iut240-v4.72

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 SAP AG 2003

IUT240 Contract Accounts Receivable and Payable

THE BEST-RUN BUSINESSES RUN SAP © SAP AG 2003

IUT240

Contract Accounts Receivable and Payable

SAP IS-Utilities/Customer Care Service 472 2005/Q1

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 SAP AG 2003

Copyright 2003 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in

any form or for any purpose without the express permission of

SAP AG. The information contained herein may be changed

without prior notice.

All rights reserved.

Copyright

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 SAP AG 2003

Prerequisites

z

IUT210: Master Data and Basic Functions

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 SAP AG 2003

Target Group

z

Participants

Project managers responsible for implementing contract accounts

receivable and payable

The project team in charge of modeling the business processes

Administrators responsible for optimizing processes

Consultants preparing for implementation

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 SAP AG 2003

Course Objectives

This course enables you to:

z

Understand the concept of contract accounts

receivable and payable

z

Describe the options for customizing

customer-specific requirements

z

Know how to use the Contract Accounts

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 SAP AG 2003

z

Course goals

z

Course objectives

z

Course content

z

Course overview diagram

z

Main business scenario

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This course will enable you to:

z

Get to know the conceptual characteristics of the

component FI-CA Contract Accounts Receivable

z

Execute the basic business processes

z

Make the necessary settings for configuring FI-CA

z

Understand the integration of FI-CA with other R/3

components and web-based SAP applications

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 SAP AG 2003

At the conclusion of this course, you will be able to:

z

Modify FI-CA business processes to meet your

individual needs

z

Execute and check these business processes

z

Describe the integration with other components

and applications

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Preface

Table of Contents IUT240

Unit 9 Clearing Control Unit 10 Dunning / Collections Unit 11 Interest Calculation

Unit 12 Deferral / Installment Plan Unit 13 Other Business Transactions Unit 14 Security Deposits

Unit 15 Integration

Appendix Industry-Specific Functions Unit 1 Course overview

Unit 2 Introduction Unit 3 Documents

Unit 4 Account Balance Display Unit 5 Transactions and Account

Determination Unit 6 Payment

Unit 7 Returns Processing Unit 8 Incoming Payments/

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 SAP AG 2003

Overview Diagram IUT240

Course Overview

Introduction

Account Balance Display Transactions and Account

Determination Payment Documents Returns Processing Incoming Payments / Clarification Processing Clearing Control

Dunning and Collections

Deferral/Installment Plan

Other Business Transactions Security Deposits Interest Calculation

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z

The accounts receivable accounting department in

your company has to process a large amount of

postings.

z

All business processes, such as payment

processing, dunning notices, collection transfers

and interest calculation must be executed as

efficiently and correctly as possible.

z

The subledger also has to be transferred to the

general ledger.

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 SAP AG 2003

z

The life cycle of an open item

z

Accounting transactions

z

Master data

z

Customizing

Introduction

This unit will provide you with an overview of the

following technical specifications in the subledger

accounting component: Contract accounts receivable

and payable:

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At the conclusion of this unit, you will be able to:

z

Understand the objects involved in contract

accounts receivable and payable

z

Understand the most important functions

z

Define the basic system settings

z

Understand the special features of the technical

concept

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 SAP AG 2003

Introduction: Overview Diagram

Course Overview

Introduction

Other Business Transactions Security Deposits Interest Calculation

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Your company has just implemented FI-CA as the

subledger accounting.

As accounts receivable agent, you have to get to

know the master data and its controlling

characteristics as well as understand the basics of

the new tool.

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 SAP AG 2003 In vo ic in g G en er al L ed g er Item (cleared)

OI (not due) - OI (due) -

Time

Account display

Archiving

The Life Cycle of an Open Item (1)

Open items can be posted in invoicing, dunning, or returns processing. Alternatively, open items can be posted manually in subledger accounting

Items relevant for the general ledger are regularly compressed and transferred to the general ledger.

Cleared documents that have expired can be archived.

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OI (not due) - OI (due) -

Time

Account display

Archiving

Payment (Cash or Direct Debit)

The Life Cycle of an Open Item (2)

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

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 SAP AG 2003 G en er al L ed g er In vo ic in g Item (cleared)

OI (not due) - OI (due) -

Time

Account display Archiving S o u rc e o p en it e m S o u rc e o p e n it e m /c h ar g es Returns

The Life Cycle of an Open Item (3)

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

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OI (not due) - OI (due) -

Time

Account display

Archiving Payment (Cash or Direct Debit)

C h ar g e s S o u rc e o p en it e m S o u rc e o p e n it e m /c h ar g es Returns Dunning

The Life Cycle of an Open Item (4)

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

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OI (not due) - OI (due) -

Time

Account display

C h ar g e s S o u rc e o p en it e m S o u rc e o p e n it e m /c h ar g es Returns Dunning Interest Calculation in te re st

The Life Cycle of an Open Item (5)

Interest calculation can be carried out automatically in invoicing and in the dunning run, or it can be triggered manually. An interest document is posted.

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OI (not due) - OI (due) -

Time

Account display

in te re st N ew d u e d a te C h ar g e s S o u rc e o p en it e m S o u rc e o p e n it e m /c h ar g es Returns Deferral Dunning Interest Calculation

The Life Cycle of an Open Item (6)

Open documents can be deferred manually. A deferral can take place automatically in returns processing.

The original due date is retained in the case of a deferral. If the deferral date is reached and the item is still open, the original due date is used again for further business processes.

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OI (not due) - OI (due) -

Time

Account display Archiving in te re st N ew d u e d a te C h ar g e s S o u rc e o p en it e m S o u rc e o p e n it e m /c h ar g es Returns Deferral Dunning Interest Calculation S ev er al O Is Inst. plan

The Life Cycle of an Open Item (7)

You can define an installment plan for open items. Interest calculation can be triggered via the installment plan.

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OI (not due) - OI (due) -

Time

Account display

S ev er al O Is in te re st N ew d u e d a te C h ar g e s S o u rc e o p en it e m S o u rc e o p e n it e m /c h ar g es Returns Deferral Dunning Interest calculation Inst. plan Write off Doubtful flags Indiv. value adj.

The Life Cycle of an Open Item (8)

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OI (not due) - OI (due) -

Time

Account display

S ev er al O Is in te re st N ew d u e d a te C h ar g e s S o u rc e o p en it e m S o u rc e o p e n it e m /c h ar g es Returns Deferral Dunning Interest calculation Write off Doubtful flags Indiv. value adj. inst. plan

Submit to coll. agency

The Life Cycle of an Open Item (9)

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Optimized use of storage space due to a special

type of document structure

Parallel mass runs

Business partner concept

Documents are assigned to business partners

and contract accounts (and contracts - depending

on the industry)

Summarization of general ledger information

(summary records)

Agent-friendly processing of accounting transactions

Enhanced functionality

Basis for industry- and customer-specific functions

Why Contract Accounts Receivable and Payable as

the Subledger?

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 SAP AG 2003

Current applications

z

Utilities (IS-U)

z

Insurance (IS-IS-CD)

z

Telecommunications (IS-T)

z

Waste disposal (IS-Waste)

z

Media (IS-M)

z

Public services and authorities (Public Sector)

z

Non-industry based FI-CA (FI-CAX)

Applications for Contract Accounts Receivable and

Payable

IS-U: Industry Solution -Utilities

IS-IS-CD: Industry Solution -Insurance - Collections and Disbursement IS-T: Industry Solution -Telecommunications

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Central Objects

Account

z

Business partner

Contains central data such as names, addresses,

communication data and bank details

A natural person or legal entity with which your

company has a business relationship

z

Contract account

Contains control data such as payment methods,

payment conditions, and dunning procedures

Object for open-item accounting in contract accounts

receivable and payable

Is usually a group of contracts

(division)

z

Contract (division-specific)

z

Document (items)

Electri-city

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 SAP AG 2003 Creditworthiness (automatic/manual) Dunning procedure Account class Account determination ID Payment terms Clearing category Interest key Tolerance group

Elements of the Customer Profile

The business partner's payment patterns are reflected in his/her creditworthiness.

The dunning procedure is stored at contract account level.

The payment term determines the due date. This includes the due date for the cash discount.

The clearing category controls payment allocation and the clearing of credit notes and receivables. The interest key is used to determine individual conditions for interest calculation.

The account determination ID is used for determining general ledger accounts. The account class is not used by SAP programs and can, therefore, be used freely.

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¾

Contains all company codes that can be used to post items to a

contract account

¾

A standard company code is allocated to each contract account

It is used for all postings for which no specific company code can

be determined

It is also used for postings on account

¾

A paying company code is allocated to a company code group. It is

responsible for payment processing

Company Codes in the Contract Account

Company code group

Standard company code

Paying company code

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 SAP AG 2003 Payment terms Interest key Account determination characteristic Account class Dunning procedure creditworthiness (automatic/manual) Payment terms

FI-CA terms of payment FI terms of payment

Receivables : FI01 CA01

Credit memos : FI02

FI01 FI02 Payment term 1 Payment term 2 Tolerance group

Terms of Payment

Contract account

Payment term: CA01

The payment term contains data for determining the due date and cash discount terms.

The payment conditions of general ledger accounting are referenced. FI-CA supports the single-level cash discount procedure.

You can store different rules for determining the due date for credit and receivables.

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© SAP AG IUT240 2-20  SAP AG 2003 = Dunning activities Returns activities Write offs Manual entries Returns Automatic Credit-worthiness Manual points Manual points

Influencing

factors

Effects

[ ∑ (Dunning * Weighting) + ∑ (Returns * Weighting) + ∑ (Write-offs * Weighting)

+ ∑ (Manual entry * Weighting)

+ ∑ Device locks IS-U]

* credit worthiness factor / business partner

+

Creditworthiness 1

Device locks IS-U Dunning notices

The business partner's payment patterns are reflected in his/her creditworthiness.

You can override automatic determination of creditworthiness by entering a percentage-based weighting

and creditworthiness data manually.

Creditworthiness is stored in the business partner's master data record. Creditworthiness can be updated

manually or in the dunning run.

You can also enter creditworthiness data manually. This means that business transactions such as a

customer complaint over unjustified returns (creditworthiness improvement) or 'black lists' from external credit evaluators (worsening creditworthiness) can also influence a business partner's creditworthiness. Manual creditworthiness entries influence a business partner's creditworthiness the same as the entries

created by the system. They can contain positive (worsening creditworthiness) and negative (improved credit worthiness) values. They can also be reversed.

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 SAP AG 2003

Display Business Partner's Creditworthiness

Creditworthiness Edit Goto Extras System Help

Creditworthiness records Creditworthiness history Business Partner 4711 Man. Creditworthiness Creditw.Factor 100 Creditworthiness 75 Date 04.01.2003 2003 2 Reminder 03/17/03 10 1000045 ... 2003 1 Reminder 03/03/03 5 1000045

Year Number Origin Date Creditw Cont. acct. Revers.

2003 1 Ret. paym. 02/17/03 5 1000044

2003 0 5 15 0 0 0 0 0 0 0 0 0 ...

Year JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 2002 0 0 0 0 0 0 0 0 0 0 0 0

Creditworthiness 2

Fixed Creditworthiness Date of Fixing

Release Date

Dynamic calculation of current creditworthiness: Table of creditworthiness weighting TFK046A:

1 month - factor 4 2 months - factor 3

The following formula is used for the runtime 01/04/2003:

5 creditworthiness points (February) * 3 + 15 creditworthiness points (March) * 4 = 75 creditworthiness number

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Interest Calculation

Dunning

Payment run

Posting

lock

Lock Concept

Calendar OI Calendar Account OI Calendar Account OI Calendar Account Account

Postings to a contract account can be prevented by a central posting block. This prevents postings, clearing, reversal, and the cancellation of clearing for the involved account.

In addition, the open items in this account are not dunned. During online clearing processing, open items of blocked contract accounts are flagged with an

appropriate icon. It is not possible to activate these items.

Individual business processes can also be prevented by blocks. You can set these locks for all items at

contract account level, or at the level of an individual item.

Lock reasons can be defined in Customizing.

All locks can be given a time limit. Once this limit has expired, the locks are deactivated.

You can generate a list of business locks in the SAP application menu under Utilities Industry ->

Contract Accounts Receivable and Payable -> For Contract Accounts -> Evaluation of Business Blocks. When you do this, you can select lock entries according to business partner, contract account, lock category, process and lock reason. The entries are output as a report list or ALV list and can be sorted according to business partner or contract account.

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 SAP AG 2003

Basic Customizing

IMG

Financial Accounting -> Contract Accounts Receivable and Payable Organizational Units

Set Up Company Codes for Contract Accounts Receivable and Payable

Basic Functions Application Area Contract Accounts

Define Account Determination Characteristics

Open Item Management Maintain Tolerance Groups Postings and Documents

Document

Maintain Payment Terms Define Company Code Groups

Assign Company Codes to Company Code Groups

To generate an FI-CA project for IS-U, IS-T, or IS-M, you must select both contract accounts receivable and payable and IS-U-CA, IS-T-CA or IS-M-CA in the component hierarchy during project generation.

When contract accounts receivable and payable is integrated in an industry add-on, the industry in question (for example, IS-U) must be activated (application area).

The overviews of the Customizing activities in this unit only represent an extract of the IMG.

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© SAP AG IUT240 2-24  SAP AG 2003 Yes Yes No No FI-CA program (Event) FI-CA program (Continuation) Customer-Specific Industry-specific Standard program IS program Customer program

Allows flexibility

without modifying

SAP programs

Technology: Event Concept (1)

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 SAP AG 2003

Standard functionality

TFKFBM

Event 2000 ... ... ... ... Text

Interest key determ. ... ... ... ... ABAP/4 modules FKK_SAMPLE_2000 ... ... ... ...

Industry functionality

TFKFBS

Event 0350 ... ... ... ... Text Dunning Activities ... ... ... ... ABAP/4 modules ISU_0350 ... ... ... ...

Customer functionality

TFKFBC

Event ... ... 0260 ... ... Text ... ... Return charges ... ... ABAP/4 modules ... ... FCS_0260 ... ...

SAPxxxxx

program. ... event 2000 ... ... event 0350 ... ... event 0260 ... ... ...

Technology: Event Concept (2)

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Indicators of large data volumes:

Target: Processing time can only be reduced if processes

are split up

Parallel processing of the dataset

z

Payment run

z

Mass calculation of interest

z

Dunning notices

z

Correspondence print

z

Generation of bills

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 SAP AG 2003

Job 1

Business partner: From 100,000 to 699,999

Job 1

Job 2

Job 3

Business partner: From 400,001 to 699,999 Job 1-3 end at nearly

the same time Job 1-3

end at nearly the same time

End of runtime Not in parallel

Runtime

Parallel runs

Technology: Splitting-Up Processes

Interval separation is supported by the system

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© SAP AG IUT240 2-28  SAP AG 2003 Interval size = 3 Interval number = 4 Interval number = 3 Interval size = 4 Interval_1 Interval_2 Interval_3 Interval_1 Interval_2 Interval_3 Interval_4 BP_1 BP_3 BP_4 BP_5 BP_9 BP_19 BP_20 BP_30 BP_21 BP_35 BP_40 BP_31

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 SAP AG 2003

Technology: Parallel Processing - Portioning

?

_?

z

Problems

How is the dataset to be portioned?

The dataset is not distributed evenly:

Contract account numbers or business partner

numbers are generally more concentrated in some number intervals than in others.

Contract accounts have varying numbers of items.

How many portions are to be assigned to each process?

Each processing run does not contain the same processes or number of processes:

Processes on different servers have varying degrees

of "performance".

Furthermore, performance is dependent on other

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Server A

Job 1

Server A

Job 2

...

Server X

Job n

Dispatcher for

mass data program

m = Block value

Technology: Parallel Processing - Realization

You can find documentation on planning batch processes in FI-CA and working with the FI-CA job container in OSS under the keyword FP-JOB.

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 SAP AG 2003

z

Contract accounts receivable and payable is a

sub-ledger accounting component that manages mass

data.

z

It is used for processing open items.

z

The business partner and the contract account are

the required master data.

z

Open items are managed as documents.

z

Contracts are realized in industry solutions.

z

Event management enables you to integrate

customer-specific requirements into the SAP

System without modifying SAP programs.

z

Parallel processes drastically reduce the runtimes

of mass runs such as payment or dunning

processing.

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Document types and number ranges

Document structures

Posting documents

Clearing documents

Integration with General Ledger accounting

Customizing

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 SAP AG 2003

How a document is structured

How to post, change and display documents

How to customize document numbers, document

types and entry tools

The link between general ledger and sub-ledger

accounting

Documents: Overview

This unit will provide you with an overview of the

following in FI-CA:

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At the conclusion of this unit, you will be able to:

Post documents in contract accounts receivable

and payable

Specify entry help for document entry

Explain the use of reconciliation keys

Transfer the reconciliation keys to G/L accounting

Customize documents

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 SAP AG 2003

Documents: Overview Diagram

Course Overview

Introduction

Other Business Transactions Security Deposits Interest calculation

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Documents are usually created automatically in

sub-ledger accounting. FI-CA documents can also

be entered manually in special cases.

After extensive telephone consultation, you post

a receivable to your business partner's contract

account.

The totals records entered in FI-CA are

transferred to G/L accounting during the day-end

closing.

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 SAP AG 2003

Documents: Document types and Number Ranges

Document Types

and Number Ranges

Document Structures

Posting Documents

Clearing Documents

Customizing

Integration with General

Ledger Accounting

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.

Document Types for Single Processing

Document types B1 Z2 V3 Z4 R5

...

Description Receivable Incoming payment Consumption billing Payment Repayment

...

NR 01 20 31 66 76

Each document type is identified by a two-digit abbreviation in connection with a description. The document type classifies the document (for example, payment document). You can define for each document type whether it can be used for manual postings or as a document type for a payment or returns lot.

Each document type is allocated to a number range. Document number intervals are specified for the corresponding document type using the number range. The number range also determines whether document numbers are assigned internally or externally.

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 SAP AG 2003 NR Individual 31 NR Mass F1 F2 F3 ... Ext. Number ranges 31 310000000000 to 3199999999 35 350000000000 to 3599999999 36 360000000000 to 3699999999 .... F1 320000000000 to 3299999999 F2 330000000000 to 3399999999 F3 340000000000 to 3499999999 .... Doc. type V3

Number Ranges for Mass Processing

NR Individual

35 36 ...

In addition to the document number ranges for manual posting, extra number ranges must be defined and allocated for business transactions that result from parallel mass processing (for example, invoicing or payment run).

The key for the mass processing number range must begin with a letter. The parallel background processes take their document numbers from these number range intervals. As a result, they must be defined depending on the volume of business processes and the number of parallel processes.

If individual postings of a certain category are frequently executed in dialog (for example, cash desk or cash journal), and if all postings are executed with the same document type, users may have to wait because all users access the same number range when document numbers are assigned. To avoid or reduce this period of waiting, several number ranges for individual postings can be allocated to a document type.

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Documents: Document Structures

Document Types

and Number Ranges

Document Structures

Posting Documents

Clearing Documents

Customizing

Integration with General

Ledger Accounting

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 SAP AG 2003 1 : n Document header 010023459101

General ledger items

010023459101

Doc. number: 010023459101 Posting date: 02/22/2003 Doc. type: F1 Currency: USD Reconciliation key: 03032701/SK1 010023459101

Item 0001

BPART CCODE Due Date Trans. Amount 4711 U100 02/22/03 0100-0011 232.00

CCODE G/L Acc. BA Cost Cent. Amount U100 800000 200.00 U100 175000 32.00

1 : n

Business partner items

Structure of a FI-CA Document (1)

The document header contains general data for the accounts receivable/payable document such as: the document number, document category, document date, posting date, currency, and reconciliation key. Data on the person making entries and on the origin are stored in the administrative data of the document header.

Data relevant to posting is stored in the business partner items: Data on the partner/contract, general ledger data (receivables account), data on the receivables amount, specifications on the due date, dunning and clearing data, cash management and forecast data, and other data.

Information on offsetting posting is stored in the offsetting item. This normally means the line items for revenue posting(s) and the tax posting line items.

Offsetting items and tax lines are created automatically, so only the business partner items must be created.

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Document header

010000234591

General ledger items

010000234591

Document number: 010000234591 Posting date: 01/03/03

Doc. type: F1 Currency: USD

Reconciliation key: 03032701/SK1

010000234591

Item 0001

BPART CCODE Due Date Trans. Amount

4711 U100 03/01/03 0080-0011 116.00 CCODE G/L Acc. BA Cost Cent. Amount_{U100 800000 100.00}

U100 175000 16.00 Repetition item Repetition group 01 Repetition item 03 010000234591 Due: 03/03/03 Due: 02/03/03 Due: 01/03/2003

1 : n 1 : n 1 : n

Structure of a FI-CA Document (2)

Repetition documents are put into repetition groups.

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 SAP AG 2003 Source receivable 010023459101 010023459101 Doc. number: 010023459101 Posting date: 02/22/2003 Doc. type: F1 Currency: USD Reconciliation key: 03032701/SK1

010023459101

Item 0001

BPART CCODE DueDate Trans. Amount 4711 U100 02/22/03 0100-0011 232.00

CCODE G/L Acc. BA Cost Cent. Amount U100 800000 200.00 U100 175000 32.00

Doc.number: 012204445552 Posting date: 03/05/03 Doc. type: Z2 Currency: USD Reconcil. key: ZE0503200302 Payment

CCODE G/L Acc. BA Cost Cent. Amount U100 113100 232.00

012204445552

012204445552 Item 0001

012204445552

Business partner item

General ledger item Bank offsetting item

Structure of a Payment Document

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

The following information is stored in the offsetting items: the payment amount, the corresponding general ledger account, and information on the cleared document.

The document number of the clearing document, the clearing date, and the clearing amount are stored in the business partner items of the cleared document.

This means that both documents are linked as long as the clearing exists. The payment document does not maintain a business partner item since all information on the business partner item can be viewed in the linked, cleared receivables document.

If clearing is reversed, the connection between the clearing document and the receivable is deleted, and the payment document is given a new business partner item with all posting information.

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© SAP AG IUT240 3-13  SAP AG 2003 Source receivable 010023459101 010023459101 Doc. number: 010023459101 Posting date: 02/22/03 Doc. type: F1 Currency: USD Reconciliation key: 03032701/SK1

010023459101

Item 0001

Subitem BPART CCODE Due Date Amount 0 4711 U100 02/22/03 132.00

Item CCODE G/L Acct. Cost center Amount

0001 U100 800000 200.00

0002 U100 175000 32.00

Doc.number: 012204445552 Posting date: 03/05/03 Doc. type: Z2 Currency: USD Reconcil. key: ZE0503200102 Payment

CCODE G/L Acc. BA Cost Cent. Amount

U100 113100 100.00

012204445552

012204445552 Item 0001

Offsetting item Bank offsetting item

Subitem BPART CCODE Due Date Amount 1 4711 U100 02/22/03 100.00 Cl. doc Cl. date Cl. amount 012204445552 03/05/2003 100.00

Document Structure for Partial Payments

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

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 SAP AG 2003

Statistical receivable

010000234001

Doc.number: 010000234001

Posting date: 02/22/2003 Doc. type: F1 Currency: USD Reconciliation key: 03032702/SK1

010000234001

Item 0001

BPART CCODE Due Date Trans. Amount 4711 U100 02/22/03 0100-0011 10.00

Statistical business partner item

Only business partner items exist

Structure of a Statistical Document

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

Statistical postings make it easier to deal with uncertain receivables, since these postings are not transferred to the general ledger and, as a result, are easier to reverse if they are not paid. A typical example of this are budget billing receivables in IS-U. This is because budget billing amounts are not normally backed up by a bill and, if they are not paid, are more difficult to collect than amounts based on a bill. Furthermore, in the case of budget billing requests, value-added tax is only due when the budget billing amount is paid and the receivable is posted in the general ledger. Dunning charges are also another example of amounts that are often not paid, or documents from an installment plan since the underlying source receivables have already been posted in the general ledger.

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Source receivable

Doc.number: 010000234001 Posting date: 02/22/2003 Doc. type: F1 Currency: USD Reconciliation key: 03032702/SK1

Payment

Item CCODE G/L Account Amount 0001 U100 113100 10.00 0002 U100 800000 -10.00

Offsetting items Cl. doc Cl. date Cl. amount

012204445553 03/05/2003 10.00 Item BPART Trans. Stat. key Amount 0001 4711 0010-0010 G 10.00

Item BPART Trans. Stat. key Amount 0001 4711 0010-0010 G 10.00

Cl. doc Cl. date Cl. amount 012204445553 03/05/2003 10.00 Item BPART Trans. Stat. key Amount 0001 4711 0010-0020 10.00 Business partner item (after payment)

Customizing _{Item CCODE BPART Amount}

0001 U100 4711 10.00 0002 U100 4711 10.00 Cleared items

Payment for Statistical Items

Doc.number: 012204445553 Posting date: 03/05/03 Doc. type: Z2 Currency: USD Reconcil. key: ZE0503200102

Clearing info: "Real items also cleared"

Stat. key MTR STR => MTR STR Restr. G 0010 0010 0010 0020

Business partner item (before payment)

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

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 SAP AG 2003

Documents:Posting documents

Document Types

and Number Ranges

Document Structures

Posting Documents

Clearing Documents

Customizing

Integration with General

Ledger Accounting

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Fast entry of posting information

Variable entry format

Flexible, screen customizing

Clear representation

Integration of clearing logic

No restrictions on posting logic

Goals of Document Entry

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 SAP AG 2003

Posting date: 02/23/2003 Document type: 01 Currency: USD Document date: 02/23/03

Reconciliation key: 03033101/SK1

Calculate automatically: Taxes are

determined from the business partner item

Post Document: Entry Point

Screen Variant RECHNUNG Company code U100

Tax: Manual entry Calculate automatically Jurisdiction code Net receivables Line layout:

Business partner item: SAP General ledger item: SAP

Items

You can use the screen variants defined in Customizing to design the screens to execute the functions for the business transactions mentioned above (for example, creating a manual bill). You can select the fields you want hidden when the functions for posting, changing or creating a document are executed. For example, it makes sense to hide the fields containing information on the dunning procedure from the document entry. Users can store their preferred screen variants in the central user-specific settings in Customizing. This setting can be changed in the initial screen and during document entry.

In addition, certain fields can be hidden (client-dependent) by Customizing as long as they are not needed in business transaction.

In the initial screen for document entry, the company code is used as the default value for the line items. You can overwrite it there.

When posting with tax, you can select whether the tax rate is entered manually or automatically determined and calculated from the business partner item.

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Document date: 02/23/03 Document type: 01 Posting date: 02/23/03 Currency: USD

Header data

List Entry: Business Partner Items

BPART CCODE Net due date CACCT Mtrans STrans Amount Contract 1740 U100 03/23/03 634 6000 0020 232.00 531

o SAP Standard

o ZAP line layout with text Line layout

...

You can select various freely definable line layout variants in the list for entering business partner items. Fields included in a variant cannot be longer than 250 characters.

Screen variants are specified in the customizing of the documents. Release 4.71 has been converted to table control. As a result, variants that existed previously, are no longer valid. However, they can be migrated using the report RFKK_VAR_MIGRATE_DOCUMENT. If you want to process a document but no current variables exist at this time, the system automatically generates the SAP variant. You can use this to process the document items.

The previous SPA/GPA parameters 802 and 803 have been replaced by the new parameters 802TC and 803TC. In the initial screen of the Post Document transaction, you can enter the two line layout variants in the line layout for list entry group box. When you choose the Display/Change Settings function, the system displays a dialog box. You can select and save the variants in this dialog box using the input help. The variants are saved in the user parameters.

You can branch to the detail view of document entry by double-clicking on a line. The detail view contains all document fields that can be maintained..

One or more items can be posted for one business partner.

You can also enter items for different business partners within the same document. These items are posted in one document number.

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 SAP AG 2003

Doc.number: 010000234592 Posting date: 02/22/2003 Doc. type: F1 Currency: USD Reconciliation key: 03033101/SK1

BPART CCODE Due Date Trans. Amount 4711 U100 02/22/03 6000-0020 600.00 Business partner items

Item 0001

Item 0002

BPART CCODE Due Date Trans. Amount 4711 U100 02/22/03 6000-0020 500.00 Document header

Tolerance group CA01

Company code U100

Currency: USD

Upper limit for posting:

Max. amount per document: 1000.00

Max. amount per item: 600.00

Amount check

Item level Document level

599.00 < 600.00 o.k.

500.00 < 600.00 o.k.

599.00 + 500.00 1099.00

Posting not possible because amount limit exceeded

Customizing:

Tolerance Groups for Amount Limits

You can define tolerance groups for amounts in Customizing. Users can then be assigned to these groups. The tolerance groups specify that users can only post documents up to a certain amount.

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Amount in local currency

92.00 USD 100.00 USD

Posting: Foreign Currency

The exchange rate can either be determined from the rates stored in the system, or by an entered exchange rate when entering a document in a foreign currency.

If you want to calculate the exchange rate of a specific date, you must enter this exchange rate date. If you do not, the system uses the current rate.

If an exchange rate is entered, it is compared to the rates stored in the system. If the rates differ, a message is displayed.

An exchange rate can only be entered by users for whom a local currency is stored in their user-specific settings for FI-CA.

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 SAP AG 2003

Payment - in CCODE U100 for:

Contract 2 - CCODE U200 50.00 USD Contract 1 - CCODE U100 -100.00 USD

(1) 100.00

(1) 50.00

Bank clearing in U100

(3a) 100.00

Payables for CCODE U200

Receivable for CCODE U100

100 (3a) 50.00 (4) (2) 150.00 (3b) 50.00 Business partner 4711 Contract account 1234 Receivable Water

Receivable Waste Water

Contract 1 in CCODE U100

Cross-Company Code Posting

(4) 50.00 50 (3b)

Contract 2 in CCODE U200

The business partner is not allocated to a company code. The information on the leading company code is stored in the contract account. Incoming and outgoing payments are handled via the responsible company code.

Posting examples:

(1) Debit entry (without revenue and tax)

(2) Cash receipt in company code U100 (without bank account display) (3a) Payment allocation in company code U100

(3b) Payment allocation in company code U200

(4) Company code U100 owes a payment to company code U200. (4) Company code U200 receives a payment from company code U100. The posting (4) is created with the incoming payment.

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BPART CCODE Due Date Trans. Amount 4711 U100 02/22/03 6000-0020 232.00

1 : n

Non-periodic posting X Change / Display Change / Display Alternative account Expense Revenue

Post Document: Additional Functions

DT blocked for manual posting Alternative G/L account Alternative VAT determination Billing period 01/05/02

Document types can be blocked for manual posting.

The non-periodic posting indicator means that an non-periodic posting takes place in an alternative account. The indicator specifies that the posting is not for the current posting period, however is posted there.

The start of the billing period, to which the previous open items relate.

Use: The business partner can be informed of the date in payment notifications, account statements, direct debits or other correspondence. The date is only used for information purposes when displaying documents or accounts.

For utility and telecommunications companies, this date is used as well as the posting date for manual posting for determination of tax on sales and purchases. If postings relate to a demand period during which the tax on sales and purchases was changed, the posting date is most often unsuitable. In such cases, this date can be specified. It is used to determine the tax on sales and purchases.

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 SAP AG 2003

Documents: Clearing Documents

Document Types

and Number Ranges

Document Structures

Posting Documents

Clearing Documents

Customizing

Integration with General

Ledger Accounting

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clearing document

Minor differences Write-off

Clearing: Generation of Line Items

Cash Discount Expense/Revenue

Various new line items can be generated by allocating clearing amounts to open items.

Differences in exchange rates must be posted during the clearing of foreign currency documents. If a cash discount is granted and deducted, you must post the cash discount paid.

Minor differences that do not exceed tolerance limits are posted as paid or received. A real charges receivable is posted and cleared during clearing of a statistical charges. A down payment must be posted for the clearing of a down payment request.

Cash discount postings or revenue from charges can be subject to tax. The tax amount is automatically calculated and posted.

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 SAP AG 2003 010000234591

Source receivable

Document number: 010000234591 Posting date: 02/22/03

Doc. type: FA Currency:

EUR

Doc.number: 012204445552 Posting date: 03/05/03

Doc. type: Z2 Currency:

USD

Payment

012204445552

Clearing: Different Currency

It is possible to clear open items in a different currency. For example, receivables can be cleared in EUR with an incoming payment in USD.

All selected open items are recalculated in the clearing currency if they have different document currencies. The calculation is carried out in two steps using the posting date of the clearing document:

- Document currency -> Local Currency / Local Currency -> Clearing Currency.

- In this way, maintaining the rates for all currency pairs is not necessary.

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

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Header data

Document date: 02/23/03 Document type: F1 Posting date: 02/23/03 Currency: USD Document no.: 123456789

Summarized business partner items:

CCODE Partner CACCT Contract MTrans STrans DueDate Amount U100 1740 634 531 6000 0020 02/22/03 232.00

Document Overview

Summarized general ledger items

CCODE General Ledger Long Text Amount

U100 800000 Other receivables 200.00

U100 175000 Tax 16% 32.00

Header Business partner item General ledger item

The document overview displays all entered document items on one screen. You can use table control to adjust the structure of aggregated items to meet your individual needs.

By double-clicking on the individual items or selecting the appropriate button, you can branch to the detailed display of the document items.

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 SAP AG 2003

Documents: Integration with General Ledger

Accounting

Document Types

and Number Ranges

Document Structures

Posting Documents

Clearing Documents

Customizing

Integration with General

Ledger Accounting

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Summary Records

"Transfer unit" for postings from sub-ledger to general ledger accounting

The documents from sub-ledger accounting are consolidated into summary records

Summarization criteria include: Posting date

Account assignment data (G/L account, cost center ...)

Integration with FI General Ledger: Definitions

Reconciliation key

Key under which summary records are recorded for transferring FI-CA documents to the general ledger

Automatic determination in the case of mass postings (such as payment runs)

Manual entry in the case of single postings (when posting a document for example)

Default values for individual postings

Other summarization criteria include: - Company code

- Business area - G/L account - Currency

- Additional account assignments of controlling such as cost center, order or profit center.

You can prevent summarization with other document items by using the Single document indicator. If you set this indicator, normal summarization of items in the summaries record will not take place. If this indicator is set for a document, a separate document item is created in the transfer document for general ledger accounting.

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 SAP AG 2003

Lot (payment or returns lot)

XXXXXXXXXXXX Default: lot name

Payment run

YY DDD NNNNN PP 03 101 PAY01 01 (PAY01: Na

Interest run

YY DDD NNNNN PP 03 101 INT01 01 (INT01: Name

IS-U Invoicing

YY DDD HHH LLL 03 101 R04 0003 (R04: fixed source)

YY/DDD = Year/day in year LLLL = Run ID

SSS = Source PP = Number of process NNNNN = Name

Reconciliation Key Structures - Automatic

Determination

Various business processes create a reconciliation key in the system. The reconciliation key is identified by the current day in the business year - which is derived from the creation date - and the source or name.

Reconciliation keys that have been created automatically are closed automatically at the end of the business process.

The system can also propose reconciliation keys for manual business transactions (post document, payment at cash desk ...). In order to do this, reconciliation groups for default values must be maintained in Customizing. These reconciliation keys can be accepted or overwritten. You must close them

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Mass closing

User (group) dependent

reconciliation key

Source:

Yes/no?

03031101/SK1

Event: 1113

Tools: Reconciliation Keys

Reconciliation key: 03031101/SK1 Itemization for gen. ledger documents

OI 4711 - BP1 - USD 2500.00 OI 4713 - BP2 - USD 800.00 OI 4811 - BP3 - USD 760.00 ... SD010205 08-010803-05 11-010602-01 TK050201 TK050201 ... Delete Close

The reconciliation key can be can be structured user (group) specifically for online postings. User-dependent and user-inUser-dependent reconciliation keys can also be proposed for origin keys stored in Customizing. However, for this to happen, the SAP function modules FKK_SAMPLE_1113_USER or FKK_SAMPLE_1113 must be used in event 1113.

During mass closing (transaction FPG4), the system closes all keys that are not reserved for a specific group of postings, for example postings for a payment run or a payment or returns lot.

In addition to this, keys that are reserved for posting invoicing documents from Sales and Distribution (SD) are also closed

If necessary, you can also delete reconciliation keys that have been created but are not used. To do this, select the Delete Unused Open Keys or the Delete Unused Closed Keys parameter.

Document itemization for reconciliation key (RFKKABS30): The report selects all FI-CA documents posted under a reconciliation key

The FI-CA totals records are selected according to the selection criteria. The corresponding FI-CA document line items are selected and sorted.

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 SAP AG 2003 Reconciliation key 03040101/SK1 Doc. 12 Amount 116.00 Post document FI-CA Documents Summary Records Reconciliation key 03040101/SK1 FI documents Reference key 03040101/SK1* Reference transaction FKKSU 140000 D 348 40 140000 348.00

FI-CA Document - Summary Record - FI Document

Doc. 13 Amount 232.00 800000 C 300 175000 C 48 Transfer Reconciliation key 50 800000 300.00 50 175000 48.00

Requirement for transferring a summary record: reconciliation key with "closed" status

Display transferred totals records in FI: Transaction FB03 (Document Display) Document list and enter reference transaction FKKSU and the reference key reconciliation key +* in the selection parameters. Reference in FI document header: Reference key = reconciliation key + sequential transfer number set during the transfer

Checking/correcting summary records Reasons:

- due to reconciliation differences between sub-ledger and general ledger

- due to technical problems (such as database problems, termination of a payment run) Procedure:

- Checking summary records (RFKKABS1/RFKKGL20) - Correcting summary records (RFKKABS2)

iut240-v4.72

IUT240 Contract Accounts Receivable and Payable

IUT240

Contract Accounts Receivable and Payable

Copyright 2003 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in

any form or for any purpose without the express permission of

SAP AG. The information contained herein may be changed

without prior notice.

All rights reserved.

Copyright

Prerequisites

Recommended:

z

IUT210: Master Data and Basic Functions

Target Group

z

Participants

Course Objectives

This course enables you to:

z

Understand the concept of contract accounts

receivable and payable

z

Describe the options for customizing

customer-specific requirements

z

Know how to use the Contract Accounts

Contents:

z

Course goals

z

Course objectives

z

Course content

z

Course overview diagram

z

Main business scenario

This course will enable you to:

z

Get to know the conceptual characteristics of the

component FI-CA Contract Accounts Receivable

z

Execute the basic business processes

z

Make the necessary settings for configuring FI-CA

z

Understand the integration of FI-CA with other R/3

components and web-based SAP applications

At the conclusion of this course, you will be able to:

z

Modify FI-CA business processes to meet your

individual needs

z

Execute and check these business processes

z

Describe the integration with other components

and applications

Table of Contents IUT240

Overview Diagram IUT240

z

The accounts receivable accounting department in

your company has to process a large amount of

postings.

z

All business processes, such as payment

processing, dunning notices, collection transfers

and interest calculation must be executed as

efficiently and correctly as possible.

z

The subledger also has to be transferred to the

general ledger.

z

The life cycle of an open item

z

Accounting transactions

z

Master data

z