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AC240 Lesson: Processing of Interest Calculation

Solution 16: Calculation of Interest on

Items

Task:

1. Manualcalculation of interest fordebititems

CalculatetheinterestfortheoverdueitemsofbusinesspartnerT-CA1010##.

Use the following information:

Document Date Today’s date

Posting Date Today’s date

Business Partn. T-CA1010##

Currency EUR

Debit Items X

All Items X

Calc. Int. To Today’s date

Choose the “Line Items” function.

ChooseEntertoconfirmanymessagesdisplayed.

Select theoverdue items, use the Display Interestfunction todisplay the

calculated interest, and post the interest.

Continued on next page

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Document Date	Today’s date
Posting Date	Today’s date
Business Partn.	T-CA1010##
Currency	EUR
Debit Items	X
All Items	X
Calc. Int. To	Today’s date

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Unit9: InterestCalculation AC240

Writedownthedocumentnumber: ______________________________

a) On the SAP Easy Access screen, choose: Accounting → Financial

Accounting→ContractAccountsReceivableandPayable→Account

→ Interest → Post.

Enter the following information:

Document Date Today’s date

Posting Date Today’s date

Business Partn. T-CA1010##

Currency EUR

Debit Items X

All Items X

Calc. Int. To Today’s date

Choose Interest → Select Line Item to display the input screen for

selecting line items.

Confirm the message “Account contains credit items” by choosing

“Enter”.

Selecttheoverdueitemsanddisplaytheinterestcalculatedbychoosing

Interest → Display.

PosttheselecteditemsbychoosingInterest→Post.

2. Interest run (mass interest calculation)

FirstusetransactionFPE1(PostDocument)topostanadditionalreceivable

to the amount of EUR 800 for business partner T-CA1010##. Use the

following information:

Document Date Today'sdateminus6months

Posting Date Today'sdateminus6months

Currency EUR

Company Code C100

EnteradditionaldatabychoosingNewBusinessPartnerItem:

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Document Date	Today’s date
Posting Date	Today’s date
Business Partn.	T-CA1010##
Currency	EUR
Debit Items	X
All Items	X
Calc. Int. To	Today’s date

Document Date	Today'sdateminus6months
Posting Date	Today'sdateminus6months
Currency	EUR
Company Code	C100

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AC240 Lesson: Processing of Interest Calculation

Business Partn. T-CA1010##

Net Due Date Today'sdateminus6months

Contract Acct T-CA1010##

Transac 6000 / 0010

Amount EUR 800

Thenstarttheinterestrunasperiodicprocessingforcontractaccounts. Use

theinterestrunfromNovember25,2008withidentificationINT99asacopy

templateforyourinterestrun. Entertoday’sdateasthedateidentifier,and

for the identification, enter:

ZI0## (## = group number)

Change the following interest parameters:

Date of Issue Today’s date

Posting Date Today’s date

Calc. Int. To Today’s date

CreateCorrespondence X

ChooselogclassAdditionalInformationinthelogsettings.

Saveyourentriesandscheduletheinterestruntorunimmediately.

Checktheinterestcalculatedintheaccountdisplay.

a) Post document

Choose: Accounting→FinancialAccounting→ContractAccounts

ReceivableandPayable→Document→Post.

First post an additional receivable to the amount of EUR 800 for

businesspartnerT-CA1010##. Usethefollowinginformation:

Document Date Today'sdateminus6months

Posting Date Today'sdateminus6months

Currency EUR

Company Code C100

EnteradditionaldatabychoosingNewBusinessPartnerItem:

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Business Partn.	T-CA1010##
Net Due Date	Today'sdateminus6months
Contract Acct	T-CA1010##
Transac	6000 / 0010
Amount	EUR 800

Date of Issue	Today’s date
Posting Date	Today’s date
Calc. Int. To	Today’s date
CreateCorrespondence	X

Document Date	Today'sdateminus6months
Posting Date	Today'sdateminus6months
Currency	EUR
Company Code	C100

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Unit9: InterestCalculation AC240

Business Partn. T-CA1010##

Net Due Date Today'sdateminus6months

Contract Acct T-CA1010##

Transac 6000 / 0010

Amount EUR 800

Post the document.

b) Executetheinterestrun(massinterestcalculation)

On the SAP Easy Access screen, choose: Accounting → Financial

Accounting→ContractAccountsReceivableandPayable→Periodic

Processing→ForContractAccounts→InterestRun.

Use the input help in the “Date ID” field to select the interest run

withIdentificationINT99from25.11.2008. Copythisinterestrunby

choosingProgramRun→Copyinthemenu.

Field Name Value

Destination

Date ID Today’s date

Identification ZI0##

“General Selections” tab page

Field Name Value

Business Partner T-CA1010##(##=yourgroup

number)

“Posting Parameters” tab page

Field Name Value

Date of Issue Today’s date

Posting Date Today’s date

“Interest Parameters” tab page

Field Name Value

Calc. Int. To Today’s date

CreateCorrespondence Select

Continued on next page

392

Business Partn.	T-CA1010##
Net Due Date	Today'sdateminus6months
Contract Acct	T-CA1010##
Transac	6000 / 0010
Amount	EUR 800

Field Name	Value
Destination
Date ID	Today’s date
Identification	ZI0##

Field Name	Value
Business Partner	T-CA1010##(##=yourgroup number)

Field Name	Value
Date of Issue	Today’s date
Posting Date	Today’s date

Field Name	Value
Calc. Int. To	Today’s date
CreateCorrespondence	Select

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AC240 Lesson: Processing of Interest Calculation

OntheLogstabpage,checkthatAdditionalInformationisselectedas

the problem class.

Saveyourentriesandscheduletheinterestruntorunimmediately.

Return to theSAP Easy Access screen.

On the SAP Easy Access screen, choose: Accounting →Financial

Accounting→ContractAccountsReceivableandPayable→Account

→ Account Balance

Display the posted interest for your business partner T-CA1010##

(## = your group number).

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Unit9: InterestCalculation AC240

Lesson Summary

You should now be able to:

• Execute interest calculation

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AC240 Unit Summary

Unit Summary

You should now be able to:

• DescribetheprinciplesandtransactionsforinterestcalculationinContract

Accounts Receivable and Payable

• Configureinterestkeysandcalculationrulesforiteminterestcalculation

• Execute interest calculation

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UnitSummary AC240

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Unit 10

Deferral/Installment Plan

Unit Overview

Unit Objectives

After completing thisunit, you will beableto:

• Enter a deferral for an open item

• Createandprocessinstallmentplansforopenitems

Unit Contents

Lesson: Deferral: Definition and Processing................................398

Exercise 17: Manual Deferral of an Open Item.........................401

Lesson: Installment Plan: Definition and Processing......................404

Exercise 18: Creating an Installment Plan..............................413

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Unit10: Deferral/InstallmentPlan AC240

Lesson: Deferral: Definition and Processing

Lesson Overview

Thislessondescribesthefunctionandtaskofadeferral.

Lesson Objectives

After completingthislesson, you will beable to:

• Enter a deferral for an open item

Business Example

Deferral: Definition

• Ifthebusinesspartneristemporarilyunabletosettletheiropenitems, the

due date is postponed.

• Asarule,additionalsurcharges,charges,orinterestarecharged.

Untilthedatespecifiedthedeferreditemwillnotbedunnedinadunningrunand

willnotbecollectedfromthebankbythepaymentprogram.

Oncethedeferraldatehaspassed,orifyouhavedeletedthedatefromtheitem,

the item can be dunned again and collected.

Figure 265: Deferral: Processing (1)

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AC240 Lesson: Deferral: Definition and Processing

Deferral can be performed manually in the document change transaction or

automaticallyduringreturnsprocessing. Youcanenteradeferraldatewhenyou

post the document or when you change the line items in the document. The

deferraldoesnotchangetheoriginalduedate. Thedeferraldateisusedinsteadof

theduedatetoautomaticallycreatedunningnoticesordebitmemos.

Document → Change

Enter the document number.

Choose Goto → List and display the business partner items (or choose the

correspondingpushbutton). Double-clicktheamounttobedeferred.

Enter a deferral date (in the field to the right of the due date). DO NOT

OVERWRITE THE DUE DATE.

Save the document.

To reverse adeferral, delete the deferral datein the item (transaction: Change

Document).

Figure 266: Deferral: Processing (2)

Debit interest:

Interestonopendebititemsiscalculatedfortheperiodfromtheduedatetothe

interestcalculationdate(thisisusuallythecurrentdate).

Cleared debit items:

Interestondebititemsthatwereclearedwithadelayiscalculatedfortheperiod

fromtheduedatetothedateofclearing,providedtheclearingiscompletedbefore

the interest calculation date.

Do not calculate interest:

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Unit10: Deferral/InstallmentPlan AC240

Ifanitemisnot clearedbyapayment, usuallynointerestcalculationistotake

place(forexample,interestmustnotbecalculatedforitemsthathavetheclearing

reason “Reversal”).

Credit interest:

Creditinterestforcalculatinginterestforcreditalwayshastobepostedasrelevant

for the general ledger.

Interestisnotcalculatedforallocatedincomingpayments.

Interest simulation:

Interestiscalculatedforinformationonly; itisnotposted.

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AC240 Lesson: Deferral: Definition and Processing

Exercise 17: Manual Deferral of an Open

Item

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Defer open items manually.

Business Example

Oneofyourbusinesspartnerscalls. Theycannotpaytheirinvoicesatthepresent

time and ask you to defer their payment. You defer one item that has a small

amount.

Task: Deferral

1. Manual deferral of an open item.

DeferanopenreceivableforbusinesspartnerT-CA1110##.

Enterthefollowingdetailswhilechangingthedocument:

DeferralDate Day 15 of the next month

Saveyour entries. Refresh the account display to view the status change

for the deferred item.

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Unit10: Deferral/InstallmentPlan AC240

Solution 17: Manual Deferral of an Open

Item

Task: Deferral

1. Manual deferral of an open item.

DeferanopenreceivableforbusinesspartnerT-CA1110##.

Enterthefollowingdetailswhilechangingthedocument:

DeferralDate Day 15 of the next month

Save your entries. Refresh the account display to view the status change

for the deferred item.

a) On the SAP Easy Access screen, choose: Accounting → Financial

Accounting→ContractAccountsReceivableandPayable→Account

→ Account Balance.

Positionthecursoronadocumentthatyouwanttochange(defer),and

inthemenu,chooseEnvironment→Document→Change.

Navigatetothedeferraldateonthe“BasicData”tabpageanddeferthe

item to day 15 of the following month.

Save your document change (deferral).

UpdatetheaccountdisplaybychoosingAccountBalance→Refreshin

the menu.

Result: Thestatusforthedeferreditemchangesto“yellow”,(thestatus

is “Receivable Open, Not Due Yet”).

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AC240 Lesson: Deferral: Definition and Processing

Lesson Summary

You should now be able to:

• Enter a deferral for an open item

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Unit10: Deferral/InstallmentPlan AC240

Lesson: Installment Plan: Definition and Processing

Lesson Overview

This lesson gives you an overview of the most important tasks and processes

of the installment plan.

Lesson Objectives

After completingthislesson, you will beable to:

• Createandprocessinstallmentplansforopenitems

Business Example

Figure 267: Installment Plan: Definition

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AC240 Lesson: Installment Plan: Definition and Processing

Figure 268: Installment Plan: Processing

With an installment plan, you divide original items into multiple installment

receivablesthathaveaduedateinthefutureorinthepast. Onceaninstallment

planhasbeenposted,theitemsoftheinstallmentplanandnottheoriginalitemsare

referredtowhenabankcollectionismade,orwhenadunningruniscarriedout.

Aninstallmentplanconsistsofastatisticaldocumentwithmultipleinstallment

receivables. Theindividualinstallmentreceivableiscleareduponpayment. The

numberoftheinstallmentplanissavedintheoriginalitems.

Ifinterestispayableonaninstallmentplan, theinstallment planwillalsohave

an interest supplement.

Youcanusetheinstallmentplanhistorytodeterminetheoriginalitemsonwhich

aninstallmentplanisbased(Account→FurtherInformation→InstallmentPlan

History).

Figure 269: Installment Plan: Technical View

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Unit10: Deferral/InstallmentPlan AC240

Oneormoreopenitemscanbebrokendownintoaparticularinstallmentplan.

Whenyoucreateaninstallmentplan,youdefinethenumberofinstallmentswithin

theplanandtheinterestkey. Theinterestkeycontrolsthegraceperiod,interest

frequency,interestintervalunit,andtheinterestcalculationrule. Youcanstore

frequently recurring installment terms and conditions in the system as default

installment plans (installment plan types).

Whenyoucreateaninstallmentplan,youcanspecifythepercentageamountof

thetotalamountthatistobeusedasthefirstinstallment. Thesystemcalculates

the remaining installments as required.

Whenyoucreateaninstallmentplan,youcanalsospecifypartialamounts.

Iftheagreementforpaymentininstallmentsiscanceled,youcandeactivatethe

installmentplanmanually. Theoriginalreceivableisthenactiveagain. Thelink

betweentheoriginalreceivablesandtheinstallmentplanisdeleted.

Figure 270: Installment Plan: Document Structure

Installmentsforinstallmentplansarerepresentedasrepetitiondocuments.

Asamplebusinesspartneritem(repetitiongroup)iscreatedandrepetitionitems

are formed for the individual due dates.

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AC240 Lesson: Installment Plan: Definition and Processing

Legend:

• OPBEL: Number of a document in Contract Accounts Receivable and

Payable (FI-CA)

• OPUPK:Itemnumber in the FI-CAdocument

• WHGRP: Repetition group

• BETRW:Amountintransactioncurrencywith+/-sign

• OPUPW:RepetitionitemintheFI-CAdocument

• FAEDN: Net due date

Figure 271: Transaction Flow: Create Installment Plan

Installment plans can be created for one or more open items for an account

(provided they have the same currency).

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Unit10: Deferral/InstallmentPlan AC240

Figure 272: Installment Plan: Configuration

AsofERP2005, youcandefineanalternativepayertothebusinesspartnerfor

installment planitems. UsethenewinputfieldPartnerforPayment todothis.

Thereyoucanmaintainanalternativepayerforeachinstallment.

Previously,youcouldonlydefineabankdetailsIDforinstallmentplanitemsbut

notapaymentcardID.YoucannowusethenewinputfieldCardIDtoentera

payment card ID.

Figure 273: Installment Plan Type: Configuration

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AC240 Lesson: Installment Plan: Definition and Processing

YoucancreateaninstallmentplantypeinCustomizing,whichcanthenbeusedto

post an installment plan.

Installmentintervalsdefinethelengthoftheintervalsbetweeninstallments. An

intervaltypedefinestheintervalbetweeninstallments(forexample,month).

Distributeinterestandchargestoallinstallments: Definitionwhetherinstallment

interestandchargesfortheinstallmentplanaretobedistributedtoallinstallments.

Theinterestandchargesaredistributedaccordingtotheinstallmentamounts.

The individual installment amounts are rounded to a multiple of this amount.

Remainingamountsthatresultfromtheroundingprocessareaddedtothefirstor

lastinstallment, oranewinstallmentcanbecreated. Theroundingamountcan

beenteredwithuptothreedecimalplaces. Iftheamountisrounded,thesystem

takesintoaccountthecurrencyinquestionandroundstheamounttothereduced

number of decimal places.

The installment amount is the amount of the individual installment payments.

Theinstallmentamountcanbeenteredasanalternativetotheroundingamount

and number of installments.

Achargecanbecalculatedforgrantinganinstallmentplan. Ifachargeisentered,

thesystemautomaticallypostsachargedocumentwhencreatingtheinstallment

plan, and addsthechargeto thefirst installment.

Remainingamount: Aremainingamountcanresultwhencalculatingtheamount

for theindividualinstallmentsof aninstallment plan. Remaining amountsthat

result from the rounding process are added to the first or last installment, or a

separateinstallment. Ifyoudonotspecifyavaluehere,thentheremainingamount

isautomatically added to thelast installment.

Installmentplantypescanbeusedtogroupinstallmentplans.

AsofSAPECC6.0,EnhancementPackage4,youcanenteradditionalinstallment

plan surcharges or inflation surcharges in installment plans. These can be

calculated automatically or manually.

Youcandefineanalternativesubtransactionforaninstallmentplan.

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Unit10: Deferral/InstallmentPlan AC240

Figure 274: Transaction Flow: Change Installment Plan

Youcanmakethefollowingchangesinaninstallmentplan:

1. Deleteinstallmentsoradd further installments

2. Changetheduedateandamountforanindividualinstallmentreceivable,

providedthattheinstallmentreceivablehasnotyetbeenpaid.

Figure 275: Installment Plan: Deactivation

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AC240 Lesson: Installment Plan: Definition and Processing

Iftheinstallmentplanhasnotyetbeenpaidorhasonlybeenpartiallypaid,you

cancanceltheinterestdocumentandchargedocumentfortheinstallmentplan.

Interest items can be reversed.

Inthemenu,chooseAccount→InstallmentPlan→Change. Enterthenumberof

theinstallmentplanandchooseContinue→InstallmentPlan→Deactivate. The

systemdisplaysadialogboxinwhichyouselectaninterestdocument. Choose

Enter. Theinstallmentplaninterestdocumentisthenreversed.

Figure276: TransactionFlow: PostInstallmentPlanInterest

Interestiscalculatedforthedurationoftheinstallmentplan.

Interestcanberecalculatedandpostedifcustomersfallbehindwiththeirpayments

again. Example: A customer phones and requests an installment plan with 6

installmentsfromJan. 1throughtoJune1. However,onAugust1,thecustomer

stillhasanoutstandingbalance. Itispossibletocalculateandpostinterestonthe

unpaid balance that exists after June 1.

YoucanalsoaddinteresttotheinstallationplanatalaterdateusingtheChange

Installment Plan transaction (FPR2).

Inadditiontotheinstallmentplaninterestcalculation(fromthestartdatetothe

due dates of the installment plan), you can trigger an interest calculation on

originalitemsuptothestartdateoftheinstallmentplan.

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Unit10: Deferral/InstallmentPlan AC240

Figure 277: Installment Plan: Interest Calculation

Figure 278: Installment Plan: Customizing

In the Customizing settings for transactions, you must set the following for

installmentplantransactions: theallocationtointernaltransactions,assignmentof

thestatisticaltransactionsforinstallmentplancharges,andaccountdetermination.

The Installment Plans Used indicator and the Documents with Repetitions

Are Possible indicator must be set in the posting settings (Contract Accounts

ReceivableandPayable→BasicFunctions→PostingsandDocuments→Basic

Settings→Maintain Central SettingsforPosting).

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AC240 Lesson: Installment Plan: Definition and Processing

Exercise 18: Creating an Installment Plan

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Usetheinstallment planfunctionality inFI-CA

• Includeinterestand chargesininstallment plans

Business Example

Oneofyourbusinesspartnerscalls. Theycannotpaytheirinvoicesatthepresent

time and ask you to defer their payment. You havealready deferred one item.

For another item, you give the business partner the option of paying using an

installment plan. The businesspartner accepts.

Task:

Installment Plan

1. Creating an installment plan.

Createaninstallmentplanforanopenandduereceivableforyourbusiness

partner.

Use the following information:

Business T-CA1110##

Partner:

Contract T-CA1110##

Account:

Company C100

Code:

Currency: EUR

Posting Today’s date

Date:

Usethefunctionfordisplayingtheaccountbalancesandselecttherequired

item.

Createaninstallmentplanwithinstallmentplantype0002.

StartDate: Today’s date

Nowusethe“Installmentplan”functiontogotothenextscreen.

Continued on next page

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Unit10: Deferral/InstallmentPlan AC240

Change the installments here (for example, due date and installment

amounts). When you change the amounts, make sure the total of the

installments corresponds to the original receivable. Do not post the

installmentplanyet. Usethe“Calculateinterest”functiontocalculatethe

interest for the installment plan.

Entertoday’sdateasthedateforstartinginterestcalculation.

Save the installment plan.

Write down the installment plan number:

___________________________

Displaytheinstallmentplanagainandnavigatetotheoriginalreceivableby

choosing Environment in the menu bar.

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AC240 Lesson: Installment Plan: Definition and Processing

Solution 18: Creating an Installment Plan

Task:

Installment Plan

1. Creating an installment plan.

Createaninstallmentplanforanopenandduereceivableforyourbusiness

partner.

Use the following information:

Business T-CA1110##

Partner:

Contract T-CA1110##

Account:

Company C100

Code:

Currency: EUR

Posting Today’s date

Date:

Usethefunctionfordisplayingtheaccountbalancesandselecttherequired

item.

Createaninstallmentplanwithinstallmentplantype0002.

StartDate: Today’s date

Nowusethe“Installmentplan”functiontogotothenextscreen.

Change the installments here (for example, due date and installment

amounts). When you change the amounts, make sure the total of the

installments corresponds to the original receivable. Do not post the

installmentplanyet. Usethe“Calculateinterest”functiontocalculatethe

interest for the installment plan.

Entertoday’sdateasthedateforstartinginterestcalculation.

Save the installment plan.

Writedown the installment plan number:

___________________________

Displaytheinstallmentplanagainandnavigatetotheoriginalreceivableby

choosing Environment in the menu bar.

Continued on next page

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Unit10: Deferral/InstallmentPlan AC240

a) On the SAP Easy Access screen, choose: Accounting → Financial

Accounting→ContractAccountsReceivableandPayable→Account

→ Installment Plan → Create (FPR1).

Field Name Value

Business Partner T-CA1110##

Company Code C100

Contract Account T-CA1110##

Currency EUR

DisplayAcctBalances Select

BranchtothescreenforselectingforitemsbychoosingEnter.

Inthedialogboxforthereconciliationkeycheck,choose“Yes”.

Field Name Value

InstallmentPlanType 0002 - Installment plan - 5

months (EUR)

Start Date Today’s date

Selecttheitemstobeincludedintheinstallmentplan.

Note: Donotusetheitemthatyouhavealreadydeferred.

Inthemenubar, chooseEdit→InstallmentPlan.

Ifyouchangetheamountsfor theinstallmentplanitems, makesure

thetotaloftheinstallmentscorrespondstotheoriginalreceivable. Do

not post the installment plan yet.

Calculate the interest for the installment plan by choosing Edit →

Calculate Interest in the menu bar.

Donotchangethedefaultvaluesinthe“ChangeInterestParameters”

dialog box.

Entertoday’sdateasthedateforstartinginterestcalculation.

Choose “Enter”.

Saveyourinstallmentplanbychoosingthediskicon.

Write downtheinstallment plan number:

___________________________

Display the installment plan again.

Continued on next page

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Field Name	Value
Business Partner	T-CA1110##
Company Code	C100
Contract Account	T-CA1110##
Currency	EUR
DisplayAcctBalances	Select

Field Name	Value
InstallmentPlanType	0002 - Installment plan - 5 months (EUR)
Start Date	Today’s date

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AC240 Lesson: Installment Plan: Definition and Processing

On the SAP Easy Access screen, choose:

Accounting→FinancialAccounting→ContractAccountsReceivable

andPayable→Account→InstallmentPlan→Display(FPR3).

Field Name Value

Install.Plan No. Your installment plan number

from the previous step in the

exercise

Choose “Enter”. Switch to the source document by choosing

Environment→SourceReceivables(AccountDisplay)inthemenubar.

Double-click the source receivable.

On the “Basic Data” tab page, the links to the installment plan are

located in the lower part of the screen.

417

Field Name	Value
Install.Plan No.	Your installment plan number from the previous step in the exercise

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Unit10: Deferral/InstallmentPlan AC240

Lesson Summary

You should now be able to:

• Createandprocessinstallmentplansforopenitems

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AC240 Unit Summary

Unit Summary

You should now be able to:

• Enter a deferral for an open item

• Createandprocessinstallmentplansforopenitems

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UnitSummary AC240

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Unit 11

Other Business Transactions

Unit Overview

This unit will provide you with an overviewof:

• The options in account maintenance

• The reversal of documents

• Clearing reset

• Transfer posting of documents

• Markingdocumentsasdoubtfulentriesandindividualvalueadjustment

• Writing off documents

Unit Objectives

After completing thisunit, you will beableto:

• ExplainaccountmaintenanceinContractAccountsReceivableandPayable

• Explaintheprinciplesinvolvedinreversingdocumentsandresettingclearing

inContractAccounts Receivableand Payable.

• ExecutetransferpostingsinContractAccountsReceivableandPayable

• Explain the procedures and postings for doubtful entries and value

adjustment of open items

• Writeoff uncollectible receivables in Contract Accounts Receivable and

Payable.

Unit Contents

Lesson: Account Maintenance................................................422

Exercise 19: Manual Account Maintenance ............................427

Lesson: Reversing Documents and Resetting Clearing...................430

Lesson: Document Transfer...................................................438

Lesson: Doubtful Entry/Individual Value Adjustment.......................441

Lesson: Write-Off ...............................................................446

Exercise 20: Manual Write Off............................................451

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Unit11: OtherBusinessTransactions AC240

Lesson: Account Maintenance

Lesson Overview

Thislessongivesyou anoverviewof manualaccount maintenanceinContract

Accounts Receivable and Payable.

Lesson Objectives

After completingthislesson, you will beable to:

• ExplainaccountmaintenanceinContractAccountsReceivableandPayable

Business Example

Figure 279: Account Maintenance in FI-CA

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AC240 Lesson: Account Maintenance

Figure 280: Account Maintenance: Process

Youcanselectopenitemsontheinitialscreenforaccountmaintenance. Onthe

processingscreen,youcanchangeoradditemstothisselection,aswellasinclude

other contract accounts or business partners.

Itemsallocatedtotheproposalfromclearingcontrolarealreadyactive. However,

youcanchangetheallocationandignoretheproposal.

Figure 281: Example: Manual Account Maintenance

Youcanhavethesystemautomaticallycreateaclearingproposalforyou(results

can be edited) or you may create and modify the proposal manually (often

necessarywhenprocessingpartialpayments)whenperformingmanualaccount

maintenance.

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Unit11: OtherBusinessTransactions AC240

Figure282: ManualAccountMaintenanceFP06–View1: Clear

As of SAP ECC 6.0, account maintenance enables you to change documents

as well as carry out clearing. You can switch between both processing views

in the transaction.

Figure283: ManualAccountMaintenanceFP06–View2: Change

For the document changes, you can define the line variants with different

modifiable fields in Customizing (structure FKKOP_CHG). You can make

documentchangesdirectlyinthelineitem. Alternatively,youcanmakeachange

for several selected lines simultaneously.

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AC240 Lesson: Account Maintenance

Inadditiontodocumentchanges,youcanalsosplitlineitems. Youcancombine

clearing, splitting, andchangingwithfewrestrictions.

You can split line items into several subitems. However, this function is not

availablefor itemsthataredisplayedassummarized. Youmustfirst cancelthe

summarization. Tosplitanitem,placethecursorontheitemrequiredandthen

chooseSplitItem. Thesysteminsertsanewitembeneaththeitemtobesplit. The

amountofthenewsubitemisinitiallyzero. Entertherequiredpartialamount. The

systemautomaticallyreducestheamountoftheoriginalitemaccordingly.

Youcannolongersplitanitemthathasbeenselectedforfullclearing. Ifyousplit

anitemforwhichpartialclearingisplanned,thesystemautomaticallyproposes

thepartial amountthat isnotto be cleared inthesubitem. Youcan reducethis

amountmanually,butnotincreaseit. Inthiscasetoo,youcannolongersplitan

item for which clearing has been planned.

Fornewsubitems,youcanmakethesamechangesasfororiginalitems. Youcan

clear the newsub-itemseither partiallyor in full.

You can reset all of the changes you have made to an item provided you have

notsavedthedatayet. Selecttherequireditem(s)andthenchoosethefunction

'Reset Change'.

Toresetasplit,placethecursoronthesubitemandchoose"ResetSplit". Ifseveral

splititemshavebeencreatedforanitem,andyouwanttoresetallofthem,place

thecursorontheoriginalitemandthenchooseResetSplit.

Figure 284: Account Maintenance: Customizing

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Unit11: OtherBusinessTransactions AC240

Theaimofgroupingforautomaticclearingistogrouptheopenitemsintological

units. The system can then analyze how each unit can be cleared. A clearing

documentispostedforeveryunitthatiscleared. Theclearinganalysisisexecuted

using the clearing algorithm defined for an automatic clearing run in Clearing

Control.

Groupingisanenhancementoftheclearingcontrolfunctionality. Incontrastto

clearing control, maintaining a group is optional and only makes sense if you

alwayswanttoposttheclearingofcertainitemgroupsfromabusinesspartner/

contract accountinanindividual clearingdocument.

AsofSAPECC6.0, EnhancementPackage4,youcangroupselecteditemsfor

a businesspartneror contract account inthenewevent0591. Thesystemthen

calls clearing control for each group and can therefore post multiple clearing

documents if suitable postings exist.

Itemsthat cannot be cleared or that canonlybepartiallycleared by group and

assignmentcanberegroupedinaniterativeprocesssothatclearingcontrolcan

attempttoallocatetheitemsagainwhenitisrecalled. Itisthereforepossibleto

defineasequenceofgroupswithadecreasinglevelofdetailandtoclearanitem

inaseparateruninseveralstepsusingseveralpartialclearings.

Furthermore,theneweventallowsyoutodefineaclearingdocumenttypeforthe

currentclearingprocess,whichoverwritestheclearingdocumenttypespecified

in the parameters.

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AC240 Lesson: Account Maintenance

Exercise 19: Manual Account Maintenance

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Clearcredititemsandreceivableswithinaccountmaintenance

Business Example

Inadditiontoopenreceivables,oneofyourbusinesspartnershascredit froma

payment on the account.

Youclear thecredit memoagainst thereceivables.

Task:

Manual Account Maintenance

1. ClearthereceivableagainstthecreditmemoincontractaccountT-CA1210##

ofthebusinesspartnerwiththesamenumber. Usethefollowinginformation:

Business T-CA1210##

Partner

Contract T-CA1210##

Account

Company C100

Code

Currency EUR

PostingDate Today’s date

Instructthesystemtogenerateaclearingproposal.

Check the proposal and post the clearing.

Makeanoteofthedocumentnumber: ______________________________

Listthecleareditemsusingtheaccountbalancedisplay.

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Business Partner	T-CA1210##
Contract Account	T-CA1210##
Company Code	C100
Currency	EUR
PostingDate	Today’s date

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Unit11: OtherBusinessTransactions AC240

Solution 19: Manual Account Maintenance

Task:

Manual Account Maintenance

1. ClearthereceivableagainstthecreditmemoincontractaccountT-CA1210##

ofthebusinesspartnerwiththesamenumber. Usethefollowinginformation:

Business T-CA1210##

Partner

Contract T-CA1210##

Account

Company C100

Code

Currency EUR

PostingDate Today’s date

Instructthesystemtogenerateaclearingproposal.

Check the proposal and post the clearing.

Makeanoteofthedocumentnumber: ______________________________

Listthecleareditemsusingtheaccountbalancedisplay.

a) On the SAP Easy Access screen, choose: Accounting → Financial

Accounting→ContractAccountsReceivableandPayable→Account

→ Maintain.

Enter the information given above.

Selectthe“CreateProposal”indicatorandchooseOpenitems.

ChecktheproposalandposttheclearingbychoosingAccount→Post.

Return to the SAP Easy Access screen.

ChooseAccounting →Financial Accounting →Contract Accounts

Receivable and Payable →Account→Account Balance todisplay

thecleareditemsforbusinesspartnerT-CA1210##(##=yourgroup

number).

Todoso, choosethelist type“OpenItems”.

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Business Partner	T-CA1210##
Contract Account	T-CA1210##
Company Code	C100
Currency	EUR
PostingDate	Today’s date

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AC240 Lesson: Account Maintenance

Lesson Summary

You should now be able to:

• ExplainaccountmaintenanceinContractAccountsReceivableandPayable

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Unit11: OtherBusinessTransactions AC240

Lesson: Reversing Documents and Resetting Clearing

Lesson Overview

Thislessongivesyouanoverviewofhowtoreversedocumentsandresetclearing

in Contract Accounts Receivable and Payable.

Lesson Objectives

After completingthislesson, you will beable to:

• Explaintheprinciplesinvolvedinreversingdocumentsandresettingclearing

in Contract AccountsReceivableandPayable.

Business Example

Figure 285: Reversal of Documents: Restrictions

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AC240 Lesson: Reversing Documents and Resetting Clearing

Figure 286: Reversal of Documents

Document to be reversed:

• Afterreversal,thebusinesspartneritemshavetheclearingdocumentnumber

of the reversal document.

Indicator: reverse document:

• Reference to the reversed document using the document number of the

reversed document in thedocument header.

• Inthereversaldocument,anitemiscreatedforeveryG/L.Theseitemshave

the opposite +/- sign to the G/L item.

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Unit11: OtherBusinessTransactions AC240

Figure 287: Mass Reversal: Parameters

Figure 288: Negative Postings

Anegativepostingreducesthetransactionfiguresfortheaccountpostedtointhe

general ledger. A debit posting as negative posting therefore does not lead to

an increaseof the debittransaction figures; it leads toa reductionof the credit

transactionfigures. Thisenablesyoutoshowtransactionfiguresforaccountsafter

anincorrectpostingandsubsequentcorrection(forexample,invoicepostingand

reversal)asifneithertheincorrectpostingnorthecorrectionhadtakenplace.

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AC240 Lesson: Reversing Documents and Resetting Clearing

Negative postings have been supported in the general ledger for some time.

You decide whether to permit negative postings at company code level. The

corresponding setting in the company code table isalso effective for Contract

Accounts Receivable and Payable.

In addition, in Contract Accounts Receivable and Payable, the document type

decides whether a posting is to be posted negatively. You can designate a

document type such that negative postings are always created, or such that

negativepostingsareonlycreatedforcorrectionsinthesamefiscalyear. Formore

informationaboutthesettingforthedocumenttype,seetheCustomizingforthe

documenttypesandthefielddocumentationforthefieldNegativePosting.

Adescriptionofnegativepostingsforthemostimportantbusinesstransaction

follows:

• Reversal

– Forareversal, thedocumenttypeuseddecides:

– Whetheranegativepostingisneverpermitted

– Whetheranegativepostingisalwayspermitted

– That a negative posting is created if the posting and reversal are in

the same fiscal year

– Iftheaccountforsomeitemsinthereversaldocumentisnotthesame

as the account in the original document, these items are not posted

negatively. Thiscanbethecaseforaperiodicreversals(swapofP&L

accounts)orforpostingincomingpaymentswherethereversalisused

topost back tothe clarification account.

• Resetting Clearing

– After resettingclearing,allaccountsshouldappearasiftheclearing

had not taken place. This means that the inverse posting of cash

discount,smalldifferences,exchangeratedifferences,andtaxesthat

werepostedduetotheclearingaretobepostednegatively. Thedisplay

in the receivables accounts is retained.

– Example

– Youresetclearingforapaymentreceived. Aftertheclearingreset,the

payment withclearingofopenitemsbecomesatypeofpaymenton

accountagain,whichmeansthatthecreditfromthepaymentisanopen

iteminthereceivablesaccount. Fromtheviewoftheaccountbalance

inthereceivablesaccount,itisirrelevantwhethertherewasapayment

on account or whether itemswerecleared.

• Returns

– Returns should be treated like reversals. The first item in a returns

clearingaccountis,however,neverpostednegatively;thesameapplies

to returns charges.

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Unit11: OtherBusinessTransactions AC240

– IndividualIdentificationofIndividualPostingItemsIfyouwantto

postadocumentforwhichnegativepostingsarerequiredforallitems

manually, all youhavetodoisselectanappropriatedocument type.

However, if you only want to post individual items negatively, you

havetoentertheentiretransactionintwodocuments.

– Example

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,thepostingtothecorrectaccountnot. Firstenteranegative

posting: ClearingaccounttoincorrectG/Laccount. Thena“normal”

posting: CorrectG/Laccounttoclearingaccount.

• 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

maintenanceorduringprocessingofasubsequentpayment),thedebitand

creditsideofthereceivablesaccountincreasesbytheamountofthepayment

onaccount. Ifyouwanttoavoidthiseffect,makesurethateveryclearingof

apostingonaccountispostednegatively. Todothis,youhavetoindicatein

Customizingforthemainandsubtransactionusedforpaymentsonaccount

thateachclearingofthisitemistobepostednegatively.

Youconfigurethesettingforthecompanycode(negativepostingsarepossible)in

CustomizingforFinancialAccountingunderFinancialAccountingGlobalSettings

(New)→GlobalParametersforCompanyCode→EnterGlobalParameters.

You configure the setting for the document type in Customizing for Contract

Accounts Receivable and Payable under Basic Functions → Postings and

Documents → Document → Maintain Document Account Assignments →

DocumentTypes→MaintainDocumentTypesandAssignNumberRanges.

The main and subtransactions that you want to define for a negative clearing

(example: PaymentsonAccount)areintheImplementationGuideforContract

Accounts Receivable and Payable under Basic Functions → Postings and

Documents → Document → Maintain Document Account Assignments →

Maintain Subtransactions.

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AC240 Lesson: Reversing Documents and Resetting Clearing

Figure 289: Negative Postings: Example

Figure 290: Clearing Reset

Whenyouresettheclearing,youreopenthecleareditem.

Inaddition,acredititemiscreatedautomatically. Thecredittransaction,suchasa

payment on account, isdefined in Customizing.

Iftheclearingmadebythepaymentisreset,adebittransactionmustbedefined

inCustomizingtorepresentareceivablefromthebusinesspartnerwhoalready

received the payment.

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Unit11: OtherBusinessTransactions AC240

Insteadoftheresettingthecompleteclearing,youcanalsoresetpartsofclearing.

Clearingresetcanbesetforeverycombinationofthefollowingdatathatoccurs

during clearing:

• Business partner

• Contract account

• Contract

• Company code

• Business area

• Division

• Collective bill number

Figure 291: Reverse/Reset Clearing: Customizing

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AC240 Lesson: Reversing Documents and Resetting Clearing

Lesson Summary

You should now be able to:

• Explaintheprinciplesinvolvedinreversingdocumentsandresettingclearing

inContractAccounts Receivableand Payable.

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