 Management of Submitted Items).
3.1.3
As of Release 4.64, it is possible to submit customer credit for collection. For example, a
customers open items that were already transferred to the collection agency can be cleared with
credit.
When you write off items, you can release them for collection at the same time. To do this, you
must set the indicator Release receivables for submission to ext. collection agency during write
off. You can either add all released, written-off items to the selected items (with written off) later
during the submission, or directly select and submit individual written-off and released items.
You can still release written-off items for collection later in a mass release run.
3.1.4
To ensure that the system can automatically determine the collection agency that receives items,
you must program an installation-specific function module and save it in event 5060. Enter this
function module in Customizing under Contract Accounting Define Customer Specific
Function Modules (see documentation on the sample function module FKK_SAMPLE_5060). The
You want to ensure that items belonging to business partners whose last names start with the
letters A K are sent to collection agency A, and that items belonging to business partners whose
names start with L-Z are sent to collection agency B.
Or:
Items belonging to business partners from the postal code area X are sent to collection agency A
and business partners from area Y are sent to collection agency B.
If you want to use an external system to determine the collection agency, you can also implement
this in event 5060.
Note
You can also explicitly specify the collection agency during submission. This overrides the rules
saved in event 5060.
3.1.5
Recalling a Release
You can recall every item that has been released for collection in transaction FP03.
Submission Possibilities
Once you have released items, you can select the ones you want to submit for collection either in
the periodic submission run in the transaction FP03D (in the SAP menu under Periodic
Processing Data for Externals External Collection Agencies Submit Receivables), or
directly using report RFKKCOL2.
3.2.2
During submission, the following data is entered in the data records of the collection item table
DFKKCOLL.
10
The system creates a payment block, dunning block and different payer for the open item table
DFFKKOP if this is necessary and if the corresponding settings have been made in Customizing
(posting area 1054, see chapter 4 Customizing).
3.2.3
During the submission of a due, open item for collection, you can also submit additional open
items from the business partner or contract account.
If you set the indicator submit additional items during submission, the function module
FKK_SAMPLE_5069 (submit additional documents to collection agency) is processed. As a
result, all business partner open items are also submitted. However, you can define, for example,
that only due, open items from the business partner or contract account are submitted. To do this,
program an installation-specific function module based on the sample function module
FKK_SAMPLE_5069 and enter it in event 5069 in Customizing under Contract Accounting
Program Enhancements Define Customer-Specific Function modules.
Statistical items can be submitted for collection. To do this, you must set the indicator with
statistical during submission. In the sample function module FKK_SAMPLE_5059, only statistical
items with the statistical ID G (other statistical receivables such as charges and interest) and P
(budget billing plan items) can be submitted.
Caution
Installment plan items cannot be submitted for collection. In order to release receivables
included in an installment plan, you must first of all deactivate the installment plan. You can
then release open original receivables.
You can submit written-off items for collection by setting the flag with written-off. However, you
must have set the flag Release receivables for submission to coll. agency during write off and, as
a result, released the items for collection. You can also submit written-off items for collection if
you released them in a mass release run.
3.2.4
If you set the flag Submit additional items during submission, event 5060 determines a collection
agency that can receive the additional items as described in the release process (see section 3.1.4
Determining the Collection Agency). You can let the system determine the collection agency, or
you can choose it yourself during submission. If you do this, your selection also overrides the
collection agency determined by event 5060 during release.
3.2.5
Report RFKKCOL2 creates a submission file for each collection agency that receives items. This
file is transferred to the collection agency. You can add information to the header, items and
footer of the collection file using events 5062, 5063 and 5064.
11
FP03
(FKK_COLL_AGENCY_RELEASE_0350)
(FKK_COLL_AGENCY_RELEASE_0350)
(Process submission)
Collection
Agency
Soft&Easy
Pos. 1 Charlton
Mass
Release
Massrun:
run:
Release
(FP03M)
Pos. 2 Banks
(FP03M)
Pos. 3 Robson
Pos. 4 Hurst
Mass
Write
Massrun:
run:
Writeoff
off
(FP04M)
Pos. 5 Moore
FP03D/FP03DM
(FP04M)
Pos. 6 Stiles
(Submit)
Total amount:
EUR 1,205,488,--
Write
off
Write
off
(FP04)
(FP04)
Status: Released
Manual
release
Manual
release
(FP03E)
(FP03E)
DFKKCOLL
(Table of
collection items)
Collection
file
12
A collection agency has concluded its collection order. The agency sends a file to the ordering
company that contains information on receivables that were collected, and which were only
partially, or not at all collected.
The following information is contained in the collection agency file:
Collected and uncollected payments
Interest and charges that you pass on to your customers
Processing charges that the collection agency charge you
3.4.2
3.4.2.1
In the SAP menu select Periodic Processing Transfer Data Read Collection Agency File
(transaction FP03F). Report RFKKCOPM reads the collection agency file. If the file contains
interest and charges, they are posted as interest and charges receivables, and passed on to the
customer. You can change the specifications required for posting by selecting the button Data for
posting interest and charge requests (see also IMG activity Define Specifications for Collection
Agency Charges in Chapter 4 Customizing).
To guarantee that the collected payments are posted, the report creates a payment lot that can be
started directly or planned as a job.
You can directly write off uncollectable items. To do this, select the button Write Off Parameters,
set the indicator Write Off Item Directly, and enter specifications for posting. The system
automatically writes off items that are confirmed as uncollected in the collection agency file.
13
BETRZ
VK1
NINBK
50,00
BETRI
3,00
BETRC
...
2,00
Items in the
collection agency
file
Example: A business partner pays 50,00 EUR plus 3,00 EUR interest and 2,00 EUR charges
FI-CA:
General ledger:
Contract account 1
Receivable
(1) Interest
(2) Charges.
Bank clearing
55,00
50,00
3,00
2,00
(3) Payment - 50,00
- 3,00
- 2,00
Receivables
55,00
The file must have the following structure for report RFKKCOPM:
A collection agency file header (structure FKKCOLLH, record type 1)
Any number of items (structure FKKCOLLP, record type 2)
A collection agency file footer (structure FKKCOLLT, record type 9)
The report creates a file with the following payment lot information:
A payment lot header (structure BFKKZK) that can be enhanced in event 5066)
Any number of items (structure BFKKZP), additional selections (structure BFKKZS),
enhancements of the note to payee (structure BFKKZV). These can all be enhanced in
event 5067
3.4.2.2
As the ordering company, you pay charges to the collection agency for every data record in the
collection agency file (a fixed amount or percentage). The system can automatically set these
charges as payable postings, which are then paid via the payment run. To do this, select the button
Data for Posting Collection Agency Charges and set the flag Post Collection Agency Charges.
14
7,00
General ledger:
Expense
Coll. Exp.
3.4.2.3
7,00
Payable
Coll. charges 7,00
If a collection agency has to transfer information in writing or verbally, you must enter payments,
interest and charge receivables manually.
In transaction FPAVI (Payment Advice Note from Collection Agency), you can also create a
payment advice note. To do this, go to the SAP menu and select Payments Process Payment
Advice Notes From Collection Agency. You must create the payment advice note using a
corresponding payment advice note number that the collection agency can refer to when making
payments. When the payment is entered in the system, the payment lot uses the payment advice
note number to select the items to be cleared.
3.4.3
In the collection item table DFKKCOLL, the fields Payment amount (BETRZ), Uncollectable
amount (NINKB) and Submission status (AGSTA) are updated using the function module
(FKK_COLL_AGENCY_PAYMENT) processed in event 0020.
The following submission statuses are included:
03: Receivable paid
04: Receivable partially paid
06: Submission of receivable paid
15
Note
When a submitted item is (partially) cleared by a customer payment or in the course of account
maintenance, event 0020 updates the submission status in table DFKKCOLL with the following
values:
10: Receivable paid directly by customer
11: Receivable partially paid directly by customer
12: Receivable cleared
13: Receivable partially cleared
3.4.4
If the collection agency file contains collected payments, these must be allocated to the submitted
open items. The payments are allocated using a document number, or clearing control if the
document number is not available.
If payments from the collection agency are transferred verbally, or in writing, you can post a
payment advice note using transaction FPAVI (see also section 3.4.2 Processing the File and
Postings). In this case, the payments are allocated via the payment advice note number.
New as of 4.64:
The document type collection agency payment is stored in the posting area 1054 (see Chapter 4.
Customizing). This function identifies the origin of an incoming payment. An open item
submitted for collection can be paid by the collection agency or directly by the customer. The
status in the table DFKKCOLL must also be changed depending on which party (partially) clears
the open item (either status 03/04 Receivable paid/partially paid, or status 10/11: Receivable paid
directly by customer/partially paid).
If the collection agency pays, the system chooses the document type collection agency payment
from the payment lot in the collection agency file. This is the document type you saved in
Customizing. This enables you to differentiate between incoming payments.
Caution
When a collection agency makes a payment, the document type from posting area 1054
must be entered in the payment lot that is posted from the incoming collection agency file.
This document type must not be entered in another payment lot
3.5.1
Ways of Recalling
16
If you want items in a dunning run to be recalled automatically, go to Customizing and select
Financial Accounting Contract Accounting Business Transactions Dunning Notices
Configure Dunning Activities. Here, you must define a corresponding dunning activity and enter
the function module FKK_RECALL_FROM_AGENCY_0350. The function module is processed in
the dunning run and recalls items when this dunning level is reached. The module determines the
items for recall and gives them the submission status 09: Receivable recalled. Event 5065 is
processed in the module FKK_RECALL_FROM_AGENCY_0350. It is here that you implement
the rules for the recall and, if necessary, for submission to another agency.
Caution
If you want to recall submitted items using the dunning run, you must not enter a dunning block
when you submit the items (posting area 1054, see Chapter 4. Customizing).
3.5.2
In certain cases, you must provide the collection agency with additional information. You can do
this directly using the system.
3.6.1
Posting area 1059 defines the of information you can send to the collection agency (see IMG
activity, Specifications for Transferring Information to Collection Agencies in Chapter 4.
Customizing). You can define the following types of information for transfer:
Changes to business partner master data
Items cleared by direct customer payment
Recalled items
17
3.6.2
If changes have been made to the master data of a business partner whose open items have
already been sent to a collection agency, you can transfer these changes to the agency.
Example
3.6.3
A customer (partially) pays a submitted item. The incoming payment does not contain the
document type collection agency payment, as a result, the item receives status 10/11:
Receivable paid directly by customer/partially paid in the table DFKKCOLL (see section 2.4.4
Allocating Incoming Payments to Open Items).
Since the item was paid directly by the customer, you must inform the collection agency.
Caution
You must also report items that have been cleared as a result of account maintenance.
3.6.4
Recalling Items
You have recalled a submitted item and must report this to the collection agency.
3.6.5
You have reversed a direct customer payment for an item that was previously submitted. The item
is now open again and receives the status 02: Receivable submitted.
3.6.6
Recalling Clearing
After a direct customer payment, you have (partially) recalled the clearing for a previously
released item. The item is now open again and receives the status 02: Receivable submitted.
3.6.7
A direct customer payment for a previously submitted item resulted in a return. The item is now
open again and receives the status 02: Receivable submitted.
3.6.8
Notification Process
To report changes to information, you must create an information file for the collection agency in
a mass run in the transaction FPCI. Here, you can select the tab page Additional proration and set
the flag Reverse customer payments. This enables you to notify the collection agency of the
18
reversal of a direct customer payment, a clearing reversal or the return of a direct customer
payment.
In the case of a payment reversal, a clearing reversal or a return, the items in question are given
the status 02: Receivable submitted. If you have already reported a customer payment to the
collection agency, you can use an information file to inform the agency that an item is now
resubmitted.
Caution
If you set the indicator Clearing as the information type in the transaction FPCI (Information
to Collection Agency), this indicator contains all possible clearing reasons such as clearing
by account maintenance or direct customer payment.
Note
If you want to send the information to the collection agency by post or fax, you can create and
print a list of collection items in the transaction FP03 using the print preview button (see also
section 3.3 Managing Submitted Items).
19
Customizing
(re-) submitted
Define Specs for Submission to External Collection Agencies (posting area 1054)
o
o
o
o
20
5
Events for Submitting Receivables to External
Collection Agencies
5.1 Releasing and Submitting Receivables
5059
5060
Determine agency
5062
5063
5064
5065
Recall items
5069
5067
5068
5052
5053
1799
21
22
INKPS
Amount
4711
001
58,00
4711
002
58,00
4712
001
116,00
Submission
file
Submission
RFKKCOL2
Coll. agency
Collection agency
file
Payment lot
RFKKCOPM
NRZAS
BETRW
OPBEL
INKPS
OPBEL
BETRW
GPART
VKONT
GPART
BETRW
VKONT
BETRW
BETRW
BETRW
23